How PracticeRunner supports the work around the work
PracticeRunner connects scheduling, client communication, documentation, supervision, billing, payments, intake, and client follow-up so private-practice administration feels less fragmented.
Built for individuals, couples, families, groups, associates, supervisors, and growing practices.
The Big Idea
A practical system for the administrative side of therapy
Many practice systems make scheduling, client communication, documentation, supervision, and billing feel like disconnected chores. PracticeRunner brings those workflows together so clinicians and practice teams can spend less time reconstructing what needs to happen next.
Scheduling that fits real availability
Clearer client communication
Less administrative follow-up
Support for treatment relationships
How It Works
Workflows that fit real practice
PracticeRunner helps you set up routines around care in a way that fits your practice today, with room for individuals, couples, families, groups, consultation services, associates, supervisors, admin staff, and billing contacts as the practice becomes more complex.
Set up the treatment workflow
Bring scheduling, documentation, communication, billing, and follow-up into one practical workflow.
Pay-per-session
Bill per appointment on a daily, weekly, or monthly schedule.
Pre-billed payments
Charge ahead of time to make income steadier and reduce missed payments.
Recurring billing
Use recurring billing where it fits your policy and client communication.
Choose how payments are collected
Decide how each client is billed and how payments are collected.
Auto-pay
Automatically collect saved bank transfer or card payments when charges are due.
Auto-invoice
Send invoices automatically while allowing clients to pay on their own.
Manual collection
Keep things hands-on where needed.
Let billing run automatically where you want to. Stay manual where you need to.
Adjust details where the relationship needs it
Different relationships may need different approaches. PracticeRunner helps you set defaults at the practice level, then adjust billing, payment, scheduling, and supervision details where needed.
- Set payment-method defaults for the whole practice
- Let existing clients stay on current billing methods while new clients adopt bank transfers or cards
- Apply bank transfer or manual-payment discounts per session
- Use bank-transfer-only policies in some situations when you want to encourage lower-cost payments
Grow without rebuilding the workflow
As your practice grows, you can add support roles, supervision, more complex treatment relationships, and clearer payment routines without changing the basic workflow model.
Reduce missed or delayed payments
Make monthly income easier to plan around
Keep billing choices clear for clients
Billing Flexibility
Flexible ways to manage billing
Choose the billing model that fits your practice. You can collect payments automatically, send invoices, or manage payments manually.
Pay-per-session
Bill for each appointment on a daily, weekly, or monthly schedule. Choose auto-pay, auto-invoicing, or manual collection based on how your practice works.
Pre-billed payments
Charge ahead of time on a daily, weekly, or monthly schedule to make income steadier and reduce missed payments. Introduce pre-billing gradually where it makes sense.
Recurring billing
Use recurring monthly billing when it fits your practice policy, while keeping client communication clear and transparent.
Designed to be transparent and client-friendly.
Where it makes sense, practices can also use per-session discount-based pricing for lower-cost payment methods like bank transfers or manual payment. Those discounts can be introduced gradually by policy, by part of the practice, or by client.
Payment Costs
Lower-cost payments, explained clearly
Credit card payments are convenient, but they come with higher processing costs. Bank transfers offer a lower-cost alternative, and PracticeRunner is designed to help you use that option without overcomplicating billing.
Bank transfers are processed through ACH, the U.S. bank-to-bank payment network. They are not as fast as credit cards and usually take a few business days to settle, so practices should use them with that timing in mind.
Encourage bank transfers where it makes sense
Keep bank transfer pricing fair and aligned with actual costs
Avoid overpaying on larger bank transfers
Simple Example
A large bank transfer should not feel like a large credit card charge.
Credit cards
Convenient, but higher-cost.
Bank transfers
Lower-cost and better suited to recurring billing.
Trust And Transparency
Built for transparency and flexibility
Flexible billing options like bank transfer pricing, pre-billing, and recurring billing can be set up in a way that is clear, fair, and aligned with standard practice policies.
- Clear billing steps for clients
- Flexible rollout by practice and by client
- Support for gradual changes, not forced change
Transition
You do not have to change everything at once
One of the biggest barriers to better billing is the fear of disrupting existing client relationships. PracticeRunner is designed to help practices transition gradually.
Today
- Existing clients stay on familiar billing routines
- Manual billing remains available
- No immediate pricing change required
Tomorrow
- New clients can adopt bank transfer or card payments
- Discounts can be introduced selectively
- More payments can move to auto-pay over time
Improve billing gradually, without forcing a reset across your entire practice.
Practical Examples
What this looks like in practice
Scenario 1
A couple, a billing contact, and one connected workflow
A therapist can schedule and document the couple relationship while keeping participant details, portal access, and billing responsibility clear.
Scenario 2
Consultation services without therapy workflows
A provider can schedule, invoice, message, and document individual or group consultation work while keeping diagnosis, treatment-plan, insurance-claim, and superbill workflows out of the default consultation path.
Scenario 3
Friday invoicing for session-based billing
A therapist bills per session, wants appointments tracked normally during the week, and wants invoices sent automatically every Friday so payment follow-up stays consistent without extra admin time.
Scenario 4
Bank transfer autopay for new clients only
A therapist keeps existing clients on their current process while setting new clients up on bank transfer autopay, making payments easier over time without forcing a sudden practice-wide change.
Scenario 5
Using bank transfer discounts or bank-transfer-only rules to guide payment choices
A practice encourages lower-cost bank transfers by offering per-session discounted pricing for bank transfers or manual payments, or by choosing to accept only bank transfers in some parts of the practice while still allowing exceptions where needed.
Scenario 6
Associate notes routed to the right supervisor
An associate signs a progress note, and PracticeRunner routes the review task to the supervising clinician. Group practices can use provider-level defaults, case/client-level supervision, and appointment-level overrides when coverage changes for a specific session.
For more detail about associate supervision, note review tasks, and how appointment-level overrides work, see Supervision and Associate Workflows.
Core Practice Tools
All of this lives in one practice system
PracticeRunner combines practical billing with the core tools clinicians already need, including prospective client self-scheduling, Conversations, documentation, supervision, intake, CMS-1500 claim form exports, calendar feeds, Google Calendar sync, and a portal where passkeys can make repeat sign-in easier for clients who choose them.
- Scheduling, calendar feeds, and Google Calendar sync
- Clinical notes and documentation
- Associate supervision and note review
- Client portal, passkeys, and Conversations
- Billing and invoicing
- Insurance support
Start running a less fragmented practice
See how PracticeRunner can help you reduce administrative friction while keeping your practice personal.
Shaped by clinical workflow experience and collaboration with fellow therapists, PracticeRunner supports the operational side of real private practice.