Billable hours are ABA revenue. A practice's entire income is the direct therapy its clinicians deliver and bill, so the gap between paid clinician time and billable clinician time is the single biggest controllable margin lever. This dashboard makes that gap visible: how many hours are billable, how many leak into non-billable time, and how supervision and productivity vary by clinician and clinic.
Why billable hours are the metric that matters
Every RBT and BCBA hour is either billable (direct therapy under an authorization) or non-billable (admin, training, travel, documentation, time lost to cancellations). Payroll is paid on total hours; revenue is earned only on billable hours. A practice running 70% billable instead of 85% is leaving a large share of its labor cost uncovered — and the leak is usually invisible because the two numbers live in different systems.
What this dashboard tracks
The overview shows total billable hours, the billable-hours percentage, total non-billable hours, and the supervision rate — BCBA oversight as a share of direct care. Breaking billable vs. non-billable down by clinician surfaces who is fully scheduled and who has capacity; by role separates RBT delivery from BCBA supervision and assessment; and a weekly trend shows whether productivity is improving or slipping. Together they answer "are we converting the hours we pay for into hours we bill?"
How to read it
Billable percentage is the headline — most efficient practices keep direct-care staff in the 80–90% range, with the rest going to required documentation and supervision. A low billable percentage concentrated in a few clinicians usually means scheduling or caseload gaps, not effort. Read the supervision rate against your payer and state requirements: too low risks compliance and clinical quality; far above the requirement can mean BCBA time that could be redeployed.
Who uses it
Operations leaders and owners use it to find and close the billable-hours gap; clinical directors use it to balance caseloads and keep supervision both compliant and efficient.
Metrics it tracks
| Metric | What it means |
|---|---|
| Total Billable Hours | Direct, billable therapy hours delivered across all clinicians. |
| Billable Hours % | Billable hours ÷ (billable + non-billable) — the share of paid clinician time that's revenue-generating. |
| Total Non-Billable Hours | Admin, training, and cancelled-session time that can't be billed. |
| Supervision Rate | BCBA supervision hours ÷ billable direct hours — the oversight ratio payers and the BACB expect. |
Used by: Operations leaders, clinical directors, practice owners
Frequently asked questions
What is a good billable-hours percentage for an ABA practice?
Most efficient practices keep direct-care clinicians in the 80–90% billable range, with the remainder going to required documentation, supervision, and training. A percentage well below that usually signals scheduling gaps, caseload imbalances, or high cancellations rather than low effort.
What counts as non-billable time in ABA?
Admin work, team meetings, training and onboarding, travel between sites, documentation that exceeds billable allowances, and the gaps created when sessions cancel. It's real paid time that earns no revenue, which is why tracking the non-billable share matters.
What is the BCBA supervision rate and why track it?
It's BCBA supervision hours as a share of RBT direct-therapy hours. Many payers and the BACB expect a minimum level of supervision (often around 5–10%, varying by payer and state). Tracking it protects both clinical quality and reimbursement — under-supervision risks denials and compliance findings.
Can I build this on my own timesheet data?
Yes. Export your scheduling/timesheet and billing data and use this as a template — we model it into a Power BI report. The sample uses synthetic data so there's no PHI in what you see here.
Build this report on your own data
Clone this ABA template — describe it and we’ll generate sample data so you can try it free, or upload your own export. You get a fully modeled, branded Power BI project that opens in Power BI Desktop.
Use this as a template →