TLDR (Summary)
The best CRM software for therapists is Plutio ($19/month).
Generic CRM software tracks contacts, deals, and email opens, but therapy requires different context. Therapists need to see session history, treatment progress, intake documentation, and billing status all connected to each client profile. Plutio builds CRM around the therapeutic relationship rather than the sales funnel, so client profiles show the full journey from initial inquiry through ongoing treatment.
According to industry research, the CRM market reached $112.91 billion with widespread adoption, but many report their CRM is too difficult to use. Therapy-specific CRM connects session context to client profiles instead of requiring therapists to dig through separate note-taking apps, scheduling tools, and billing systems to reconstruct client history.
For additional strategies, read our client management guide.
What is CRM software for therapists?
CRM software for therapists is software that connects client profiles to session history, treatment tracking, intake documentation, and billing with complete context visible before every session.
The distinction matters because sales CRM tracks leads through a pipeline to close deals. Therapy CRM tracks ongoing therapeutic relationships where trust deepens over months or years, sessions build on previous breakthroughs, and client context compounds with every interaction.
What therapy CRM actually does
Core functions include storing client contact information and communication history, tracking which treatment plan each client follows and how many sessions remain in their package, connecting session records to treatment progress so you can see what was discussed and what changed, managing between-session tasks and homework, and surfacing package renewal opportunities when clients approach session depletion.
Sales CRM vs relationship CRM
Sales CRM like HubSpot or Salesforce optimizes for moving prospects through a funnel. Therapy CRM optimizes for deepening existing relationships. In sales CRM, a closed deal is success. In therapy CRM, a signed consent form is just the beginning. The software needs to track what happens after the intake, through months of sessions, breakthroughs, setbacks, and continued growth.
What makes therapy CRM different
Therapeutic relationships require context that compounds over time. A client presents with anxiety in session 3, has a breakthrough around boundaries in session 7, experiences a setback in session 11, and references that journey in session 15. Without CRM that connects these moments across months, therapists spend valuable session time reconstructing context that should already be visible.
When CRM connects to scheduling, intake forms, session records, and billing, client profiles become the single source of truth for the entire therapeutic relationship instead of just another database to maintain.
Why therapists need CRM software
Therapists who grow beyond 10-15 active clients face a compounding problem where each new client adds context that exists only in the therapist's memory, scattered across note-taking apps, scheduling confirmations, and email threads that become increasingly impossible to review before sessions.
With 5 active clients, a therapist can remember that Sarah is working on boundary issues, Mike is focused on anxiety management, and Lisa is navigating grief. With 25 active clients meeting weekly, that becomes 25 sessions per week where the therapist needs to walk in with full context about presenting issues, treatment progress, and the breakthrough that happened 3 sessions back.
The scattered context problem
According to a Harvard Business Review, knowledge workers toggle between apps 1,200 times per day, losing around 9% of productive time to context switching. For therapists specifically, that means intake forms live in the scheduling app, signed consents sit in DocuSign, session notes scatter across separate systems, treatment plans exist in spreadsheets if tracked at all, and payment history lives in Stripe with no connection to sessions delivered.
The fragmentation problem
Most therapists stack 5-7 disconnected tools: a scheduling app for booking, DocuSign for consent forms, a note-taking app for session documentation, Stripe for payments, and maybe a spreadsheet to track session packages. Each tool handles one function, but none share data automatically. When a client completes session 8 of a 12-session package, nothing updates anywhere. The renewal conversation has to come from memory, not from an alert.
The lost renewal opportunity
Package-based therapy depends on timely continuation conversations. The best moment is during a session when the client is experiencing progress and recognizing the value of treatment. But without automated tracking, therapists often realize a package ended only after the client stops booking sessions. Clients who would have continued are lost during package transitions because the conversation happened too late.
The scaling tipping point
The threshold hits around 20-25 active clients. One therapist managing 25 clients with weekly sessions needs to track 25 sets of treatment goals, 25 billing statuses, and 25 package timelines while also handling new intakes. The cognitive load becomes unsustainable without systems that surface context automatically.
Connected CRM handles the admin work that would otherwise grow with each new client. Every additional client adds revenue without adding proportional cognitive load when Plutio tracks context instead of the therapist's memory.
CRM features therapists need
The essential CRM features for therapists connect client contact information with session history, treatment tracking, and intake documentation while handling the unique patterns that therapeutic relationships require.
Core CRM features
- Client profiles with complete contact information: Name, email, phone, timezone, emergency contact, referral source, and custom fields for therapy-specific data like insurance information or assessment results.
- Communication history in one timeline: Intake form responses, consent signed, session records chronologically, email threads, and billing updates all visible on the client record.
- Session package tracking: Which package the client purchased (8, 12, or 20 sessions), how many sessions have been completed, and when they are approaching package depletion.
- Treatment goal tracking: Original presenting issues captured during intake, progress updates, milestones reached, and patterns over time so therapists can reference the treatment arc.
- Between-session task management: Homework or exercises assigned between sessions, completion status, and carryover tasks that persist until completed or revisited.
Therapist-specific features
- Session records connected to client profiles: Not stored in a separate note-taking app. Directly on the client timeline so context from session 3 is visible before session 4.
- Package renewal alerts: Automatic notifications when clients approach package depletion so continuation conversations happen during active treatment rather than after sessions end and momentum fades.
- Client portal access: Clients can view their session schedule, access intake documents, check package status, and communicate with their therapist without sending separate emails.
Platform features that multiply value
- White-label client portal: Clients log in at your practice domain to view session schedules, intake documents, and package status. No third-party branding visible -- the portal feels like an extension of your practice.
- Client activity in one feed: Portal messages, form submissions, session bookings, and payment confirmations all appear in a single inbox threaded by client. You see every interaction without toggling between email, calendar, and billing dashboards.
- Role-based client access: Associates see profiles, session history, and package status only for their assigned caseload. Office managers access scheduling and billing data across the practice without seeing session records or treatment details.
- Package depletion alerts: When a client reaches the final sessions of a purchased package, Plutio notifies you so the continuation conversation happens during active treatment instead of weeks after sessions stop.
CRM for therapists proves its value when client profiles connect to scheduling, intake forms, session records, and invoicing. Connecting these records eliminates duplicate data entry. Client signs a therapy agreement and their profile is created with session allocation, fee structure, and scheduling access already set.
CRM software pricing for therapists
CRM software for therapists typically costs $39-99 per month for standalone solutions, with integrated platforms providing complete functionality at the lower end of that range.
What therapists typically pay for CRM tools
- SimplePractice: $69-99/month for therapy-specific features
- TherapyNotes: $49-59/month for clinical documentation focus
- Jane App: $54-79/month for health practice management
- HubSpot CRM: Free basic, $45-100/month for features therapists need
Standalone CRM tools handle contact management but require separate subscriptions for scheduling, contracts, and invoicing. Therapy-specific tools include CRM but at higher monthly costs.
Plutio pricing (February 2026)
- Core: $19/month: Unlimited CRM plus scheduling, contracts, invoicing, client portals, and intake forms for up to 9 active clients.
- Pro: $49/month: Unlimited clients, 30 contributors, advanced permissions.
- Max: $199/month: Unlimited team, white-label, single sign-on.
The ROI calculation for therapists
- Time savings on session prep: 5-10 minutes per session reviewing client context from one profile instead of multiple sources.
- Improved continuation rates: Timely package renewal conversations capture more continuing clients who would otherwise stop booking.
- Reduced no-shows: Automated reminders with client context reduce no-shows through automated session reminders.
Plutio pays for itself with one additional package renewal captured per quarter. One client who continues treatment because a timely renewal conversation happened covers the annual subscription cost.
Why Plutio is the best CRM for therapists
Therapeutic relationships build on accumulated context -- and that context falls apart when intake responses live in one app, session records in another, and billing in a third. Plutio brings client profiles, session history, treatment tracking, and payment data into a single timeline, so you walk into every session with the full picture already in front of you.
Client profiles that show the complete journey
Every client profile includes contact information, communication history, signed consent forms, session history with records, treatment goals, between-session tasks, payment status, and upcoming bookings all on one timeline. Before a session, you open the client profile and see everything needed. No toggling between apps to reconstruct context.
Session records that stay connected
Session records attach directly to client profiles on the timeline, not in a separate system. After a session about anxiety management, you write notes and they save to that client's record. Three months later when the client references that conversation, you scroll the timeline and find the exact session.
Treatment goal tracking that updates automatically
During intake, you capture presenting issues and treatment goals. After each session, you update progress. The timeline shows the arc including initial presentation, early breakthroughs, setbacks, and major milestones. You and the client both see progress over time without a separate spreadsheet.
Package and session management
When a client purchases a 12-session package, Plutio sets their session allocation automatically. They book session 5, the count updates to 7 remaining. They book session 10, you get a notification showing 2 sessions remaining. The notification prompts you to discuss continuation during an upcoming session, not weeks after the package ends.
Sliding scale fee tracking
Different clients pay different rates based on financial need. Fee structures attach to client profiles so every session bills at the correct rate without manual adjustment. Revenue reports show income by fee tier for practice financial planning.
Client portals for self-service context
Clients log into their branded portal to see upcoming sessions, review intake documents, check package status, access superbills, and message you between sessions. Fewer "when is our next session?" texts while you are with another client. Clients get information on their own time.
White-label everything
Use your own domain. Upload your logo, set your practice brand colors and typography. Every client-facing touchpoint shows your practice brand instead of Plutio's.
Unified inbox for all client communication
When a client sends a message through the portal, books a session, or responds to an intake form, the notification appears in one inbox. Reply directly without opening email. All conversations thread by client for complete history.
Granular permissions
Control exactly who sees what. If you bring in an office manager, give them scheduling access without exposing session records. If you add an associate therapist, control which clients they can see. Permissions work at the client, project, and feature level.
No-code automations
Create rules that trigger actions without your involvement. Common therapy practice automations include sending session reminders 24 hours before bookings, alerting when clients approach final session in package, creating intake follow-up tasks for new clients, and generating superbills after sessions. Build automations through visual interface without coding.
Native integrations for therapy workflows
Connect Stripe and PayPal for payments so invoices include direct payment links. Sync Google Calendar or Outlook so bookings appear on your main calendar and availability updates automatically. Use Zapier to connect 3,000+ other apps for specialized workflows.
Client profiles become the single source of truth for therapeutic relationships when intake, scheduling, session records, and billing all feed into one system. Scattered fragments across 5 different tools come together into connected records under your practice brand.
How to set up CRM in Plutio
Setting up CRM in Plutio takes 2-4 hours for initial configuration, then 5-10 minutes per client after your templates and integrations are in place.
Step 1: Configure default settings (30 mins)
Set your timezone, session hours, and communication preferences. Configure custom fields for therapy-specific data you want to track on every client profile such as referral source, insurance information, or presenting issues. These fields appear on all client records for consistent filtering and reporting.
Step 2: Create templates (1-2 hours)
Build 3-5 templates covering your common service offerings. For therapists, recommended templates include:
- New client intake packet: Intake questionnaire, informed consent, practice policies, and therapy agreement.
- Standard session package: 8 or 12-session packages with session allocation and payment schedules.
- Couples therapy package: Modified intake and consent for couples with appropriate confidentiality terms.
Step 3: Connect integrations (20 mins)
Link Stripe and/or PayPal for payment processing. Connect your calendar through Google Calendar or Outlook so availability syncs automatically. Test each integration before using with clients.
Step 4: Import existing data (30 mins)
Upload existing client contact information via CSV. Map fields appropriately so names, emails, and session information land in the right places. Historical records can be added as attachments to client profiles.
Step 5: Test with one real client workflow
Run through the complete workflow with an actual new client. Send intake forms, have them sign consent, process first payment, book their first session, and verify everything appears on the client timeline as expected.
Common setup mistakes to avoid
- Over-customizing too early: Start minimal and refine based on actual use.
- Ignoring mobile: Download the mobile apps and test key workflows. You will check client context on your phone between sessions.
- Skipping automation setup: Configure session reminders and package alerts during initial setup.
Build templates for the 80% cases that cover most of your practice. The new client intake flow, the standard session package, and the recurring session workflow. Edge cases can be handled manually.
CRM organization for therapists
Organizing CRM creates clarity and enables efficient client management as your therapy practice grows.
Client segmentation for therapists
- Active clients: Currently in ongoing therapy with regular sessions scheduled.
- Intake pending: Completed inquiry but not yet started treatment. Intake forms and consent needed.
- Past clients: Completed treatment or paused. Strong candidates for return when ready.
Therapeutic journey stages
- Inquiry: Initial contact made, consultation scheduled or pending.
- Intake: Forms completed, consent signed, first session scheduled.
- Active treatment: Regular sessions happening, treatment goals being addressed.
- Approaching completion: Final sessions in package, continuation discussion needed.
- Maintenance: Reduced frequency, check-in sessions as needed.
Information to track
- Presenting issues and treatment goals from intake
- Session records with progress notes
- Between-session tasks and homework completion
- Assessment results if applicable
- Referral source and referral relationships
- Package status and billing history
Proven methods
- Update client records after each session while context is fresh
- Reference treatment goals periodically to maintain alignment
- Tag sessions by theme for pattern recognition across your caseload
- Update package status as sessions are completed so continuation timing is accurate
Organized CRM enables pattern recognition across your entire caseload. When you notice common themes, you can proactively develop resources. Structure serves clinical insight.
Client portals for therapists: CRM connection
Client portals connect CRM data to client-facing access, creating self-service for scheduling, intake documents, and billing without requiring phone calls or emails between sessions.
Portal as client hub
Clients access their complete therapy relationship through white-label portals running on your own custom domain with your logo, colors, and fonts. No Plutio branding. No "Powered by" badge. No third-party login screen anywhere. Session schedule, intake documents, invoices, superbills, and messages all live at yourpractice.com. CRM data powers what clients see - when you update a client's package status, they see the updated count in their portal immediately. Most competitors let you upload a logo but still show their own branding. Plutio's portal looks like your own custom-built practice platform, which shapes how clients perceive your credibility and professionalism.
Consistent experience
Portal presentation reflects the organized data in CRM. Clients don't see scattered booking confirmations, separate consent links, and disconnected payment receipts. They see one branded practice portal with everything connected.
Self-service access
Clients find their own session schedules, intake documents, and invoices through portal navigation. Fewer "can you resend that invoice?" emails. Fewer "when is our next session?" text messages. Clients access information on their schedule.
Two-way visibility
Portal interactions feed back into CRM. When clients complete intake forms, you see submissions. When they access documents, activity is logged. Complete picture from both perspectives.
Continuity across treatment phases
Portals maintain relationship context across treatment phases. A client who completes an initial course of therapy and returns months later finds their history intact. Context preserved for clients who cycle through different treatment phases over time.
Portals make CRM client-facing. Internal organization translates to external experience. Clients perceive your practice as professional and organized because the portal reflects the structure in your CRM.
How to migrate CRM to Plutio
Migration from another CRM system typically takes 3-5 hours of active work spread over a weekend, with the best time to switch being during a slower booking period rather than mid-week with a full caseload.
Step 1: Export from your current tool
Most CRM software provides CSV export. Here is what to export from common tools:
- SimplePractice: Export client data from Settings. Include custom fields for session type and fee structure.
- TherapyNotes: Export client list and appointment history. Download documents separately.
- Spreadsheets: Save as CSV. Clean up formatting inconsistencies before import.
Step 2: Build templates in Plutio (2-3 hours)
Use your exported content as reference to create new intake packets and session package templates. Focus on forward-looking workflows, not historical archives. Build the intake flow, standard session templates, and continuation workflows you will use with new and continuing clients.
Step 3: Set up integrations (30 mins)
Connect payment processing through Stripe or PayPal, calendar sync through Google Calendar or Outlook. Test each integration before relying on it.
Step 4: Import data (30 mins)
Upload your CSV to Plutio. Map fields appropriately including name, email, phone, session type, fee structure. Review the import preview before confirming.
Step 5: Run parallel for new clients
Use Plutio for all new intakes while keeping the old system active for clients already in treatment. Gradual transition over 30-60 days.
Step 6: Phase out the old tool
Once all active clients are transitioned, cancel that subscription. Export any remaining historical data for archive purposes.
Common migration pitfalls to avoid
- Trying to migrate everything: Focus on active client data and forward-looking workflows.
- Switching mid-treatment: Let active clients continue on the old system. Start new intakes in Plutio.
- Not testing integrations: Verify payment processing and calendar sync work before relying on them.
After migration, opening any client profile shows their complete history -- intake responses, session timeline, package balance, and billing status -- instead of requiring you to reconstruct that picture from five separate tools before each appointment.
