10 Best Invoicing Software for Therapists

In today’s speedy and ever-changing world, invoicing software is not just about dealing with client care but also with a large number of administrative tasks, from creating invoices to managing finances and client records. The good news is, that there’s specialized invoice software to ease this load, making your lives simpler and more organized.

This blog post will explore the top invoicing software options tailored for therapists, offering valuable solutions for their billing needs.

Important features to look out for in Invoicing Software for your Mental Health business

1. Ease of Use:  A user-friendly interface that simplifies the invoicing process.

2. Automation: Ability to automate repetitive tasks, such as invoice generation and sending.

3. Customization: The option to customize invoices to match the therapist’s branding and specific needs.

4. Client Management: Efficient tools for managing client information and history.

5. Security: Security features to protect sensitive client and financial data.

6. Reporting: Comprehensive reporting capabilities for tracking income, expenses, and overall financial health.

7. Mobile Access: Accessibility through mobile devices for on-the-go management.

8. Support and Training: Reliable customer support and training resources to assist therapists in utilizing the software effectively.

Detailed Analysis Of Top 10 Invoicing Software You Must Use As A Therapist 

1. Refrens – Customizable Therapeutic Billing Apps

Refrens is a top invoicing and billing software for therapists and manages all the business operations at the same place. It is a comprehensive business operating system consisting of a Lead Management System, invoicing, best accounting system, Expense Management software, Profile Management, pipeline management software, and a Networking System. 

Features: 

• Customizable Invoicing: Refrens allows therapists to create invoices that reflect their professional identity. Therapists can customize invoices with their branding, including logos and personalized messages, making each invoice an extension of their therapeutic practice.
• Payment option: Provide convenience to your clients by offering various payment choices, including Google Pay, Phone Pay, Paytm, UPI, QR codes, and more, making it easy for clients to pay in their preferred way.
• Attachment: Therapists can attach treatment plans, session notes, or confidentiality agreements directly to invoices. This ensures that all relevant documentation is consolidated and easily accessible for both the therapist and the client.
• Tax Compliance and Reports: With features for managing TDS and GST, Refrens simplifies tax compliance for therapists, generating necessary reports to streamline tax documentation and adherence to financial regulations.
• Terms and conditions: Specify business terms, like payment deadlines or charges for delayed payments, to manage late payments, ensuring transparency and avoiding any misunderstandings.
• Recurring Invoice: Save time and reduce repetitive tasks by using the feature of creating a recurring invoice with the same details for each billing period.
• Signature: Personalize your invoices by adding your signature – you can upload them or use a signature pad, adding a professional touch and authenticity to your documents.
• Customization: Refrens have some customizing features like customizing invoice layout with the varied invoicing format, changing fonts and colors, adding the footer and letterhead, changing the script, page size, margins, and more.  
• Quotations maker and Purchase Orders: Useful for therapists who offer workshops, group sessions, or sell therapeutic products, this feature simplifies the process of managing financial transactions related to these services
• Expense Reports: Manage practice-related expenses efficiently, from office supplies to professional development costs. This feature aids therapists in maintaining accurate financial records.
• Multi-User Management: For practices with multiple therapists or administrative staff, this feature allows for collaborative management of financial processes, while maintaining individual access and permissions.
• Data Security and Portability: Ensures the confidentiality and security of financial and client data, with options for secure data download and portability.

Pricing: 

• Free Plan: free plan for small businesses to create up to 50 documents/year
• Premium Plan: Pricing starts from as low as ₹100/month or $2.5/month depending on the number of users & features

Rating:

• Capterra – 4.9⭐/05
• G2 – 4.6⭐/05
• Software suggests – 4.8⭐/05

2. TheraPlatform – All-in-one Invoicing Software for therapists

TheraPlatform is 100% paperless, and an ideal invoicing software for therapists to manage their business, with remote service through online sessions. It follows HIPAA rules and can be accessed through a web browser on various devices.  

You can also have group sessions from different places, using tools like a whiteboard and screen sharing. The Telehealth platform covers scheduling, documentation, billing, and a client portal. It also has built-in features for virtual therapy, such as screen sharing, and enhancing your lead management and client engagement processes.

Features:

• Billing and Invoicing: Comprehensive suite for billing, payment tracking, reporting, and automated processes, showcasing invoice automation benefits.
• Therapy Notes: Easy-to-use note templates, real-time note-taking during sessions, and progress monitoring.
• Client Portal: Protected communication hub featuring digital forms, resource management, and secure payment processing.
• Scheduling: Calendar with shared availability, self-service scheduling, invoice reminders, and to-do lists.
• Claims Management: Tools for monitoring insurance claims, automated processing of EOBs and ERAs, claim grouping, and automatic claims submission.
• Therapy Apps: In-built collection of therapy apps and games addressing various therapy goals and disorders.
• Teletherapy: Secure video conferencing following HIPAA regulations, interactive screen sharing, and integrated therapy tools.

 Pricing:

Can start 30 days for a free trial and then you can pick the one that suits you best based on the features you prefer.

• Basic: $39 per month for Unlimited Clients, Scheduling, documentation, Billing, etc. 
• Pro: $49 for Basic plans plus, Automated Billing, Insurance Billing, Unlimited Telehealth, and Telehealth tools.
• Pro Plus: $59 for Pro plans plus Interactive Therapy tools

Rating:

• Capterra – 4⭐/ 5
• Get App – 4⭐/ 5 
• Software Advice – 4⭐/ 5

3. Simple Practice – Online Payment Tools for Therapists

This invoicing software for therapists serves as an autopay and eases the payment transaction. This tool streamlines tasks such as digital organization, paperless payment, conducting online video appointments, building a website, analyzing appointment billing details, and automating your billing document, and enhancing your lead generation process. Follow invoice software best practices to maximize efficiency and accuracy in your billing processes.

Features: 

• Billing: The best invoice generator software features an autoplay capability that enables tracking of unpaid clients. It generates online invoices in seconds, allocates payments, and tracks appointment billing details efficiently.
• Scheduling –  It manages the appointment according to the time, location, and service. Send automated reminders, keep organized with the calendar, track, and schedule appointments, and manage the client.
• Documentation- Providing customizable intake forms, treatment plans, and assessments. It streamlines the signature of the client, tracks progress, generates documentation, and creates client assessments. 
• Client Portal: It creates a paperless billing hub and mobile-friendly documentation, ensures HIPAA compliance, and tracks progress.
• Telehealth: Can join an online appointment for any location without using any login and password, can have a screen sharing, interact with vertical activities, have a chat during the session, and customize the background 
• Insurance: Create, submit, track, and reconcile claims all in one place without spreadsheets, separate logins, or ledgers
• Security: Provides EHR security, data privacy, network protection, HIPAA compliance, and enable 2-step verification for security of data
• Mobile Friendly: It is accessible on both iPhone and Android and connects from any place. 
• Website Builder: Has a Centralized website and EHR, with  professionally designed themes for the website, and a mobile-friendly site

Pricing:

Once your trial ends, choose the plan that’s right for you.

• Starter: $29/month for Unlimited clients, Paperless intakes, Client Portal, Progress notes, Diagnosis and treatment plans, Integrated measurement-based care, Automated invoicing and billing, Credit card processing, Live customer support, and Mobile app
• Essential: $69/month for everything in starter plus Customizable notes and assessments, Appointment reminders, Online appointment requests, Secure client messaging, Monarch directory, Professional website, and Analytics dashboard
• Plus:$99/month for everything in essential plus Calendar sync, Appointment request widget, Advanced calendar filters, Client waitlist, Add team members, Add practice managers, and Add clinicians 

Rating:

• Getapp – 4.6/05⭐
• Capterra – 4.6/05⭐
• G2 – 4.1/05⭐
• SoftwareSuggest – 04/05⭐

4. Kosmo – Mental Health Billing Systems

Kosmo is an all-in-one platform and invoicing software for architects, therapists, and other professionals. It’s designed to customize invoices easily, reducing the complexity of billing, which is particularly helpful for therapists. You can include item descriptions for better understanding. It supports timely payments through Paypal and Stripe and keeps on top of overdue tasks. Overall, it’s an all-in-one platform for more organized, efficient, and stress-free invoicing

Features: 

• Invoicing: Facilitates a straightforward process for creating and managing bills to ensure timely payments.
• Proposals: Offers a digital platform for crafting and signing contracts, simplifying the contract management process.
• Client Sales CRM: Serves as a centralized system to store and access client information, invoices, and notes, fostering organized client management.
• Project Management: Provides tools to seamlessly organize project details, promoting efficient collaboration and coordination.
• Contracts: Provides accessible, user-friendly contract templates, ensuring clarity and legality in agreement documentation.
• Time Tracking: Monitors project progress by tracking the time spent on various tasks, aiding in effective project management.
• Task Management: Enables the creation of to-do lists, enhancing productivity and task completion within projects or workflows.

  Pricing:

• The cost can range from $9 per month. You can pick the one that suits you best based on the features you prefer.

Rating:

• G2: 4.7⭐/5

5. TheraNest – Affordable Psychotherapist Invoicing

TheraNest serves as the best invoice management software for mental health professionals. It makes managing appointments and notes easy, sending reminders to reduce no-shows. You can create invoices, use insurance reminders, and upload unlimited documents. 

It’s user-friendly, with a searchable database and handy features for quick reference. The integration with Wiley Practice Planners helps save time on treatment plans and notes. Plus, it’s accessible from anywhere with mobile apps for Android and Apple devices. Overall, it’s a practical tool that makes things smoother for mental health practices.

       Features: 

• Managed Billing: Efficiently handles insurance billing, ensuring quicker payments and freeing up time from billing complexities.
• Client & Billing Management: Streamline claims and payment processes for faster turnaround, allowing professionals to focus on client care while TheraNest handles administrative tasks.
• Group Telehealth: Facilitate HIPAA-compliant group therapy for up to 6 participants effortlessly, eliminating the need for downloads or passwords.
• Assisted Claims: Simplify billing processes with expert assistance, optimizing reimbursements while minimizing the associated challenges.
• HIPAA Video Conferencing: Ensure client privacy through HIPAA-compliant video sessions, allowing easy access via unique links without compromising confidentiality.
• Progress Notes: Effortlessly manage counseling notes, including Progress Notes, Initial Assessments, and Treatment Plans, seamlessly integrated with Wiley Practice Planners.
• Client Portal: Automate client record synchronization with the inclusive Client Portal, a standard feature in every TheraNest account.
• Scheduling & Reminders: Simplify appointment scheduling for practices of all sizes, complemented by convenient reminders to enhance organizational efficiency.

Pricing:

• You will get a free trial for 21 days and then you can select one plan according to your preference.
• Features will vary from scheduling and appointments to documentation billing, and reporting. 

Rating

• Capterra:  4.4⭐/5
• G2:  4⭐/5
• Get app: 4.4⭐/5

6. Vcita – Therapy Invoice Management Software

This tool enables easy invoice creation from any location, offering clients the flexibility to pay in their preferred currency. Automated reminders are also available to assist with overdue payments.

Their integrated sales CRM system allows seamless access to client notes and payment history. This resource can ease your administrative workload, allowing you to prioritize client care.

 Features:

• Payment Collection: Simplify payments, securely accept any card, and streamline processing with our comprehensive all-in-one solution
• Client Management: Invoicing integrated with a client management system tailored for small businesses, providing contact management, client histories, and team collaboration. Accessible 24/7 with a client portal for online scheduling, payments, and automated reminders.
• Scheduling and Calendar: Vcita’s calendar makes scheduling easy for everyone, whether you own a website, a Facebook business page, or have no online presence.
• Marketing: User-friendly marketing tools enable the creation of campaigns and the generation of customizable SMS messages.
• Client Portal: Invite clients to book, pay, and contact anytime, anywhere.
• Lead Capturing: Capture visitor details, drive engagement with targeted calls-to-action on your website, and boost bookings 24/7 with an integrated ‘Schedule Now’ button. The lead capture tool notifies you instantly for quick and efficient follow-ups.
  

Pricing:

• Essentials: USD 29/mo – Includes invoicing and CRM features essential for running a contracting business.
• Plus: Additional pricing (requires upgrade) – Adds the marketing module to the Essentials features.
• Team Account: Custom pricing – Tailored for teams, with advanced CRM and invoicing tools.
• Free Trial: 14-day trial available – Full access to the Essentials plan features for a limited time.

Rating

• Capterra: 4.4⭐/5
• G2: 4.5⭐/5
• Software Advice: 4.5⭐/5
• Get app: 4.5⭐/5

7. WebPT – Best Billing Solutions for Therapists

This is a leading rehab therapy software and invoicing software for therapists to enhance patient care and fuel business growth. 

Its web-based software enables physical therapists, occupational therapists, and speech-language pathologists to seamlessly schedule, document, and bill from a single, integrated platform—all while offering clinic owners the business intelligence necessary to optimize staff performance, inform treatment plans, and maximize revenue.

Features:

• Billing – WebPT offers two in-house invoicing solutions, providing top-notch claims scrubbing, patient payment reconciliation, and synchronized workflows. These solutions connect the front office, back office, and clinical operations, saving time and optimizing collections.
• Message Manager: – Utilize the comprehensive Message Manager for managing all communications—both inbound and outbound—via digital fax and Direct Secure Messaging (DSM) directly within the WebPT platform.
• Online Appointment Scheduling:– WebPT provides an online scheduling platform allowing patients to schedule appointments 24/7. This feature enhances patient acquisition, improves the patient experience, and reduces administrative burdens significantly.
• Digital Patient Intake: – Patients can conveniently complete necessary paperwork using their smartphones or virtually. Automated reminders ensure patients complete forms before their appointment, reducing administrative hassles.
• Electronic Benefit Verification:  – Office staff can access insurance information online, eliminating the need for phone calls. This information can be retrieved in two minutes or less.
• Appointment Scheduling: Easily schedule patient appointments at any time, from anywhere, and for any clinic location using WebPT’s schedule management feature.
• Virtual Visits: WebPT offers virtual visit capabilities, allowing healthcare providers to connect with patients wherever they may be.
• Home Exercise Program: Ensure patients stay on course with their home exercise program through WebPT’s feature, facilitating effective care management.

 Pricing:

The starting price is $99.00 per month and differs according to your preference. 

  Rating:

• Capterra 4.4⭐/05
• G2 4.4⭐/05
• Get app 4.3⭐/05
• Software suggests 01⭐/05

8. Psyquel – Online Invoicing for therapists 

Psyquel is one of the best EMR for small practices and mental health professionals. It also provides Claims Management, Billing and Invoicing software for therapists that allows mental health practices to easily store patient records, clinical notes, and any other important data. 

Feature:

• Claims Management: – Efficiently file insurance claims with the software’s streamlined insurance claim management system, ensuring quick and successful processing.
• Patient Portal: – Save time for patients and providers with an online gateway for reviewing records, treatment plans, billing inquiries, and more through its patient portal.
• Credit Card Processing: – Offer credit card processing services for provider offices, enabling the collection of patient payments, tracking balances, and automatic revenue tracking.
• Mental Health EMR: – Scan and save patient records, medical notes, clinical notes, and other health information related to each patient using its best mental health EMR.
• Appointment Scheduling – Set up non-clinical, group, and recurrent appointments on a unified calendar—and book appointments for various providers and locations from a single platform.
• Appointment Reminder Email or Text:– Automatically send courtesy reminders via email or text two days before a scheduled appointment, reducing cancellations and late arrivals.
• Progress Notes: – Enjoy flexibility in organizing and formatting progress notes for better record-keeping.
• Multi-Provider Practice: – Provide secure access for an unlimited number of users and sites to the practice, allowing flexibility for various devices and locations.

  Pricing:

There is no standard pricing, you can contact us for pricing according to your needs

Rating:

• Capterra – 4.4⭐/05
• Software Advice – 4.5⭐/05
• Get app – 4.5⭐/05

9. Iinsight – Paperless Invoicing for Therapists

Iinsight, an Australian cloud-based practice management system, is an effective invoicing software for therapists, tailored for NDIS providers, and offers a centralized platform for streamlined claim management. It simplifies administration tasks, consolidating the claims process in one place to save time and effort. The software effortlessly creates invoices and directly submits them to the NDIS portal for bulk billing.

 With support for online payments, it simplifies the payment process for therapists and clients alike. The software’s accessibility from anywhere enables remote or on-the-go use.

Features:

• Billings & Timesheets: Access timesheets easily, automating processes to boost overall operational effectiveness.
• Data Security & Storage: Certifications enhance credibility, increasing contract opportunities by showcasing compliance with security standards.
• Effective Plan Management: Simplify budget tracking with alerts for task limits, improving the overall management of cases or projects.
• Automated Workflows: Streamline processes, ensure compliance, and enhance productivity with automated workflows.
• Automate Your Compliance: Align with procedures, ensuring consistent adherence to regulations and minimizing legal risks.
• Drag and Drop: Update patient records effortlessly with a drag-and-drop files feature, simplifying organization.
• Appointment Setting & SMS Notifications: Manage staff, clients, and resources efficiently with centralized views and SMS notifications.
• Case and Admin Notes: Streamline workflows by adding case details directly in the billing window, saving time on administrative tasks.
• Online Referral Forms: Easily map fields, embed forms on your website, and let the system automate referrals for you.”

Pricing:

You will get a free trial for the first 14 days and then you can buy subscriptions which start from $59.99 

Rating:

• G2 3.5⭐/05
• Get app 4.2⭐/05

10. Chartlogic – Comprehensive Billing for Psychotherapy

ChartLogic invoicing software for therapists provides a comprehensive ambulatory EHR suite, encompassing electronic medical records, practice management, revenue cycle management, e-prescribing, a patient portal, and more. 

While boasting numerous distinct features, ChartLogic stands out for its overall charting experience – remarkably easy, highly flexible, and exceptionally fast. Users can create a complete note in less than 90 seconds. Beyond serving primary care, it caters to surgical and other intricate areas of medicine.

Feature:

• E-Prescribe: Electronically prescribe patient medications to eliminate handwriting errors and enhance patient safety.
• Note Template Builder: Create custom templates tailored to your specialty and practice requirements. Utilize existing templates or build new ones directly within the EHR/EMR software.
• Voice Dictation: Harness the power of your voice to dictate notes, navigate within the note, insert sub-templates, and more.
• Patient Portal: Foster patient engagement using personal health record software, thereby increasing satisfaction.
• Appointment Scheduler: Effortlessly set up new or recurring appointments, offering flexibility that aligns with the doctor’s chosen schedule.
• Claim Center: Minimize claim rejection to less than 5%, addressing potential issues before they reach the A/R report.
• Collection Center: Automate various tasks to enhance the collection process, reducing the workload for offline staff.
• Reporting/Administration: Access reports for billing, workflow analysis, and other administrative tasks to ensure your practice stays financially on track.

Pricing:

There is no standard pricing, you can contact them for pricing according to your needs

Rating:

• Capterra 3.9⭐/05
• Software Advice 4⭐⭐/5
• Get app 3.9⭐/05

Why therapists must use invoicing software 

1. Saves Your Time: Invoicing software for therapists automates billing, freeing up your time for clients rather than paperwork.

2. Avoid Mistakes: Say goodbye to billing errors – software ensures accuracy in your financial transactions. 

3. Professional Image: Impress clients with a polished, organized approach to billing, reflecting professionalism.

4. Timely Payments: Get paid on time with features like automatic invoice reminders for clients.

5. Easy Financial Tracking: Keep everything in one place for a hassle-free overview of payments and outstanding balances.

6. Attracts Clients: A well-managed billing system enhances your practice’s credibility, attracting more clients.

7. Effortless Growth: As your practice expands, the software scales seamlessly to accommodate more clients and invoices.

8. Reduced Administrative Burden: Streamline your workflow as you spend less time on paperwork, and more time with clients.

9. Customization: Tailor invoices to your practice’s needs, creating a personalized and professional touch.

FAQs

Question: How does invoicing software benefit therapists in their day-to-day work?

Answer: Invoicing software helps therapists save time by automating billing tasks, allowing them to focus more on their clients and less on paperwork.

Question: Can invoicing software help therapists keep client information secure and private?

Answer: Yes, good invoicing software prioritizes security, ensuring that sensitive client information is protected, and therapists can comply with privacy regulations.

Question: What features should therapists look for in user-friendly invoicing software?

Answer: Look for software with easy navigation, customizable invoice templates for therapy-specific invoices, and integrations with commonly used tools, making it simple for therapists, even those not tech-savvy.

Question: How does invoicing software contribute to better financial management for therapists?

Answer: Invoicing software helps therapists manage expenses related to their practice efficiently, providing a clear overview of financial health and ensuring they get paid promptly.

Question: Why consider replacing Excel with invoicing software for more effective and efficient invoicing?

Answer: Moving from Excel to invoicing software for therapists streamlines billing, reduces manual errors, and offers user-friendly features, making the entire invoicing process more efficient and hassle-free for better business management.