5 numbers every clinic owner should know off by heart
Running a clinic is a constant juggling act.
You’re booking treatments, managing staff, ordering stock, chasing retail targets and somehow trying to keep clients happy while the phone won’t stop ringing.
Your numbers usually end up squeezed into whatever time is left over.
The problem? They don’t stop moving just because you’re busy.
The clinics that stay profitable aren’t always the busiest ones. They’re the ones who know exactly where every dollar is going.
Here are five numbers worth pinning above your desk, from the team at None of My Business, who spend their days helping clinic and spa owners build businesses that are profitable and enjoyable.
The rule: it all has to add up to less than 100%
Wages, cost of goods, rent, overheads. Add them together and whatever’s left is profit.
Keep total costs under 80% and you’ve built in a 20% profit margin before the month even starts!
Your five KPIS
1. Wages
Safe zone: 40–50%
Your biggest cost, by a mile.
Keep it in range and everything else gets easier. Push past 55% and there’s almost no room left for profit.
2. Cost of goods
Safe zone: 12–18%
What it actually costs you to deliver the treatment.
Is this feeling high (19-22%+), that’s your cue to check for waste or over-use.
3. Rent
Safe zone: 8–12%
A fixed cost. Grow your revenue to shrink this percentage.
4. Overheads
Safe zone: 10–12%
Subscriptions, software, insurance, marketing.
This is the number that can easily creep up in the background.
5. Profit
Safe zone: 15–25%+
Plan this one first, not last.
Get the other four in range and profit takes care of itself.
Your team has numbers too
Retail sales (the % of each therapist’s service revenue) should sit at 25% or more.
Under 15%? That’s an opportunity being left on the table.
Revenue per hour (the income each therapist brings in per hour) tells you even more.
Under $80 an hour, something needs a closer look, pricing, booking density or skill mix.
Above $130, that’s where profit actually lives. Price your services to make this achievable for your whole team.
Three steps every clinic owner should make
1. Add your five KPIs up once a month.
2. Spot the leak. Find the line that’s out of range. That’s exactly where your money is disappearing.
3. Track monthly. KPIs only work when you look at them regularly. Review monthly to change the whole business.
You got into this business because you love skin. But managing numbers can feel like entering the complete unknown. If you want to build a stronger strategy, bigger profits and a more enjoyable business, let us support you to get there.
Benchmarks sourced from None of My Business’s
The 100 Plan: Understanding Key Industry Cost KPIs.