TherapyNotes Pricing: Cost as You Add Clinicians

You are pricing TherapyNotes for a therapy practice, and the page shows a few big numbers and a long list of add-ons. TherapyNotes charges $69 a month for a solo clinician, or $89 for the first clinician in a group plus $60 for each one after. Add-ons and per-use fees come on top.

Quick answer

• Solo is $69 a month; Group is $89 for the first clinician and $60 for each extra one.
• Claims, reminders, eligibility checks and card payments are charged per use, so they grow with sessions.
• Premium telehealth, TherapyFuel and ePrescribe are charged per clinician, so they grow with headcount.
• Ask whether a client's appointment request shows which ad it came from; no page I read says so.
• Count requests on your own site instead, with no client details sent to Google.

What does TherapyNotes print on its pricing page today?

The page lists three plans, a long "included" list and a row of paid add-ons.

Every plan gets a free 30-day trial with no credit card and no long-term contract. It also lists unlimited clients, appointments and notes, a custom client portal, basic telehealth and free import of client data from your current records system.

Billing is monthly. An October 2025 archive copy of TherapyNotes' payment options page says cards are charged the monthly fee and accrued claim and reminder charges on the renewal date. The page offers no annual option.

Prices move. An October 2026 archive copy of TherapyNotes' own pricing help article still showed different group and claim rates. Quote from the pricing page and ask for the number in writing.

Which lines on the bill grow when you add a clinician?

Some lines grow with headcount, others with sessions. Sort each line you plan to use.

An ERA is the insurer's electronic remittance advice, the file that says what it paid. MIPS is Medicare's quality reporting program, so skip it unless a clinician bills Medicare and has to report.

The pages I could read do not say how a clinician added mid-month is billed, so make that the first question for the sales call.

What does a third and a fourth clinician do to cost per session?

Illustrative: every number below is made up for an imaginary counseling group, and none comes from a client. Prices are TherapyNotes' printed ones from the table.

The group starts with two clinicians, adds a third in spring and a fourth in autumn. All of them use TherapyFuel. Each sees 80 sessions a month, and 60 percent of sessions go to insurance, one claim and one ERA line each, at 25 plus 9 cents. Card fees and reminders are left out.

Monthly cost = $89 + ($60 × other clinicians) + ($40 × clinicians) + (claims × $0.34). Cost per session = monthly cost ÷ sessions.

The cost per session barely moves, because every added clinician adds the same $100 in seat and TherapyFuel fees and brings a full caseload. Now give the third clinician only 40 sessions a month. Sessions become 200, claims 120, and the month costs $329 + $40.80 = $369.80. That is $1.85 per session.

Software is a small line next to a session fee; the risk is paying for seats and add-ons that do not fill.

How do new clients reach you through TherapyNotes?

Its pages describe two routes, a client portal and a directory.

The client portal, TherapyPortal, takes your logo and colors. Clients can fill intake forms, pay online and use self-service scheduling. The page says you can confirm or deny each request to schedule, cancel or reschedule.

TherapySearch is a directory run by TherapyNotes. Profiles are free and need no TherapyNotes account; the site says it is in beta. If you link an account, clients can request an appointment from your profile through the portal.

Can you see which ad brought an appointment request?

I found no TherapyNotes page that says a request carries the ad it came from, so assume not until a rep confirms it. A request lands in TherapyNotes as a booking to approve, and nothing I read sends it to Google Ads as a conversion.

Try this in ten minutes:

1. Open your site on your phone with ?utm_source=test added to the address.
2. Tap your "request an appointment" link and use a staff test name, never a real client.
3. Open that request in TherapyNotes and look for any field showing where it came from.
4. Ask the rep: does the source survive into a record or an export?

If the answer is no, count on your own side. Fire an event when someone taps the portal link on your site, and send it with the page and campaign only. No names, no diagnosis, no appointment type. Three counting levels shows what each level can and cannot prove, and the PHI-free column list shows what the record may hold.

For scale, Google Ads Keyword Planner estimates for the US, October 2026, put "therapist near me" at 368,000 searches a month and $22.61 an average click. That is context, not your price, but it shows why tracing a request to its ad matters.

How does it compare with SimplePractice on price?

Both vendors charge by clinician, and SimplePractice is lower on the entry line. The SimplePractice pricing breakdown covers its add-ons.

SimplePractice's pricing page also advertises 50 percent off for the first three months of a paid account started within 7 days. TherapyNotes prints no discount. Compare after add-ons, not before.

What should you ask TherapyNotes before you sign?

• How is a clinician added mid-month billed, and when does the next charge change?
• Which of the printed add-ons are on by default?
• Is the printed card rate the rate for my practice, or is it quoted after underwriting? The help article sends fee questions to the merchant support team at 215-658-4550 ext. 3.
• Does an appointment request record its source, and can I export it?
• Can a practice in Canada sign up? The terms offer the site only to users who reside in the United States or its territories.
• How long can I export my data after I cancel? The terms leave the export to you.

For a HIPAA covered entity, such as a practice that bills insurance electronically, the terms include TherapyNotes' Business Associate Agreement, its privacy contract, by reference. Ask for a copy.

Prices and rules checked on 2026-10-23.