How to Charge for Planning and Preparation Time in Private Practice

A practical guide for therapists who want sustainable, client-centred work

Charging for planning and preparation time in private practice is something many therapists hesitate to do. It is such an understandable hesitation. We care deeply about our clients, and we want our work to remain accessible, ethical, and grounded in connection.

Yet the unseen labour of our work is real. Planning, preparing, writing, analysing, resourcing and reflecting all take time. This guide will help you learn how to charge for planning time in a way that feels sustainable, values aligned and supportive of high-quality client care.

Why Charging for Planning Time Matters in Private Practice

Many therapists hesitate to charge for planning and preparation time, and that hesitation is completely understandable. We care deeply about our clients, and we want our work to remain accessible, ethical, and grounded in connection.

But the invisible labour of our profession is significant.
Planning, preparing, documenting, resourcing, analysing and communicating all require time, energy and emotional bandwidth. When these tasks go unrecognised, sustainability becomes difficult and therapists often find themselves edging toward exhaustion.

Charging for planning time is not about becoming transactional. It is about honouring the full scope of your work so you can continue offering high-quality, client-centred care.

Step 1: Audit Your Non Face to Face Time

Before adjusting your fee structure, begin with a simple time audit. This gives you clarity and confidence when explaining changes to clients.

Track the time you spend on:
• planning each session
• writing notes
• creating resources
• communicating with clients
• liaising with teachers or support teams
• analysing assessment data
• reflecting on client progress

When I completed this audit across four clinicians, the average was 30 minutes of additional work per client. This data became the foundation for a clear and justifiable structure.

Step 2: Create a Sustainable Fee Structure

Once you understand how much time you’re giving, choose a structure that matches it.

An example model is:
• 50-minute session
• 10 minutes of preparation
• 20 minutes of follow-up

Your numbers may vary depending on your caseload and clinical style. There is no single correct structure. What matters is that it reflects the real work you are doing and supports your capacity to remain present and grounded in your sessions.

Step 3: Communicate With Clients Clearly and Calmly

Many therapists worry about how clients will react to changes in billing. This concern is understandable and human.

Clients usually respond well when they understand:
• that you conducted a time audit
• that planning and follow-up are essential to quality therapy
• that this supports better outcomes for them
• that sustainable systems help you stay available long-term

Transparent communication builds trust, not tension.

Step 4: Review and Adjust Your System Regularly

Your practice will evolve over time. Your fee structure may need to shift as:
• your caseload changes
• your capacity fluctuates
• your administration systems improve
• your clinical focus evolves

Your structure is allowed to grow with you. What matters most is alignment with your values, wellbeing, and quality of care.

Step 5: Seek Support So You Don’t Carry This Alone

Decisions around billing, boundaries, and business sustainability can feel heavy when you navigate them alone.

This is exactly why I created The Therapists Haven. It is a place where therapists can explore these decisions within a supportive community that understands both the emotional labour and the practical realities of private practice.

When we share the load, sustainability becomes possible.

Here is a snippet from our latest Therapists Haven live session, where I spoke about this topic.

Final Reflection

Charging for planning and preparation time is not about adding more to an invoice. It is about honouring the invisible labour that makes therapy effective, connected, and deeply human.

This shift allows you to:
• protect your wellbeing
• offer consistent, thoughtful care
• reduce after-hours overwhelm
• create a sustainable private practice (hint: check out Speechies in Business for some excellent resources)

Your time is valuable. Your presence is valuable. Your clients benefit when you honour both.