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Published by Clinic Admin Tools UK · Independent practice-admin content · Not clinical advice

Clinic break-even calculator

Estimate the monthly revenue a clinic needs to cover fixed costs using a simple contribution margin.

Planning tool only Figures are for illustration. They are not financial, tax, legal, or clinical advice, and they may not match your contracts or accountant’s treatment.

What this calculator covers

This clinic break-even calculator is publisher content for UK private clinics, therapists, and physios. You supply monthly fixed costs, average session fee, and variable cost per session. It reports contribution per session and sessions needed to break even using the simplified assumptions described below—not as a substitute for an accountant, solicitor, or clinical record.

Break-even analysis answers how much revenue covers fixed costs after variable costs per session are paid. Here, contribution per session is the session fee minus variable costs like supplies and card fees.

Real clinics have mixed service prices and step-fixed costs; use this as a starting point and refine with your management accounts.

What this model does not do

This clinic break-even calculator is original publisher copy for UK private clinic administration. It is not a tax computation and does not apply HMRC rates, capital allowances, or Making Tax Digital rules.

The form cannot see your contracts, payer mix, or diary software. If a clause matters and there is no field for it, the output will not include it.

How this model defines the inputs

These notes are specific to the clinic break-even calculator, not a generic form template. Use the same definitions you already use in the diary or management accounts.

Monthly fixed costs
Enter monthly fixed costs using the same definition you use in your clinic records.
Average session fee
Enter average session fee using the same definition you use in your clinic records.
Variable cost per session
Consumables, merchant fees, etc.

Calculator

Enter your figures below. Results update as you type, in your browser—we do not receive the numbers you enter.

Consumables, merchant fees, etc.

Tip: Use whole numbers or up to two decimal places. Results update instantly.

How it works

  1. Enter monthly fixed costs

    For this Clinic break-even model, enter monthly fixed costs, average session fee, and variable cost per session. Keep those definitions consistent with your diary or management accounts.

  2. Read contribution per session

    The clinic break-even model then reports contribution per session and sessions needed to break even. The arithmetic runs in your browser; we do not receive the numbers you type.

  3. Check against costs, margins & tax records

    Treat contribution per session and sessions needed to break even as planning figures for costs, margins & tax conversations, then confirm VAT, contracts, and filings with your own records and qualified advisers.

Context and how to use this

Break-even answers how much session revenue covers fixed costs after paying variable costs per visit. It is a textbook simplification: one average fee and one average variable cost.

Use it in board packs as a conversation starter, then refine with your management accounts and mixed service prices.

Common questions

What if contribution is negative?
Your variable cost per session exceeds the fee in the model—either the inputs are wrong or the service line is loss-making before fixed costs.
Does this include VAT?
Only if you enter fee and variable cost on the same VAT basis. Mixed bases will distort the break-even point.

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Related guides

Benchmarks and how-tos that explain how clinics use this metric: