Scheduling
- Recurring appointments
- Availability management
- Consultation scheduling
- Calendar feeds
- Calendar synchronization
- Scheduling requests
Practice management software for therapists
Pricing for software designed around how therapy is actually practiced
PracticeRunner keeps pricing simple while supporting the operational work around therapy: scheduling, documentation, intake, billing, payments, secure communication, supervision, and practice coordination.
Starter plan free for your first year. No credit card required.
PracticeRunner is currently in pilot with early practices. We are actively onboarding therapists and improving the platform based on how real practices work. Book a demo if you would like onboarding help.
Plans
Straightforward plans for different stages of practice
Choose the plan that fits how your practice works today, with room for more clients, associates, supervisors, admin support, and billing relationships as the practice grows.
Your monthly subscription covers the core PracticeRunner system. Payment processing is optional and usage-based.
Payment processing fees depend on the method used (card or bank transfer). See below for details.
The core workflow is included from the beginning.
Everything included
The core capabilities a modern therapy practice expects
Quickly confirm the fundamentals without sorting through a long feature list. PracticeRunner includes the day-to-day tools therapists need for scheduling, documentation, billing, client access, and practice coordination.
Billing & Payments
- Invoices
- AutoPay
- Automatic invoicing
- Credit cards
- Bank transfers
- External payment recording
- Superbills
- Statements
Documentation
- Progress notes
- Intake forms
- Assessments
- Diagnoses
- Document storage
Client Experience
- Secure portal
- Secure messaging
- Scheduling requests
- Payment method management
- Calendar feeds
Practice Operations
- Tasks
- Workflow summaries
- Admin delegation
- Associate workflows
- Supervision workflows
Scheduling
Billing
Onboarding
Practice complexity
Designed for practices that become more complex over time
Many therapists begin with individual therapy and later add couples work, family work, groups, consultation services, associates, supervisors, or administrative support.
PracticeRunner is designed to support those transitions without forcing practices into separate workflows.
Individual therapy
Couples therapy
Family therapy
Therapy groups
Individual consultation
Consultation groups
Associates
Supervision workflows
Administrative staff
Billing contacts separate from clients
Flexible billing arrangements
Centralized or provider-specific workflows where applicable
Designed to start simple and keep fitting as the work becomes more relational.
Couple case
Family case
Flexible billing for real-world private practice
Some practices bill automatically after every session. Others invoice weekly or monthly. Some clients pay by credit card, others prefer lower-cost bank transfers, and some payments happen outside the platform.
PracticeRunner supports manual and automated billing workflows so practices can choose the approach that fits them best.
Credit cards, lower-cost bank transfers, manual payments, AutoPay, invoices, statements, and superbills can fit into one billing workflow.
Credit cards
Accept major credit cards, including HSA/FSA cards, when card payments fit the client relationship.
Lower-cost bank transfers
Offer bank transfers for clients who prefer a lower-cost payment method.
Automatic invoicing
Send invoices automatically after sessions or on a schedule when that matches your practice policy.
AutoPay
Use saved payment methods for automatic collection when clients have agreed to that workflow.
External payment recording
Record payments that happen outside the software, such as check, cash, Zelle, or other manual payments.
Superbills and statements
Generate client-ready superbills and statements for reimbursement, balances, and payment history.
See how payment costs add up over time
Processing fees can feel small from one session to the next. Over time, they become part of the overall cost of running a practice. This tool offers a simple way to compare different payment scenarios.
Practice assumptions
Typical session fee
The amount you usually charge per session
Sessions per week
An approximate weekly average
Working weeks per year
Many practices use 46-50 weeks
Estimated % of payments collected manually
Payments collected outside the processor are treated as having no processing fee here.
What you're paying now
Current payment processing rate (%)
For example, many platforms are around 3%
Fixed fee per transaction ($)
Often around $0.30 per charge
What you could pay with PracticeRunner
Estimated % of processed payments made by bank transfer
Many practices gradually shift some clients to lower-cost bank transfers over time.
Manual payments are treated separately in both models. Of the payments that are processed electronically, the remaining share is estimated as card payments.
These starting values reflect a typical private-pay practice. You can adjust them to match your own setting or location.
Most therapists work between 45-50 weeks per year.
View
Estimated annual processing cost (current setup)
$6,116.85
Effective processing rate: 2.96%
Estimated annual processing cost (PracticeRunner scenario)
$3,564.54
Effective processing rate: 1.72%
Estimated annual savings
$2,552.31
Effective processing rate: 1.23% savings
Based on about 920 sessions, 828 processed payments, and $207,000.00 in annual session revenue.
Average payment amount in this billing cycle: $225.00
Approximate savings per session: $2.77
The difference reflects how payment methods and fee structures accumulate over time. Individual results will vary depending on client mix and payment preferences.
Many practices see small per-session differences add up gradually across a year.
These estimates are intended as a planning guide. Actual fees may vary based on payment type, processor rules, and your individual setup.
The PracticeRunner estimate assumes bank transfer fees are typically around 1%, capped for larger transactions, and card payments are charged at PracticeRunner's card rate of 3.15% + $0.30 per transaction. Monthly billing is estimated as recurring weekly clients being billed once per active month, and manual payments are treated as having no processing fee.
Why this matters
For many practices, processing fees are absorbed quietly as part of each session. Over the course of a year, even small per-session differences can add up. Lower-cost options like bank transfers can help reduce that burden while keeping billing simple for both you and your clients.
In a typical practice, a difference of a few dollars per session can translate into meaningful savings over time.
Sustainable care needs sustainable tools
Clinicians carry both client care and administration. PracticeRunner helps with the day-to-day work around therapy through clear pricing, simple routines, and admin delegation tools that let support staff help without becoming clinical providers.
PracticeRunner is shaped through active clinical use and collaboration with therapists so the system stays practical for real private practice.