SimplePractice is the best therapy practice management software for most solo therapists: Starter is $49 a month with telehealth, insurance tools and unlimited clients included. TherapyNotes suits insurance-heavy groups at $89 for the first clinician plus $60 per additional one, TheraPlatform is the lowest-priced plan with claims and telehealth built in, and Carepatron has a free plan for a private-pay start.
Ten systems priced for a solo therapist and a five-clinician group, with claim fees and telehealth terms side by side.
Picking therapy software is mostly a decision about what happens after the session: notes, claims, reminders and the client portal. The subscription is the visible price, but claim fees, text reminders and per-clinician seats decide the real bill, and they vary more between vendors than the headline numbers suggest. Our view is that a solo therapist should start on the cheapest plan that already includes telehealth and claims, and a group should compare the cost of the fifth clinician, not the first.
Toolradar data: our practice management category tracks 180 tools, and 76% of them are paid-only, so a free plan is worth noting when one exists. The practice management statistics cover that wider field, which includes legal and medical systems as well as therapy software.
Methodology: we compared ten catalog products, chosen from the 180 practice management tools we track, on vendor-published plans, per-clinician prices, claim fees and telehealth terms, all checked October 28, 2026. For clinical note tools, see our AI clinical documentation guide; for billing-only systems, see the medical billing category.
Top Picks
Selected by comparing vendor-published plans, per-clinician prices, claim fees and telehealth terms for solo therapists and small group practices. How we rate
The most complete all-in-one for therapists, with telehealth and insurance tools on every plan.
Starting price
Starter $49/mo; Plus $99/mo
4.1 (129 reviews)
Best for
Solo therapists who want everything included from the first plan.
A behavioral health EHR built around documentation and insurance billing, with low added-clinician pricing.
Starting price
Solo $69/mo; Group $89/mo + $60
4.6 (1,069 reviews)
Best for
Insurance-based group practices with admin staff.
Ensora Health's mental health EHR with per-therapist plans and a claim allowance on its middle tier.
Starting price
From $29 per therapist/mo
4.3 (1,177 reviews)
Best for
Practices that file a moderate number of claims and want them bundled.
| Tool | Starting price | Rating | Best for |
|---|---|---|---|
| SimplePractice | Starter $49/mo; Plus $99/mo | 4.1 129 reviews | Solo therapists who want everything included from the first plan. |
| TherapyNotes | Solo $69/mo; Group $89/mo + $60 | 4.6 1,069 reviews | Insurance-based group practices with admin staff. |
| TheraNest | From $29 per therapist/mo | 4.3 1,177 reviews | Practices that file a moderate number of claims and want them bundled. |
| TheraPlatform | Basic $39/mo; Pro $69/mo | 4.2 89 reviews | Budget-minded therapists who still bill insurance. |
| IntakeQ | $84.90/mo + $30 per practitioner | 4.5 337 reviews | Practices with heavy intake paperwork adding several clinicians. |
| Carepatron | Free; Plus $39 per user/mo | 4.4 1,593 reviews | Private-pay therapists starting out, and small groups on a budget. |
| Jane | Check the current price on Jane's site | 4.5 553 reviews | Clinics mixing therapists with other practitioners and part-time staff. |
| Practice Better | Starter $35/mo; Plus $99/mo | 4.5 367 reviews | Therapists who also sell programs or work alongside coaches and dietitians. |
| Healthie | From $19.99/mo; Group $149.99/mo | 4.0 21 reviews | Wellness-focused therapists and integrative practices. |
| Tebra | Quote-based | 4.1 1,713 reviews | Practices that want a medical-grade billing stack and a sales-led quote. |
SimplePractice
The most complete all-in-one for therapists, with telehealth and insurance tools on every plan.
- 4.1 on G2 (129 reviews)
- Starting price
- Starter $49/mo; Plus $99/mo
- Free plan
- No
- Rating
- 4.1 (129 reviews)
Best for: Solo therapists who want everything included from the first plan.
- Pro: Every plan includes unlimited clients, telehealth, Insurance Essentials, a client portal and online payments.
- Pro: Essential and Plus include email, text and voice appointment reminders at no extra fee.
- Pro: 30-day free trial on the Plus plan with no credit card.
- Con: Each added clinician costs $74 a month on Plus, the highest per-clinician price in this guide.
- Con: An annual $20 per clinician CPT code access fee and paid AI add-ons sit on top of the plan.
It's best for solo practitioners or small group practices who value comprehensive features and don't mind the tiered pricing structure.
Watch out
Plus tier adds $74/clinician, significantly increasing cost.
TherapyNotes
A behavioral health EHR built around documentation and insurance billing, with low added-clinician pricing.
- Starting price
- Solo $69/mo; Group $89/mo + $60
- Free plan
- Yes
- Rating
- 4.6 (1,069 reviews)
Best for: Insurance-based group practices with admin staff.
- Pro: Group plan adds clinicians for less than SimplePractice charges and lists free non-clinical staff.
- Pro: Every plan includes unlimited clients, basic telehealth and 24/7 phone and email support.
- Pro: Free client data import from another EMR and a 30-day trial without a card.
- Con: Electronic claims cost 25 cents each, ERA 9 cents per claim and eligibility checks 14 cents.
- Con: Text or call reminders cost 14 cents each, and premium telehealth is $15 per clinician.
- Starting price
- From $29 per therapist/mo
- Free plan
- No
- Rating
- 4.3 (1,177 reviews)
Best for: Practices that file a moderate number of claims and want them bundled.
- Pro: Advanced at $59 per therapist includes unlimited individual and group telehealth.
- Pro: Advanced includes 50 claims, 50 eligibility checks and 50 of each reminder type per practice per month.
- Pro: Yearly billing includes one month free, such as $649 a year per therapist on Advanced.
- Con: Essentials at $29 does not list claims processing, and telehealth is a $12 monthly add-on there.
- Con: Every clinician pays the full per-therapist price unless you negotiate custom group pricing.
TheraPlatform
Practice management and teletherapy with insurance billing on every plan and built-in interactive therapy apps.
- Starting price
- Basic $39/mo; Pro $69/mo
- Free plan
- No
- Rating
- 4.2 (89 reviews)
Best for: Budget-minded therapists who still bill insurance.
- Pro: Insurance billing, unlimited telehealth and unlimited clients on all three plans.
- Pro: Over 30 built-in interactive apps for teletherapy sessions.
- Pro: 30-day trial with no card, no setup fee and a free biller account.
- Con: Basic cannot add providers, so a second clinician means moving to Pro.
- Con: Metered extras: claims $0.25, insurance checks $0.10, texts $0.02 each and AI notes $30 per provider.
TheraPlatform's pricing is fair, especially considering the comprehensive features offered across all tiers.
Watch out
Add-ons are mentioned but not priced, potentially extra.
- Starting price
- $84.90/mo + $30 per practitioner
- Free plan
- No
- Rating
- 4.5 (337 reviews)
Best for: Practices with heavy intake paperwork adding several clinicians.
- Pro: Practice Management includes telehealth, claims and superbills, and a client portal.
- Pro: Each added practitioner costs less than at any other vendor in this guide.
- Pro: HIPAA BAA listed in the plan, with a 14-day trial and no card.
- Con: Its base price is the highest solo price here for a plan with claims.
- Con: The low-volume plan caps each practitioner at 25 appointments per 30 days.
IntakeQ's pricing is fair, offering a clear progression from basic forms to comprehensive practice management.
- Starting price
- Free; Plus $39 per user/mo
- Free plan
- Yes
- Rating
- 4.4 (1,593 reviews)
Best for: Private-pay therapists starting out, and small groups on a budget.
- Pro: Free plan includes unlimited clients, telehealth, a client portal and AI scribe.
- Pro: Plus adds group telehealth and unlimited storage, and drops to $31 per user a month on yearly billing.
- Pro: Publishes a business associate agreement page.
- Con: Electronic claim filing is paid-only and starts at $0.25 per claim.
- Con: Every practitioner is billed per user, so admin-heavy teams pay for each seat.
Carepatron's pricing is quite generous, especially with its robust Free tier offering unlimited clients and telehealth.
Watch out
No clear overage fees mentioned
- Starting price
- Check the current price on Jane's site
- Free plan
- No
- Rating
- 4.5 (553 reviews)
Best for: Clinics mixing therapists with other practitioners and part-time staff.
- Pro: Part-time practitioners (under 24 booked hours a week) pay a lower license than full-timers.
- Pro: One-to-one telehealth is included; group telehealth for up to 15 participants is an add-on.
- Pro: Chart template library lists 10,000+ templates.
- Con: The entry Balance plan is limited to one practitioner and 20 appointments a month.
- Con: Insurance billing is a paid add-on, and its direct-billing integrations listed are Canadian insurers.
Jane App's pricing is quite reasonable, especially for solo practitioners.
Practice Better
An EHR for wellness practitioners with programs, courses and client journaling alongside sessions.
- 4.7 on G2 (300 reviews)
- 4.3 on SourceForge (67 reviews)
- Starting price
- Starter $35/mo; Plus $99/mo
- Free plan
- Yes
- Rating
- 4.5 (367 reviews)
Best for: Therapists who also sell programs or work alongside coaches and dietitians.
- Pro: Telehealth, billing, secure messaging and a client portal from the Starter plan.
- Pro: Plus includes 750 SMS reminders a month and unlimited clients.
- Pro: Team plan covers 2 practitioners and scales to 200.
- Con: Starter is capped at 10 clients and Professional at 300.
- Con: Insurance work is superbills plus a Claim.MD integration, not built-in claims.
Practice Better offers a fair pricing structure, especially with its generous free tier and the 'Plus' plan at $99/month providing unlimited clients and storage.
- Starting price
- From $19.99/mo; Group $149.99/mo
- Free plan
- No
- Rating
- 4.0 (21 reviews)
Best for: Wellness-focused therapists and integrative practices.
- Pro: Telehealth, client portal and charting on every plan, including Core.
- Pro: CMS-1500s and superbills from Essentials, with claims through ClaimMD.
- Pro: Group plan adds a shared calendar, roles and permissions, and internal team chat.
- Con: Core allows 10 active clients and Essentials 250; unlimited clients start on Plus at $129.99.
- Con: Claims run through the ClaimMD integration, which costs extra each month.
Healthie's pricing is fair, especially for solo practitioners and small practices.
Watch out
Add team members $50/month/clinician
Tebra
The former Kareo and PatientPop platform: EHR, billing and patient engagement priced by quote.
- 3.9 on Capterra (1,383 reviews)
- 4.1 on G2 (263 reviews)
- 4.3 on SourceForge (67 reviews)
- Starting price
- Quote-based
- Rating
- 4.1 (1,713 reviews)
Best for: Practices that want a medical-grade billing stack and a sales-led quote.
- Pro: Pricing is per provider, not per user, so staff accounts do not add seats.
- Pro: Lower-tier pricing for providers billing 100 claims or fewer a month.
- Pro: States that it provides a BAA where applicable.
- Con: Publishes no list price; you need a demo to get a number.
- Con: Built for medical specialties as much as therapy, so some modules may go unused.
Official: you pay per prescribing provider (MD, DO, NP, PA with a panel), not per login.
Other Practice Management tools worth considering
More published tools from our Practice Management category, ordered by our category ranking. They are not part of the editorial picks above.
What therapy practice management software does
Therapy practice management software is a system that runs a counseling or psychotherapy practice from booking to payment: scheduling, intake forms, progress notes, a client portal, telehealth, card payments and insurance claims. Most products in this guide combine that practice side with an EHR for notes and treatment plans, which is why buyers often compare them against our broader EHR and EMR category.
For a therapist, three parts decide most of the value. Documentation covers note templates, treatment plans and, increasingly, AI note drafting sold as an add-on. Billing covers superbills, CMS-1500 forms, electronic claims and remittance (ERA) posting. Client access covers online booking, reminders, secure messaging and video sessions.
The products differ most on where those parts sit. SimplePractice and TheraPlatform include telehealth and insurance tools in every plan. TherapyNotes includes basic telehealth but charges per electronic claim. TheraNest puts claims and unlimited telehealth on its middle plan, and Practice Better and Healthie, built for wellness practitioners, handle claims through a Claim.MD integration.
How much does therapy practice software cost for a solo vs a 5-clinician group?
Using list prices on monthly billing, read October 28, 2026, the cheapest solo plan that includes both telehealth and insurance claims costs more than twice as much at one vendor as at another, and a five-clinician group pays from $195 to $395 a month. The totals below are our arithmetic on printed prices, before claim, reminder and payment fees, and they ignore limited-time discounts.
Solo therapist: in price order, the cheapest plans with both telehealth and claims are TheraPlatform Basic, SimplePractice Starter, TheraNest Advanced, TherapyNotes Solo and IntakeQ Practice Management; the table below gives each price. Carepatron's Free plan has telehealth but not electronic claims, so its paid Plus plan is the fair comparison.
Five-clinician group:
- Carepatron Plus: five users on the per-user Plus price = $195 a month.
- IntakeQ Practice Management: $84.90 + 4 x $30 = $204.90.
- TheraPlatform Pro: base plan plus four added providers = $225.
- TheraNest Advanced: 5 x $59 = $295 (TheraNest also offers custom group pricing).
- Practice Better Team: $155 covers 2 practitioners, + 3 x $50 = $305.
- TherapyNotes Group: $89 + 4 x $60 = $329.
- SimplePractice Plus: $99 + 4 x $74 = $395, or about $4,740 a year.
Claim fees can close part of that gap. At 200 electronic claims a month, TherapyNotes' 25 cents per claim adds $50, while TheraNest Advanced includes 50 claims a month and then charges $0.23 each, so the same 200 claims add $34.50. Ask every vendor for its fee on claims, eligibility checks and text reminders at your real volume.
Key Features to Look For
Insurance billing included or per claim (Essential)
Check whether electronic claims, ERA posting and eligibility checks are in the plan or billed per item. TherapyNotes charges 25 cents per claim; TheraNest Premier lists unlimited claims; Carepatron starts at $0.25 per claim.
Telehealth tier (Essential)
Basic one-to-one video is included by most vendors here, but group telehealth often costs more: it is on SimplePractice Plus, Healthie Plus and Carepatron Plus, and a $15 add-on at TherapyNotes for its premium video.
Per-clinician pricing (Essential)
The added-clinician price decides group cost. It ranges from IntakeQ, the cheapest here, to SimplePractice at $74, and some vendors bill every user while TherapyNotes lists non-clinical staff as free.
Signed BAA (Essential)
A HIPAA covered entity needs a business associate agreement with the vendor. SimplePractice, Carepatron and Healthie publish BAA pages, IntakeQ lists a HIPAA BAA in its plans and Tebra says it provides one where applicable. Ask the others for theirs before migrating records.
Client caps (Important)
Wellness-oriented plans cap active clients: Practice Better Starter allows 10 clients and Healthie Essentials 250. Therapy-first vendors such as SimplePractice, TherapyNotes and TheraNest list unlimited clients.
Reminders and their fees (Important)
Text reminders cut no-shows but can be metered: TherapyNotes charges 14 cents per text or call, TheraPlatform 2 cents per message, while SimplePractice includes reminders on Essential and Plus.
AI notes as an add-on (Nice to have)
AI note drafting is sold separately at most vendors, so budget it per clinician: SimplePractice Note Taker, TheraNest's Ensai scribe and Practice Better's AI Charting Assistant all carry their own monthly fee.
What to settle before signing
-
Count your monthly electronic claims, eligibility checks and text reminders, then price each vendor at that volume, not at the subscription alone.
-
Decide whether you need group telehealth or only one-to-one video; group sessions usually push you up a tier.
-
For a group, price the fifth and tenth clinician, and ask whether supervisors, billers and front-desk staff need paid seats.
-
Get the signed BAA and the data export terms in writing; SimplePractice, for example, gives roughly 60 days to export after closing an account.
-
Run a 30-day trial with real (de-identified) workflows: one intake, one note, one claim and one telehealth session.
Evaluation Checklist
Send a test intake packet and confirm the client can sign it on a phone.
Write one progress note from a template and attach it to a treatment plan.
Create one CMS-1500 claim and check the per-claim fee on your plan.
Run a one-to-one telehealth session and, if you need it, a group session.
Check the reminder settings and whether texts are free or metered.
Download the vendor's BAA and the data export procedure before importing records.
Pricing Overview
Free plans
Carepatron Free with unlimited clients and telehealth, and Practice Better's Sprout plan for 3 clients: private-pay starters without e-claims.
$0
Solo therapist plans
One clinician with telehealth and insurance claims: TheraPlatform Basic, SimplePractice Starter, TheraNest Advanced, TherapyNotes Solo and IntakeQ.
Up to $84.90/mo
Group plans
Practices adding clinicians, shared calendars, roles and group telehealth: TherapyNotes Group, SimplePractice Plus, TheraPlatform Pro and Practice Better Team.
Up to $74 per added clinician
Quote-based
Tebra, priced by provider type and claim volume, and SimplePractice or TheraNest groups that ask for custom group pricing.
Custom
Pricing Comparison
| Software | Solo price | Group price | Telehealth and claims |
|---|---|---|---|
Starter $49/mo; Essential $79/mo | Plus $99/mo + $74 per added clinician | Telehealth and Insurance Essentials on every plan | |
Solo $69/mo | Group $89/mo + $60 per added clinician | Basic telehealth included; claims 25 cents each | |
Advanced $59 per therapist/mo | Per therapist, or custom group pricing | Advanced: unlimited telehealth, 50 free claims, then $0.23 | |
Basic $39/mo | Pro $69/mo + $39 per added provider | Insurance billing and telehealth on all plans; claims $0.25 | |
Practice Management $84.90/mo |
| Telehealth and claims and superbills included | |
Carepatron | Free; Plus $39 per user/mo | Per user | Telehealth on Free; e-claims from $0.25 on paid plans |
Starter $35/mo (10 clients) | Team $155/mo for 2 + $50 per added practitioner | Telehealth on all paid plans; superbills; Claim.MD integration | |
Healthie | Essentials $49.99/mo (250 clients) | Group $149.99/mo + $50 per added clinician | Telehealth on all plans; ClaimMD from $30/mo |
Jane | Check the current price on Jane's site | Per full-time or part-time practitioner | 1:1 telehealth included; group telehealth and insurance billing are add-ons |
Tebra | Quote | Quote, priced by claim volume | Telehealth and billing in the platform |
Prices checked October 28, 2026 on SimplePractice pricing, TherapyNotes pricing, TheraNest pricing, TheraPlatform pricing, IntakeQ pricing, Carepatron pricing, Practice Better pricing, Healthie pricing, Jane pricing and Tebra pricing. Monthly billing unless noted; limited-time discounts excluded.
Mistakes to Avoid
- ×
Comparing subscriptions while ignoring per-claim, eligibility and text-reminder fees, which add up fast for an insurance-heavy practice.
- ×
Choosing a wellness platform with a client cap, then hitting it in month four and paying for an upgrade mid-year.
- ×
Signing up on a launch discount and budgeting the discounted price instead of the regular one.
- ×
Importing client records before the BAA is signed and the export terms are clear.
- ×
Buying group telehealth on every seat when only one clinician runs groups.
Expert Tips
- →
Ask each vendor for a written quote at your claim volume; per-claim fees and included claim allowances change the ranking for insurance-based practices.
- →
Price AI note drafting separately; it is an add-on almost everywhere and can cost as much as the base plan.
- →
If you are weighing the two market leaders, read our SimplePractice vs TherapyNotes comparison before booking demos.
- →
Multi-discipline clinics should compare Jane and SimplePractice, since Jane bills per full-time or part-time practitioner.
- →
Use the trial to export data once; a vendor that makes export hard on day one will not make it easier when you leave.
Red Flags to Watch For
-
A vendor that will not show its BAA before you upload client records.
-
Claim fees, reminder fees or AI add-ons that only appear after signup.
-
A discount that requires converting to a paid plan within days of starting a trial.
-
No clear data export path, or an export window shorter than your records retention needs.
The Bottom Line
SimplePractice is the safest default for a solo therapist because its $49 Starter plan already includes telehealth, insurance tools and unlimited clients; add Essential when you want included reminders and calendar sync. Insurance-heavy groups should price TherapyNotes, whose added clinicians cost less and whose non-clinical staff are free, and budget-focused practices should look at TheraPlatform and Carepatron. Practice Better and Healthie fit wellness practices more than insurance-based therapy, and Tebra fits practices that want a quote and a medical-grade billing stack.
For more options, see SimplePractice alternatives, TherapyNotes alternatives, the Carepatron vs SimplePractice comparison, our telehealth category and the healthcare CRM guide.
Frequently Asked Questions
What is the best practice management software for therapists in 2026?
SimplePractice is our top pick for most solo therapists: Starter costs $49 a month and includes telehealth, insurance tools and unlimited clients. TherapyNotes is the stronger pick for insurance-heavy groups because added clinicians cost $60 each and non-clinical staff are free.
How much does therapy practice management software cost?
For one clinician with telehealth and insurance claims, list prices run from TheraPlatform Basic at the low end to IntakeQ Practice Management at the high end, checked October 28, 2026. By our arithmetic, five clinicians cost from $195 a month on Carepatron Plus to $395 on SimplePractice Plus, before claim and reminder fees.
Is there free practice management software for therapists?
Yes. Carepatron's Free plan includes unlimited clients, telehealth and a client portal, but electronic claim filing needs a paid plan. Practice Better's free Sprout plan is limited to 3 clients, so it suits students or a very small private-pay caseload.
Which therapy software includes insurance billing?
Does SimplePractice or TherapyNotes cost more for a group?
For five clinicians on monthly billing, SimplePractice Plus comes to $395 a month and TherapyNotes Group to $329 by our arithmetic. TherapyNotes then adds 25 cents per electronic claim, while SimplePractice charges an annual $20 CPT code access fee per clinician.
Do these vendors sign a BAA?
SimplePractice, Carepatron and Healthie publish business associate agreement pages, IntakeQ lists a HIPAA BAA in its plans, and Tebra says it provides one where applicable. Request and read the BAA from any vendor before you move client records.
Cite this page: Toolradar, "Best Therapy Practice Management Software in 2026", updated October 2026, https://toolradar.com/guides/best-therapy-practice-management-software
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