What you get

• Units from session minutes: over half counts, whole units only or exact
• Used, left and "on pace for" for every code of every authorization
• Over pace: the day the units run out. Under-use: the hours a week you need
• RBT supervision checked each month: 5%, 2 contacts, 1 individual, 1 observed
• What each RBT still needs by the last day of the month
• Reauthorization steps dated back from the end date, late ones in red

What's included (11 tabs)

• Start Here: 5-step setup, how units, pace and the RBT check work, privacy, how to clear the example
• Dashboard: active clients, ending in 30 days, over pace, under-use, RBTs behind, parent training, your billable hours this week; what's next; coming up; authorizations to watch; 2 charts
• Coming Up: reauth steps, authorizations ending, parent training, RBT supervision still needed, recertifications, soonest first
• Units: every code of every authorization: authorized, used, left, used %, time gone, average and needed hours a week, on pace for, status
• Authorizations: up to 300. Client, start, end, units for each code (for the period or a week); next reauth step, do by and status fill in; tick each step when it's done
• Session Log: up to 5,000 rows. Date, client, code, start and end (or minutes), who did it, supervision; minutes, units and a check fill in
• RBTs: up to 50. This month's service hours, supervision, contacts, individual, watched with a client and what's still needed; recert countdown
• Supervision Months: each RBT's supervision % for the last 12 months, ✓ or ✗
• Clients: up to 100. Payer, status, authorization end, last parent training and the next one due
• Client Summary: pick a client: authorization, units by code and by month, parent training, ready to print
• Setup: minutes per unit, part units, pace window, under-use line, parent training, your billable hours target, the RBT rule, up to 6 codes, up to 8 reauth steps

How it works

• Units = minutes ÷ minutes per unit (15 by default), with your part-unit rule. Only sessions inside an authorization's dates count toward it.
• On pace for = (units used + your pace over the last 4 weeks × the days left) ÷ units authorized. Under 90% = under-use (both settings).
• RBT check: supervision as a share of the RBT's service hours this calendar month, plus contacts, an individual contact and an observation with a client. Their planned hours for the rest of the month go into the forecast.
• Each reauth step is due a number of days before the end date (on a weekend: the Friday before). A new authorization row marks the old one renewed.

How to get it

1. Buy and download the PDF.
2. Click the link to make your own copy in Google Sheets.
3. Add your codes and steps, then your clients, RBTs, authorizations and sessions.

Good to know

• Digital download. Nothing is shipped.
• Needs a free Google account. Works best on a computer.
• Google Sheets only (no Excel version yet).
• Formulas are protected so nothing breaks by accident.
• The example (12 made-up clients, 6 RBTs) shows how it works; clear it in a few steps.
• The RBT defaults follow the BACB RBT Handbook (updated June 2026). Payers' unit rules differ: pick yours on Setup. An organizing tool, not a billing system, clinical record or compliance guarantee.
• Use initials or IDs only and follow your organization's HIPAA rules for client data.
• For personal use. Please don't resell or share the file.
• Designed by SheetsOS, built with the help of AI tools.