Most therapists are solo, see fewer clients at a higher fee, and need reminders more than marketing. Practice-management systems cost more per month but include notes and billing.
The example
A solo therapy practice
- 1staff
- 80bookings a month
- $140average price
- 70%paid online
30% pay by card at the appointment, the rest cash or other. 1 reminder text per booking, no booking-app clients. This is an illustration, not a statistic about the trade: put your own numbers in.
Spread at this volume: $337 to $456 a month, a difference of $1,427 a year.
Cheapest all-in for therapists
Cal.com · Free
- Plan$0
- Card processing$336.08
- Text reminders$0.80
Card fees estimated with Stripe's standard rate. Vendor list prices checked 4 October 2026.
7 systems ranked
Partial estimates: some costs aren't published
These fit your must-haves, but at least one fee isn't public, so the real total is higher than shown. They're kept out of the ranking above.
Don't fit what you entered
What matters for therapists and counselors
Card rate on higher fees
SimplePractice charges 3.15% + 30¢, above Stripe's standard 2.9% + 30¢. On $140 sessions that gap adds up.
Reminders on the cheapest plan
SimplePractice Starter has no reminders; Acuity Starter has no text reminders.
Scheduling tool or practice software
Calendly, Acuity and Cal.com only book. Jane and SimplePractice add notes, documents and insurance tools, which is what the higher price buys.
Questions from therapists and counselors
What is the cheapest booking software for therapists and counselors?
At my example (a solo therapy practice: 80 bookings a month at $140), the cheapest all-in is Cal.com on Free at about $337 a month, including card fees. Third is Calendly at $348. Change the numbers to match your business; the order changes with volume and how clients pay.
How much of the cost is card processing for therapists and counselors?
For the cheapest option at this volume, card fees are about 100% of the monthly total. 100% of bookings in the example are paid by card.
Which booking systems are built for therapists and counselors?
9 of the systems I track list therapists and counselors among the businesses they target: Calendly, Acuity Scheduling, Cal.com, YouCanBookMe, Google Calendar, SimplyBook.me, Vagaro, Jane, SimplePractice.
No forms, no sales funnel
Want me to set it up for you?
I'll pick the system that fits your trade, set up your services, deposits and reminders, and connect the booking button to your website. Start with a free 20-minute call with me.
