Your Practice Maintenance Calendar

Private practice administration tends to fall through the cracks because there's no manager reminding you to do it. This calendar gives you a predictable rhythm so nothing compounds into a bigger problem.

Weekly

• Clear your inbox and voicemail. Anything older than a week is a communication gap — clients notice.
• Review payments and deposits. If you use a platform like SimplePractice, confirm autopayment ran or manually process any outstanding sessions. Catching billing issues weekly prevents the awkward conversation of chasing a month-old balance.

Monthly

• Back up digital client files to secure offline storage (an encrypted external drive kept offsite or in a safe works well).
• Check your profit/loss and client count. Most billing platforms only show the current and prior month — track the numbers yourself in a spreadsheet if you want a longer view.
• Clear outstanding invoices. The end of the month is a natural forcing function.
• Test your website. Contact forms, self-scheduling links, and intake forms break quietly — platform updates can take them down without notice. A monthly click-through catches it before prospective clients do.

Quarterly

• Pay estimated taxes. If you use QuickBooks Self-Employed or a similar tool, it will calculate the amount. Missing quarterly payments adds a penalty at filing — not a crisis, but avoidable.
• Reassess how you're splitting income across accounts (operating, taxes, savings, personal draw) if your revenue or expenses have shifted.

Yearly

• Review annual expenses and adjust your income allocation and session rate if needed.
• Identify what you hated doing this year and look for ways to automate or outsource it. The goal is a practice that gets easier to run as it matures, not one that demands more of you every year.