Keep the caseload searchable
Record status, contact details, session type, standard fee, referral source, tags, package information and a standing note.
Private Client Tracker
Keep your caseload, sessions and outstanding fees in one private place.
Track clients, appointments, package credits, paid and unpaid fees, referral sources and supervision hours in one offline organiser for a solo therapy or coaching practice.
One-time purchase Works offline No account Single practitioner
The actual practice dashboard, shown with example data.
The practice records you keep checking
See the caseload and the money without joining another platform
The tracker connects each client to their sessions, fees and package credits, then turns those records into the practice overview.
Log what happened and what is next
Track booked, attended, cancelled and no-show sessions, with quick actions for marking attendance and payment.
See what has been received and what is owed
Separate settled sessions from outstanding fees and flag money that has been unpaid for 30 days or more.
Count prepaid credits from the sessions
Record a package total and see the remaining credits update when its attended sessions are logged.
Spot clients who have gone quiet
Choose the follow-up threshold and see active clients whose last attended session falls beyond it.
Review income, attendance and referrals
See monthly income, caseload mix, attendance, referral sources, yearly totals and your own supervision log.
A caseload you can scan
Know who is active, owing, on a package or overdue for contact
Filter by client status, search by name, email or tag, and open one client to see their balance and full session history.
- Active, paused, waitlist and ended statuses
- Last-seen dates and a configurable gone-quiet threshold
- Outstanding balances and package credits beside each client
- Printable private statements and client calendar exports
Clear product boundaries
A private practice organiser, not a clinic platform
The tracker is built for one practitioner keeping their own working records. Its offline format is deliberate, but it does not replace the professional systems or procedures your practice may require.
No client portalIt does not provide online booking, client logins or appointment reminders.
Not a clinical record systemAn optional SOAP template is included, but the app is not an EHR or compliance service.
No payment processingIt records fee status but does not take payments or produce tax invoices.
No live syncingIt does not share a caseload between practitioners or devices automatically.
Set it up for your practice
Use your own role, fee and follow-up threshold
Add your practitioner name and profession label, set a default session fee and choose when an active client should appear as gone quiet. You can also change the colour palette, type, spacing and light or dark appearance.
Default fee pre-fills new sessionsProfession label uses your own wordingFollow-up threshold controls the gone-quiet view
How it works
Download it once and open it in your browser
No installation, app store or account is required.
Buy and download
Etsy delivers the digital download after purchase, with the tracker, quick-start guide, licence and support details.
Open the tracker
Open the single HTML app in a modern browser on a Windows, Mac or Linux computer.
Add your records
Create the client list and log sessions as they happen. The dashboard, balances and statistics update from those records.
Private by design
Client details stay on your device
The tracker runs locally in your browser. It has no account, cloud database or analytics, and it does not upload client names, contact details, session notes or fees.
Because the records live on that device, you are responsible for device security and for choosing records, retention and backup procedures that suit your professional and legal obligations. The included JSON backup lets you save a copy or move the latest data manually.
Frequently asked
Before you buy
Who is the tracker for?
It is designed for one self-employed therapist, counsellor, coach or similar practitioner keeping a private caseload and fee record on their own computer.
Which computers and browsers does it work on?
It works on Windows, Mac and Linux computers in a modern version of Chrome, Edge, Safari or Firefox.
Is this a clinical record or compliance system?
No. It is a caseload and fee organiser, not an EHR, practice-management service or compliance guarantee. The optional SOAP fields are a private note template that you choose whether to use.
Where is the information stored?
The data is stored by the browser on the computer where you use the tracker. Nothing is uploaded by the app. You can export a JSON backup and import it again later.
Does it book sessions or message clients?
No. It does not provide online booking, email or text reminders. It can export upcoming booked sessions as a calendar file for you to add to a calendar.
Does it create invoices or take payments?
No. It records whether a session fee is settled or owed and can print a private client statement. The statement is not a tax invoice, and the app does not process payments.
Can more than one practitioner use it together?
No. It is a single-practitioner app with no shared access or live sync. Export and import a backup when you need to move the latest copy to another computer.
What is included in the download?
The single-file Private Client Tracker app, a quick-start guide, and licence and support details. Etsy delivers the download after purchase.
Keep the practice overview on your own computer
Buy the Private Client Tracker on Etsy, download it once and keep using it without an account or subscription.
Buy on Etsy