Therapy For Your Money

You want your revenue to grow. So you check the revenue number. Then you check it again. And somehow staring at it never seems to make it go up.

That is the trap Julie and Dr. Adam Robin dig into in this conversation. Adam is a physical therapist, healthcare entrepreneur, and founder of Inbox Zero VA, and he thinks about revenue the way an accountant does: as an output, not a lever. If you want the output to change, you have to go under the hood and pull on the operational numbers that actually create it.

Together they walk through the handful of numbers that quietly decide whether a practice grows or just spins its wheels: what to watch every single week, where money leaks out without anyone noticing, and the one number Adam says most owners have never calculated, even though operating below it can sink a practice slowly enough that you don't feel it happening.

If your revenue looks fine but your take-home doesn't, or you have a big growth goal and no real plan underneath it, this one is for you.

In this episode:

• Why you can't grow revenue by watching the revenue number, and what to watch instead
• The operational KPIs Adam keeps a pulse on to drive income up and to the right
• How to decide when a payer contract is worth keeping and when it's time to walk away
• The hiring math behind a big growth goal (and why "hire three people" often really means six)
• The single most expensive place a practice leaks money, and it's not where you'd guess
• Why a busy, high-revenue practice can still leave the owner with almost nothing
• The four numbers to start tracking every week if you've never measured anything
• The "keep the lights on" number almost no owner knows off the top of their head

Revenue tells you what already happened. The operational numbers underneath it tell you what's about to.

📌 Resources mentioned in this episode:

Inbox Zero VA: https://inboxzerova.com/

The PPO Club Conference (San Antonio): https://ppoclubevents.com/home-page-2026

Connect with Dr. Adam Robin:

Website: https://inboxzerova.com/

Facebook: https://www.facebook.com/dradamrobin/

Instagram: https://www.instagram.com/dradamrobin/

LinkedIn: https://www.linkedin.com/in/dr-adam-robin-dpt-healthcare-staffing-038a9145

YouTube: https://www.youtube.com/@dradamrobin

📖 Profit First for Therapists: https://www.profitfirstfortherapists.com/

💼 Work with my accounting firm, GreenOak Accounting: https://www.greenoakaccounting.com/consultation

📬 Subscribe to the newsletter: https://www.greenoakaccounting.com/subscribegoa

This episode is educational only. Check everything with your own accountant, tax preparer, and attorney.

Every practice owner has thought about it. You write the rent check, watch it disappear, and think: what if I owned this instead?

In this episode, Julie pulls back the curtain on buying your practice building — the strategic case for it, the very specific financial conditions you need to meet first, and the situations where she'll tell you flat out not to do it. (There's one scenario she calls a hard line. "You will not change my mind. I will stay on this hill.")

She also walks through what actually happens after you decide to buy: why the practice itself shouldn't be the one purchasing the property, the paperwork most owners try to skip to save a few dollars, and the tax mechanics that make this worth doing right — plus the one tax surprise waiting for you years later that nobody warns you about.

If you've ever daydreamed about owning your space, this is the episode to listen to before you make an offer.

In this episode:

• The real reason most practice owners buy — and it isn't on any spreadsheet
• The stability and cash test you need to pass before you even start looking
• Why buying can hurt you in certain markets right now
• The structure decision that protects both your practice and your building
• Why you can't do a handshake deal with yourself
• The tax advantage that does the heavy lifting — and the recapture that follows it
• What Julie tells clients to do before making an offer

Mentioned in this episode:
Episode 206: How Much Is Too Much? The Rent Equation That Can Make or Break Your Profit — Julie's breakdown of how to run the math on your physical space and the revenue it needs to generate.

Less than 20% of GreenOak's clients own their building. Julie's take on the other 80%+? They're doing just fine.

This episode is educational only — check everything with your own accountant, tax preparer, and attorney.

Links and Resources

• GreenOak Accounting - www.GreenOakAccounting.com
• Therapy For Your Money Podcast - www.TherapyForYourMoney.com
• Profit First for Therapists - www.ProfitFirstForTherapists.com

In Part 1, Ken Urie and Ernie Schmidt talked about the mindset of stepping back. In Part 2, they get into the how: what it actually takes to hand over the day-to-day and trust someone else to run your practice.

They dig into letting a leader make calls you wouldn't have made, why the businesses they built are structured so a single decision can't quietly sink the ship, and what they each looked for when choosing the person to replace them. Ken hired from within, Ernie hired from the outside, and both explain the trade-offs.

They also get candid about selling versus staying, including why the private-equity payday a lot of owners imagine rarely pencils out the way they expect.

Julie keeps the thread on the financial reality underneath it all: the stability and systems that let this work, and why trying it too early tends to go badly.

If you missed Part 1, start there for the mindset. This one is the playbook.

In this episode:

• How Ken and Ernie decide when to step in and when to let a leader run with it
• Why they say delegating too early, before stability and systems, is where owners get burned
• Hiring from within vs. from the outside, and what each of them looked for
• Selling vs. staying, and why the EBITDA/private-equity math often disappoints
• What their week actually looks like now as owners who've stepped back

📌 Resources mentioned in this episode:

Connect with Ken Urie & Ernie Schmidt:

Group Practice Success: https://www.grouppracticesuccess.com/

📖 Profit First for Therapists: https://www.profitfirstfortherapists.com/

💼 Work with my accounting firm, GreenOak Accounting: https://www.greenoakaccounting.com/consultation

📬 Subscribe to the newsletter: https://www.greenoakaccounting.com/subscribegoa

This episode is educational only. Check anything financial with your own accountant, tax preparer, and attorney.

Most group practice owners hit a moment where they wonder: could this business run without me in the middle of everything? This week Julie sits down with two owners who actually did it.

Ken Urie (Mill Creek Family Services) and Ernie Schmidt (Palo Alto Therapy) have each grown large group practices and stepped back from day-to-day operations, and they coach other owners through the same shift. In Part 1, they get honest about the mindset side: what pushed them to replace themselves, how one leader basically self-selected into the role, and why neither of them planned any of it.

Julie brings the money lens to their story: the stability and cash flow you realistically need behind you before stepping back is even an option, and the numbers a smart owner keeps an eye on once they do.

This is Part 1 of a two-part conversation. Part 2 gets into the logistics of actually handing over the wheel.

In this episode:

• What finally pushed Ken and Ernie to replace themselves (it wasn't a tidy plan)
• Why years of stability, not a big idea, made stepping back possible
• The metrics Ken reviews every month, and how he uses average revenue per session to set pay and benefits
• How much financial transparency Ken and Ernie each give their leaders, and why they landed in very different places
• Julie's take on the financial footing you want before you delegate the business

Whether you dream of stepping back someday or just want to stop being the bottleneck, Part 1 is where the mindset shift starts.

📌 Resources mentioned in this episode:

Connect with Ken Urie & Ernie Schmidt:

Group Practice Success: https://www.grouppracticesuccess.com/

📖 Profit First for Therapists: https://www.profitfirstfortherapists.com/

💼 Work with my accounting firm, GreenOak Accounting: https://www.greenoakaccounting.com/consultation

📬 Subscribe to the newsletter: https://www.greenoakaccounting.com/subscribegoa

This episode is educational only. Check anything financial with your own accountant, tax preparer, and attorney.

Running a private practice means making a lot of decisions, some exciting, some uncomfortable, and some that just can’t wait.

In this quarterly check-in, I’m joined by Jacquie Carter from our GreenOak team to talk about what we’re actually seeing behind the scenes right now. From tax planning mistakes (yes, we’re going there) to payroll realities, hiring challenges, and a few hard truths practice owners don’t always want to hear, but really need to.

If you’ve ever thought, “I’ll deal with that later,” this episode is your gentle nudge… because later is today. 

In This Episode, You’ll Discover:
1. Why tax planning starts now, not next April
Waiting until tax season to “fix” your taxes? Unfortunately, that’s when it’s already too late. We break down what proactive planning actually looks like.

2. The financial decisions that quietly put practices at risk
From overpaying payroll to pulling too much out of the business, we’re talking about the patterns we’re seeing (and how to course-correct).

3. What’s actually worth your time as a practice owner
Not every project, rebrand, or idea deserves your attention. We’ll help you refocus on what truly moves the needle.

Resources and Links

• Episode #209: Financial Transparency: How Much Is Too Much? Listen on Apple Podcasts
• Money for Therapists Practice Startup - https://www.greenoakaccounting.com/startup
• GreenOak Accounting - www.GreenOakAccounting.com
• Therapy For Your Money Podcast - www.TherapyForYourMoney.com
• Profit First for Therapists - www.ProfitFirstForTherapists.com
• Profit First Academy - www.ProfitFirstForTherapists.com/Academy
• Watch Therapy For Your Money on YouTube: Watch on YouTube 
• Podcast Production, Audio Mixing, and YouTube Video Production by James Marland

If you’ve crossed (or are approaching) that $1M mark in your practice, you’ve probably realized something… growth doesn’t get easier—it just gets different. In this episode, I’m joined by Joshua Brummel from Therapy Flow to talk about the hidden bottlenecks that show up as you scale from $1M to $3M and beyond. These aren’t the obvious problems you solved early on, they’re the behind-the-scenes issues that quietly slow your growth, shrink your profit, and stretch your capacity as a CEO. We’re breaking down what’s really going on and what you need to focus on to keep moving forward.

3 Reasons to Listen

1. You’ll understand why growth starts to feel harder (even when things are “working”). Hitting $1M doesn’t mean you’ve figured it all out, it means you’re entering a new level with new challenges.
2. You’ll learn the bottlenecks that are most likely costing you time, money, and sanity. From clinician churn to lack of systems, these are the issues we see over and over again in growing practices.
3. You’ll start thinking like a CEO, not just a practice owner. Scaling requires a shift in how you spend your time, make decisions, and lead your business.

Links and Resources Mentioned

• Group Practice Con (Sept 10–11, Chicago): https://grouppracticecon.com
• Therapy Flow: https://mytherapyflow.com
• Money for Therapists Practice Startup - https://www.greenoakaccounting.com/startup
• GreenOak Accounting - www.GreenOakAccounting.com
• Therapy For Your Money Podcast - www.TherapyForYourMoney.com
• Profit First for Therapists - www.ProfitFirstForTherapists.com
• Profit First Academy - www.ProfitFirstForTherapists.com/Academy
• Watch Therapy For Your Money on YouTube: Watch on YouTube
• Podcast Production, Audio Mixing, and YouTube Video Production by James Marland

If you’ve ever felt like you’re doing all the right things—taking time off, booking the massage, squeezing in a workout—but still feeling exhausted… this episode is going to hit home.

Because what if the problem isn’t that you need more self-care?

In this conversation, I sit down with Valarie Harris, author of The Capacity Code, to unpack a powerful idea: many practice owners aren’t dealing with a self-care problem—they’re dealing with a capacity crisis. And until you address that, no amount of bubble baths or weekends off will fix the burnout.

We’re diving into what capacity actually means, how it impacts your business (and your team), and why understanding your limits might be the key to building a sustainable, profitable practice.

3 Lessons From This Episode
1. It’s Not a Self-Care Problem—It’s a Capacity Problem
Many practice owners default to self-care when they feel overwhelmed. But as Valarie explains, self-care often becomes avoidance or short-term relief rather than a real solution. What worked in a previous season of life may not match your current demands—and that mismatch leads to burnout.

2. Your Capacity Directly Impacts Your Practice
Capacity isn’t just personal—it shows up in your business. When your capacity is low, you may notice:

• Increased reactivity and urgency
• Difficulty making decisions
• Team turnover or disengagement
• Disconnection from your mission

On the flip side, when your capacity is strong, your team is more aligned, your systems run smoother, and your practice becomes more sustainable.

3. Avoidance (Especially Around Money) Is a Capacity Signal

If you’ve been avoiding your numbers, delaying tax conversations, or feeling overwhelmed by finances, you’re not alone. But that avoidance is often a capacity issue, not a knowledge issue.

Building simple, repeatable rhythms (like monthly money check-ins) can help you stay grounded and make better financial decisions without the stress.

Links & Resources

• Get the book: The Capacity Code  https://www.thecapacitycodeunlocked.com/
• The Capacity Code on Amazon: https://a.co/d/0hgaBTaM
• Follow Valarie on Instagram:  https://www.instagram.com/valarie.l.harris
• Money for Therapists Practice Startup - https://www.greenoakaccounting.com/startup
• GreenOak Accounting - www.GreenOakAccounting.com
• Therapy For Your Money Podcast - www.TherapyForYourMoney.com
• Profit First for Therapists - www.ProfitFirstForTherapists.com
• Profit First Academy - www.ProfitFirstForTherapists.com/Academy
• Watch Therapy For Your Money on YouTube: Watch on YouTube 
• Podcast Production, Audio Mixing, and YouTube Video Production by James Marland

What does it really take to scale a therapy practice to 7 figures, without burning out or creating chaos behind the scenes? In this episode, Julie sits down with returning guest Nicole McCance to break down her proven 5-step framework for scaling a group practice. From systemizing your operations and hiring the right first clinician to fixing your biggest conversion gaps, this conversation is packed with practical strategies you can actually implement. Whether you're building your team or refining your systems, this episode will help you grow a practice that’s both sustainable and profitable.

3 Reasons to Listen

1. You’ll learn a clear, step-by-step framework for scaling
Nicole walks through the exact 5 steps she used to grow her practice to 55 clinicians—and what she’d do again (and differently).

2. You’ll uncover the hidden bottlenecks slowing your growth
From weak systems to missed consult opportunities, this episode highlights what’s really holding many practices back.

3. You’ll get practical, actionable strategies you can implement right away
Simple shifts in hiring, marketing, and client conversion that can immediately improve your results.

Links and Resources Mentioned

• Nicole McCance’s Podcast: The Business Savvy Therapist: https://mccancemethod.com/podcast/ 
• Free Masterclass: How to Build a 7-Figure Group Practice: https://mccancemethod.com/webinar-free-masterclass-from-solo-to-superteam/ 
• Money for Therapists Practice Startup - https://www.greenoakaccounting.com/startup
• GreenOak Accounting - www.GreenOakAccounting.com
• Therapy For Your Money Podcast - www.TherapyForYourMoney.com
• Profit First for Therapists - www.ProfitFirstForTherapists.com
• Profit First Academy - www.ProfitFirstForTherapists.com/Academy
• Watch Therapy For Your Money on YouTube: Watch on YouTube 
• Podcast Production, Audio Mixing, and Youtube Video Production by James Marland

If you’ve ever thought, “I’ve heard of Profit First… but I still have questions,” you’re not alone.

In this episode, Julie is joined by Angelica Epps for a real, behind-the-scenes Q&A based on what practice owners are actually asking inside the Profit First Academy. From “Do I even make enough to start?” to “What’s the difference between profit and owner’s pay?”, nothing is off the table.

This conversation is a great place to get clarity on how Profit First works in real life—especially if you’re feeling unsure, overwhelmed, or just curious about whether it’s a fit for your practice.

3 Reasons to Listen

1. You’ve heard about Profit First, but still feel unsure how it actually works
We break down the basics in a simple, practical way so you can connect the dots.

2. You’re wondering if your situation is “too messy” to start
Whether it’s inconsistent income, debt, or tax stress, these are the exact questions we address.

3. You want to understand how other practice owners are thinking about money
These are the real questions coming up every day inside the Academy.

Links & Resources

• Money for Therapists Practice Startup - https://www.greenoakaccounting.com/startup
• GreenOak Accounting - www.GreenOakAccounting.com
• Therapy For Your Money Podcast - www.TherapyForYourMoney.com
• Profit First for Therapists - www.ProfitFirstForTherapists.com
• Profit First Academy - www.ProfitFirstForTherapists.com/Academy
• Podcast Production, Audio Mixing, and Youtube Video Production by James Marland

What does it actually take to grow from clinician to CEO?

In this episode, Julie sits down with Brian Gallagher to unpack the financial leadership shifts required to scale a private practice—without burning out or building a business that runs you into the ground.

They dive into why so many practice owners stay stuck in a “household money mindset,” how to think like a true CEO, and what it really looks like to build a profitable, sustainable group practice. From hiring decisions to expansion strategy to the infamous “danger zone” of growth, this episode is packed with practical insights you won’t want to miss.

3 Reasons to Listen

1. You’ll learn why your current money mindset might be holding your practice back. If you’re treating your business finances like your personal finances, it could be limiting your growth more than you realize. 
2. You’ll understand exactly when (and how) to hire without breaking your cash flow. Brian breaks down a simple, actionable framework for hiring that removes the guesswork (and fear).
3. You’ll discover the “danger zone” of scaling—and how to avoid it. Not all growth is good growth. Learn why 4–8 locations can be risky—and what to do instead.

Links & Resources

• Learn more about Brian Gallagher & MEG Business: https://www.megbusiness.com
• Money for Therapists Practice Startup - https://www.greenoakaccounting.com/startup
• GreenOak Accounting - www.GreenOakAccounting.com
• Therapy For Your Money Podcast - www.TherapyForYourMoney.com
• Profit First for Therapists - www.ProfitFirstForTherapists.com
• Profit First Academy - www.ProfitFirstForTherapists.com/Academy
• Watch Therapy For Your Money on YouTube: Watch on YouTube
• Podcast Production, Audio Mixing, and Youtube Video Production by James Marland