TLDR (Summary)
The best project management software for therapists is Plutio ($19/month).
Plutio connects treatment plans directly to session scheduling, intake tracking, progress updates, and payment collection - so therapeutic engagements run from intake to completion without copying data between separate tools for tasks, calendar, and invoicing. Client portals give clients self-service access to their schedules, documents, and upcoming sessions.
According to Harvard Business Review, knowledge workers lose around 9% of productive time to context switching between apps. For therapists managing 20+ clients across different treatment phases, that context switching means hours lost each week to coordination instead of clinical work.
For additional strategies, read our freelance project management guide.
What is project management software for therapists?
Project management software for therapists is software that organizes treatment plans with complete visibility into sessions scheduled, intake progress, and treatment milestones tracked against the engagement scope.
The distinction matters: generic project management tracks tasks and deadlines. Therapy-focused project management connects to session booking, intake workflows, client portal access, and invoicing tied to session packages. A 12-session treatment plan includes scheduled sessions, intake form completion, between-session tasks, progress check-ins, and payment collection - therapy project management keeps all of that visible in one workflow.
What therapy project management actually does
Core functions include organizing treatment plans into phases with milestones, attaching scheduled sessions to treatment stages, tracking intake completion against requirements, and giving clients self-service portal access to see their schedule and documents.
Practice management vs project management
Practice management handles the clinical side: documentation, insurance, compliance. Project management handles the business operations side: intake workflows, session coordination, billing triggers, and client communication. You need both: something to handle clinical requirements and something to organize the business operations that keep a private practice running smoothly.
What makes therapy project management different
Therapy work happens in cycles: session scheduled, intake forms completed, session conducted, notes documented, next session booked. Treatment plans that span weeks or months include recurring sessions plus between-session tasks. Without project management that connects to scheduling and client portals, documents live in one tool, scheduling in another, and billing in a third.
When project management connects to scheduling and client portals, treatment plans run as complete workflows. Sessions appear on the calendar, related documents show up in the client portal, and billing reflects sessions delivered.
Why therapists need project management software
Therapy work splits into two distinct categories that rarely get managed together: the clinical work of delivering treatment, and the business operations of running a practice. Project management for therapists bridges that gap by organizing treatment phases, between-session tasks, and practice operations into a single workflow.
A typical therapy engagement involves intake processing, consent documentation, assessment sessions, active treatment with weekly sessions, between-session assignments, progress check-ins, and eventually termination or renewal. Each phase has its own tasks, documents, and timelines. Without a system connecting these phases, each one operates independently, and the transitions between phases rely on the therapist's memory.
The treatment plan phase problem
Treatment plans progress through phases: assessment, active treatment, maintenance, and termination. Each phase has different session frequencies, different goals, and different administrative requirements. During assessment (sessions 1-4), the focus shifts between presenting issues, history gathering, and treatment planning. During active treatment (sessions 5-12), between-session assignments and progress tracking take priority. Without project management that structures these phases, the treatment plan exists as an idea in the therapist's head rather than a visible, trackable workflow.
The between-session task gap
Effective therapy often involves homework: journaling exercises, behavioral experiments, mindfulness practices, or reading assignments. A therapist assigns a task in session 5, but without a tracking system, confirming completion before session 6 relies on asking the client verbally. If the task wasn't completed, the session pivots, but the incomplete task disappears unless manually tracked. According to Harvard Business Review, context switching costs around 9% of productive time, and for therapists, remembering each client's outstanding assignments across 20+ active cases adds significant cognitive load.
The practice operations vs clinical work split
Clinical documentation, insurance compliance, and treatment protocols fall under practice management. Intake workflows, session coordination, billing triggers, client communication, and marketing fall under business operations. Most therapy-specific tools focus on the clinical side and leave the business side to generic tools or manual processes. A therapist managing both sides simultaneously needs project management that handles intake pipelines, session package tracking, and billing schedules alongside the clinical workflow.
The multi-modality coordination challenge
Therapists offering individual, couples, and group sessions face distinct project management needs for each modality. Couples therapy involves coordinating two clients' schedules, maintaining separate and joint records, and tracking different consent documents. Group therapy requires cohort management, participant tracking, and session-specific attendance. Each modality has unique workflows that generic task lists can't organize effectively.
Connected project management software gives therapy practices a single view of both clinical engagement and business operations. Plutio organizes treatment phases with session scheduling, between-session tasks, intake tracking, and billing triggers, so the complete picture of each client engagement stays visible from intake through termination.
Project management features therapists need
The essential project management features for therapists connect treatment plans to session scheduling and intake tracking while handling the recurring cycles that therapeutic work requires.
Core project management features
- Treatment plan templates: Build intake-to-treatment workflows once with milestones, session frequency, and required documents - then clone for each new client instead of rebuilding from scratch.
- Task assignment to clients: Create between-session tasks and assign them to clients with due dates. Clients see their tasks in their portal; therapists see completion status without asking.
- Session tracking: Link scheduled sessions to treatment phases so each session appears in context within the overall treatment plan, not floating in a generic task list.
- File organization by client: Attach intake forms, consent documents, and resources to specific clients and treatment phases. Clients access documents through their portal organized by phase.
- Progress visibility: See at a glance which clients have completed intake, which are mid-treatment, and which are approaching package completion.
Therapist-specific features
- Recurring sessions: Set up weekly or biweekly sessions as part of a treatment template. Plutio creates the full session schedule automatically instead of booking each appointment individually.
- Client portal access: Give each client a branded portal where they see their session schedule, intake documents, between-session tasks, and billing information in one place.
- Intake workflow tracking: Monitor which intake steps each new client has completed: inquiry response, intake forms submitted, consent signed, first session scheduled. Visual progress through the intake pipeline.
Platform features that multiply value
- Branded treatment portals: Clients log into your practice domain to view treatment milestones, between-session tasks, and upcoming appointments. The portal reflects your practice identity, not a generic project management interface.
- Treatment updates in one feed: When a client completes an intake form, books a session, or finishes a between-session assignment, the update appears in your inbox alongside other client activity. No checking three separate tools for treatment progress.
- Caseload isolation for group practices: Each therapist sees only their assigned treatment plans and client progress. Office managers track intake pipeline status across the practice without viewing individual session details.
- Phase-triggered actions: When a client completes the intake phase, Plutio can automatically schedule the first session, send welcome materials, and create the treatment plan. Each treatment phase transition triggers the next set of tasks without manual coordination.
Practice management works best when every component shares data automatically. Project management that connects with scheduling, contracts, invoicing, and client portals eliminates duplicate data entry. Consent signed, sessions scheduled, portal access granted, first invoice sent - all triggered by one action.
Project management software pricing for therapists
Project management software for therapists typically costs $7-25 per user per month for generic tools, with therapy-specific platforms costing $49-99 per month.
What therapists typically pay for project management
- Trello: $5-10/user/month. Visual boards with limited automation and no scheduling or invoicing.
- Asana: $10.99-24.99/user/month. Task management with timelines but no client portals or billing.
- SimplePractice: $69-99/month. Therapy-specific but focused on clinical documentation.
- TherapyNotes: $49-59/month. Clinical notes focus with basic scheduling.
Generic tools lack scheduling, client portals, and payment collection. Therapy-specific tools focus on clinical documentation but may not handle the business operations side of practice management.
Plutio pricing (February 2026)
- Core: $19/month: Unlimited project management plus scheduling, invoicing, contracts, intake forms, and client portals.
- Pro: $49/month: Unlimited clients, team features for group practices, advanced permissions.
- Max: $199/month: Unlimited team, white-label with custom domain, single sign-on.
The ROI calculation for therapists
- Admin time recovered: Pre-session prep drops significantly when client context is already organized on one screen.
- Tool consolidation: Replace separate project management, scheduling, and billing tools with one platform.
- Client experience upgrade: Branded portals create professional experience that builds trust from intake onward.
Plutio pays for itself with the first hour of recovered admin time per month. One fewer missed renewal conversation covers the subscription cost.
Why Plutio is the best project management for therapists
Treatment plans span weeks or months, and every phase -- intake, active sessions, between-session tasks, billing -- needs to stay visible in one place. Plutio ties your project management to session booking, client portals, and payment tracking, so each client's treatment arc stays organized without juggling separate apps.
Treatment plans that connect to the full client lifecycle
Create a treatment plan template with intake requirements, session frequency, and billing structure. When a new client signs their therapy agreement, Plutio creates the treatment plan automatically with sessions scheduled based on your availability, consent attached, invoice scheduled, and portal access granted.
Client portals that show treatment progress
Each client gets a branded portal where they see their complete treatment journey: upcoming sessions with booking links, completed intake steps, between-session tasks, and billing history. When you complete a session and update their records, the portal reflects the current state automatically.
Intake workflow management
Track each new client through the intake pipeline: inquiry received, intake forms sent, forms completed, consent signed, first session scheduled. Visual progress shows which clients are stuck at which stage so you can follow up specifically rather than wondering who still needs to complete their paperwork.
Session scheduling that knows treatment context
Booking links connect to client records and treatment phases. When a client books their next session, the calendar invitation includes their treatment context. You open the session knowing where they are in treatment without checking three separate tools first.
Between-session task management
During a session, create tasks for the client with due dates. Those tasks appear in the client's portal. You see completion status on your dashboard without sending follow-up messages. Automated reminders nudge clients about incomplete tasks before the next session.
White-label everything
Use your own domain. Upload your logo, set your practice brand colors. Every client-facing touchpoint shows your practice brand. Client portal, booking confirmations, invoices - all branded as your practice.
Unified inbox for all client communication
When a client messages through their portal, books a session, or submits intake forms, the message appears in one inbox. Reply directly without opening email.
Granular permissions for group practices
Control exactly who sees what. Associates see only their assigned clients. Administrative staff manage scheduling without accessing session-related information. Each role gets appropriate access.
No-code automations
Create rules that trigger actions without your involvement. Common therapy practice automations: when consent is signed, send welcome materials and grant portal access; when intake forms are submitted, notify the therapist and schedule first session; when session package completes, generate continuation conversation reminder.
Native integrations for therapy workflows
Connect Stripe and PayPal for payments. Sync Google Calendar or Outlook so sessions appear on your main calendar. Use Zapier to connect other apps as needed.
Practice operations flow from inquiry through treatment without copying client data between disconnected tools. Your intake workflow, treatment structure, and branded portal all live in one platform where every step connects to the next automatically.
How to set up project management in Plutio
Setting up project management 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 booking buffer times. Define default task statuses that match your practice workflow: Not Started, In Progress, Complete. Configure notifications so you're alerted when clients complete intake forms or book sessions.
Step 2: Create treatment plan templates (1-2 hours)
Build 3-5 templates covering your common service offerings. For therapists, recommended templates include:
- Standard individual therapy: Intake forms, consent, weekly sessions with progress milestones at 4, 8, and 12 sessions.
- Couples therapy: Modified intake for both partners, 80-minute session scheduling, and couples-specific consent.
- Assessment and referral: Short-term engagement with intake, 2-3 assessment sessions, and referral documentation.
Step 3: Connect integrations (20 mins)
Link payment processing and calendar sync. Test each integration before using with clients.
Step 4: Import existing clients (30 mins)
Upload existing client data via CSV. Map fields including name, contact info, treatment status, and session package information.
Step 5: Test with one real client
Run through the complete workflow with an actual new client. Send intake forms, collect consent, schedule first session, and verify everything appears correctly in their portal.
Common setup mistakes to avoid
- Over-customizing too early: Start with a minimal treatment template and add complexity after working with several clients.
- Ignoring mobile: Download the apps and test key workflows from your phone.
- Skipping automation setup: Configure intake reminders and session notifications during initial setup.
Build templates for the 80% cases. Your standard individual therapy intake and your couples therapy intake cover most situations. Handle specialty cases by customizing the closest template.
Project management organization for therapists
Organizing project management creates clarity for you and confidence for clients navigating the therapeutic process.
Treatment plan structures for therapists
- Phase-based organization: Intake, Assessment, Active Treatment, Maintenance, Termination. Milestones and documents attach to each phase.
- Session-count organization: Organize by session packages. Sessions 1-4 (Assessment), Sessions 5-8 (Active Work), Sessions 9-12 (Integration). Clear progress through the package.
- Hybrid approaches: Combine phases and session counts. Treatment phases provide structure while session tracking provides billing clarity.
Practice stages that match therapy workflows
- Intake: Inquiry received, forms sent, forms completed, consent signed, first session scheduled.
- Active treatment: Regular sessions happening, between-session tasks assigned, progress documented.
- Completion: Final sessions, progress review, termination or continuation discussion, referral if needed.
Information to track per client
- Intake form completion status
- Consent documents signed and on file
- Session dates and attendance (scheduled, completed, cancelled, no-show)
- Between-session task assignments and completion
- Package status and billing history
- Treatment milestones and progress notes
Proven methods for practice organization
- Limit treatment plan phases to 3-5 stages for clarity
- Name milestones as outcomes, not tasks
- Use consistent naming across all client treatment plans
- Attach documents to specific phases for easy retrieval
Organized project management enables efficient practice operations. Clear phases and milestone tracking serve both clinical work and business management.
Client portals for therapists: project management connection
Client portals connect project management data to client-facing access, creating self-service experiences for clients navigating the therapeutic process.
Portal as client hub
Clients access their complete therapeutic relationship through white-label portals that run on your own domain. Your logo, your colors, your fonts - with zero Plutio branding visible anywhere. No "Powered by" footer. No third-party login page. Clients log into yourpractice.com and see upcoming sessions, intake documents, between-session tasks, and billing history all in one place. For therapy clients managing treatment plans over months, logging into a familiar practice URL builds continuity that a generic software interface never can.
Consistent experience throughout treatment
Portal presentation reflects organized treatment plans. Clients experience professional practice management from intake through termination. Not scattered booking confirmations, separate consent links, and disconnected payment receipts.
Self-service reduces admin interruptions
Clients find their own session schedules, intake documents, and invoices through portal navigation. Time saved scales with caseload size. Twenty clients asking for documents twice per month costs 40 interruptions that self-service eliminates.
Two-way visibility
Portal interactions feed back into project management. When clients complete intake forms, you see submissions. When they book sessions, it appears on your calendar. Complete picture from both perspectives.
Treatment continuity for returning clients
Portals maintain context across treatment phases. A client who completes initial therapy and returns months later finds their history intact. Continuity reinforces the long-term therapeutic relationship.
Portals make project management client-facing. Internal organization translates to external experience - the phases and documents you structure become the interface clients navigate throughout treatment.
How to migrate project management to Plutio
Migration from another project management system typically takes 3-5 hours of active work spread over a weekend, with the best time to switch being during a lighter scheduling period.
Step 1: Export from your current tool
Most project management software provides CSV export. Here's what to export from common tools:
- Asana: Export projects to CSV from project menu. Includes tasks, due dates, and completion status.
- Trello: Export boards to JSON from board menu. Convert to CSV using free online converters.
- SimplePractice: Export client data and appointment history from Settings.
Step 2: Build treatment plan templates in Plutio (2-3 hours)
Use your exported data as reference to create new treatment plan templates. Focus on forward-looking workflows for new clients. Build the intake pipeline, standard treatment phases, and session package structures you will use going forward.
Step 3: Set up integrations (30 mins)
Connect payment processing and calendar sync. Test each integration before relying on it.
Step 4: Import active client data (30 mins)
Upload your client CSV to Plutio. Map fields to Plutio fields: client name, contact info, treatment phase, package status. Import active clients rather than entire historical archives.
Step 5: Run parallel for new clients
Use Plutio for all new intakes while keeping the old system for active treatment plans. Completing existing treatment on the old tool and starting new clients on Plutio provides clean transition boundaries.
Step 6: Phase out the old tool
Once all active clients are transitioned (typically 30-90 days), cancel that subscription. Export final archives for record-keeping.
Common migration pitfalls to avoid
- Trying to migrate everything: Import active clients and current treatment plans. Archive historical data elsewhere.
- Switching mid-treatment: Let active clients continue on the old system. Start new intakes on Plutio.
- Not testing integrations: Verify calendar sync and payment processing work before sending clients to the new system.
After migration, every client's treatment arc -- from intake forms through session milestones to package completion -- lives in one visible workflow instead of scattered across calendar apps, spreadsheets, and email threads.
