Capture the inquiry
Start with the first point of contact, not after someone is already an established client.
Built for real-world therapy practices
Practice management software for therapists.
Scheduling, billing, payments, secure communication, and everyday admin for modern therapy practices.
Client workflows, client relationships, cases, and practice administration stay connected instead of being scattered across disconnected tools.
Built for therapy practices that need individual, couple, family, group, consultation, workshop, associate, and supervision workflows in one place.
Solo workflow
See what needs attention without hunting through tabs.
From first inquiry to first session
Many systems begin once someone is already a client. PracticeRunner supports the earlier workflow too: inquiry, consultation, intake, payment setup, scheduling, and the handoff to an active client workflow.
From first inquiry to active client.
Step 1
ProspectStep 2
ConsultationStep 3
IntakeStep 4
ScheduledStep 5
Active clientOffer the right first appointment
Use provider, location, format, and service availability to guide consultation or first-session scheduling.
Handle intake before the first session
Send forms, collect payment setup when appropriate, and keep onboarding details attached to the client workflow.
Reduce avoidable follow-up
The therapist and client both have a clearer path from first contact to the first appointment.
Everyday practice workflows stay connected
Therapists do not experience practice management as isolated features. They move between scheduling, communication, documentation, billing, and follow-up throughout the day. PracticeRunner keeps those workflows close enough that the next step is easier to see.
Scheduling
Availability, recurring appointments, schedule changes, locations, and session formats stay tied to the way clients actually begin and continue therapy.
Communication
Conversations, reminders, portal access, and client replies stay connected to the client context without putting ordinary email in charge of the work.
Documentation
The Session Workspace brings together source material, transcripts, OCR text extraction, and note drafting for progress notes, consultation notes, and group notes. The notes surface stays available for direct writing, review, editing, saving, and signing.
Billing
Invoices, credit cards, lower-cost bank transfers, AutoPay, superbills, saved payment methods, and billing preferences stay part of the clinical workflow instead of becoming a separate system.
Search
Find clients, cases, appointments, invoices, settings, and help articles from one search surface when the next step is clear but the menu path is not.
Scheduling stays connected to the rest of the workflow.
Small but meaningful details reduce administrative friction
Portal scheduling, Conversations, reminders, task prompts, note source material workflows, search, mobile-friendly calendar handling, and admin delegation all reduce repeated follow-up without making the practice feel impersonal.
When the practice gets more complex
Real-world therapy is relational. A practice may begin with individual clients, then add couples, families, groups, consultation services, billing contacts, and more complicated communication patterns.
PracticeRunner uses the same workflow model as the work expands. Scheduling, documentation, communication, billing, and payment responsibilities can stay connected to the case or service relationship being worked with.
IndividualCoupleFamilyGroupConsultationWorkshop
Cases are the model that makes this possible. They let the practice work with a person, a couple, a family, a group, a consultation case, or a workshop group without rebuilding the rest of the workflow each time the work changes.
A couple can be treated as the case, not forced into one person's record.
Family and billing relationships can stay visible without duplicating workflows.
Teams, associates, and supervision
Growing practices do not only add more calendars. They add delegated work, supervisory responsibility, associate documentation, admin support, and billing relationships that need to stay coordinated.
Associates
Associate work can stay connected to the client or case, with supervision expectations visible in the workflow.
Supervisors
Review tasks can surface signed associate notes and help supervisors focus on the work that needs attention.
Admins
Delegated support can help with scheduling, billing, reminders, intake, portal setup, and provider settings while the practice keeps a clear audit trail.
A supervision workflow can move through the system without becoming a separate checklist.
Associate note signed
Review task created
Supervisor review
Billing handled correctly
Review work can surface when it is needed.
Flexible billing for real-world private practice
Some practices charge automatically after each session. Others send invoices weekly or monthly. Some clients prefer credit cards, others prefer lower-cost bank transfers, and some payments still happen outside the software.
PracticeRunner supports manual and automated billing workflows so you can run the financial side of your practice the way you choose, with less repeated follow-up.
Manual or automated billing, with cards, bank transfers, invoices, and superbills.
Credit cards and lower-cost bank transfers
Collect payment by credit card or bank transfer while keeping payment choices connected to the client workflow.
Manual or automatic invoicing
Create invoices yourself, or let PracticeRunner send invoices automatically on the schedule that fits your practice.
AutoPay with saved payment methods
Use saved payment methods for automatic billing when that matches your policy and the client's agreement.
Superbills, claim forms, and statements
Support superbills, CMS-1500 claim form exports, statements, and payments that happen outside the software, such as check, cash, Zelle, or other manual payments.
Practical billing for real-world private practice
Billing can adapt to common private-practice realities: different payment methods, different client needs, session-length fee pro-rating, billing contacts, manual or automatic billing, superbills, CMS-1500 claim form exports, and policies that change gradually instead of all at once.
Why practices switch
A system that worked when the practice was simpler can start to strain as the work changes. PracticeRunner is built for practices that need the software to adapt as operations become more relational, delegated, and layered.
You do not have to change everything overnight. PracticeRunner supports practical transition paths, including supported imports and migration-friendly exports with CSV files, note text files, PDFs, and original uploaded files when you need a clean archive.Read the import guide.
- Adding associates or admin support
- Starting couples, family, or group work
- Managing supervision with more structure
- Handling more complex billing relationships
- Import and export records in practical formats for migration and backup
Practice Services
Technology guidance for therapists who want cleaner systems, safer defaults, smoother transitions, and practical support around the work of running a practice.