Client Care (Billable) Hours Forecasting + Timesheet Template (Excel)

An all-in-one OT Admin Planning Template to take control of your time, billing, and caseload—with clarity and confidence.

Take control of your time, workload, and billing with this all-in-one Occupational Therapy Admin Planning Template—designed by an OT, for OTs.

This editable Excel tool helps you forecast, plan, and track your client care hours with clarity and ease. Whether you're a sole trader, part of a clinic, or managing a team, this template is your secret weapon for staying on top of targets and reducing admin overwhelm.

✅ What’s Included:

• Client Care Forecasting Tool: Map out your projected client hours and billable goals for the week or month. Plan with intention and make data-driven scheduling decisions to better manage your caseload.
• Timesheet Tracker: Log actual client care hours to track your progress, spot trends, and ensure you're on pace to meet your targets.
• Automatic Calculations: Built-in formulas help you calculate totals, gaps, and variances between forecasted and actual hours—no number crunching required.
• Customisable & Reusable: Use it weekly, monthly, or however suits your workflow. Easily adjust for your unique caseload or clinic goals.

OT Goals and Functional Skills:

While not client-facing, this tool supports key professional practice skills for occupational therapists:

• 🗂️ Time Management: Enhances organisation and prioritisation of tasks
• 📈 Goal Setting: Aligns planning with billable targets and productivity benchmarks
• 🧠 Professional Reasoning: Encourages reflection on service delivery patterns
• 🤝 Workload Sustainability: Supports healthy caseload management and burnout prevention
• 💼 Business & Admin Skills: Builds confidence with essential non-clinical OT responsibilities

Best For:

• Occupational therapists working in private practice or NDIS
• Early-career OTs building confidence in admin and productivity
• Sole traders and teams wanting to streamline time tracking and clinical planning

🎯 Stop guessing and start planning smarter—with a spreadsheet designed by someone who gets it.

The information and activities provided in this product are for general informational and educational purposes only. They are not intended to replace professional advice, assessment, or tailored recommendations. 

This product is licensed for single-user use only. It is intended for use by one therapist, educator, or family. Redistribution, resale, or uploading of this resource to public or shared platforms is not permitted. If others would like to use this resource, please direct them to the OT Resource Hub to purchase their own copy.

By purchasing and using this resource, you agree to these terms. Thank you for supporting our OT created content.