TLDR (Summary)
The best proposal software for therapists is Plutio ($19/month).
Standalone proposal tools send documents but don't connect to your practice workflow. Plutio proposals convert directly to therapy agreements and session scheduling... so accepted packages flow straight into active client relationships without re-entering details.
Therapists get package options clients select online, e-signatures, automatic agreement generation, and first session scheduling. Clients see professional, branded proposals that reflect your practice.
Therapists using connected proposals close 2x faster through professional presentation and reduced back-and-forth.
For additional strategies, read our freelance proposal writing guide.
What is proposal software for therapists?
Proposal software for therapists is software that creates, sends, and tracks therapy service proposals with online acceptance capability.
The distinction matters: describing services via email is presenting information, proposal software creates professional documents that guide enrollment decisions. Therapy-focused proposal software connects to consent forms, scheduling, and invoicing.
What therapist proposal software actually does
Core functions include creating branded proposal documents, presenting session packages with pricing options (8, 12, 20 sessions), tracking when prospects open and view proposals, supporting online acceptance, and connecting accepted proposals to therapy agreements and client setup. Beyond the basics, proposal software stores reusable templates so each new inquiry gets a professional response in minutes rather than hours of drafting from scratch.
Email descriptions vs proposal software
Describing services in email works but lacks professionalism. Proposals cannot be tracked, package options are harder to present, and there is no clear acceptance mechanism. Proposal software elevates the enrollment experience. Emails also lack version control, so when a prospect asks for a revised package, there is no clean way to send a new version and track which iteration they accepted. Proposal software handles versioning, acceptance status, and follow-up reminders in one place.
What makes therapist proposals different
Therapy service packages often include multiple components: individual sessions, sliding scale options, package discounts, and payment plan alternatives. Proposals must present these clearly while helping potential clients compare options and understand the investment in their mental health. Unlike project-based proposals in other industries, therapy proposals often describe an ongoing relationship with recurring sessions, so the document must communicate both the immediate enrollment details and the long-term treatment framework.
When proposals connect to agreements and scheduling, the client setup flow becomes smooth. Accepted proposals trigger everything needed to begin treatment.
Why therapists need proposal software
"Proposals" may sound unusual in a therapy context, but the underlying need is real: after a consultation call, potential clients need a clear, professional summary of service options, pricing, and next steps before they commit. That's what proposal software handles for therapists, and doing it well directly affects how many consultations convert to active clients.
Most therapists handle post-consultation follow-up through email: a text description of services, a mention of rates, and a request to "let me know if you'd like to move forward." There's no tracking, no structured package options, and no clear acceptance mechanism. The prospect receives the email alongside dozens of others and the window of motivation that opened during the consultation starts closing.
The consultation-to-client conversion gap
After a phone consultation, potential clients are at peak motivation. The conversation was personal, the therapist seemed like a good fit, and the prospect is ready to commit. But if the follow-up arrives as an informal email two days later with rates buried in a paragraph of text, that motivation erodes. According to GetAccept research, proposals sent promptly close at twice the rate of delayed responses. For therapists, where timing intersects with emotional readiness, speed and clarity in the follow-up directly affect enrollment.
The sliding scale presentation challenge
Presenting sliding scale options through email creates awkwardness. A plain text email listing three fee tiers ($175, $120, $85) without context feels transactional during what should be a therapeutic decision. Professional proposal documents present fee tiers with explanations, helping potential clients self-select the appropriate rate based on their financial situation. The format elevates a potentially uncomfortable conversation into a clear, dignified presentation of options.
The service package comparison problem
Therapy service packages involve multiple variables: session count (8, 12, 20 sessions), session frequency (weekly vs biweekly), session type (individual vs couples), and payment options (upfront vs installment). Presenting these options in an email overwhelms prospects with unstructured information. A structured proposal with side-by-side package comparison helps potential clients evaluate options and make decisions faster. When prospects can see exactly what each package includes and costs, the back-and-forth of "what's included in the 12-session package?" disappears.
The enrollment follow-through gap
Even after a prospect decides to move forward, the enrollment process in most practices requires multiple separate steps: send an acceptance email, then send consent forms separately, then set up scheduling access, then collect the first payment. Each step requires the prospect to take action in a different context. Proposal software that connects to consent forms, scheduling, and payment collection turns acceptance into a single action that triggers everything else automatically.
Connected proposal software turns consultation follow-up into a professional enrollment experience. Plutio proposals present service packages with clear pricing, track prospect engagement, and flow accepted proposals directly into therapy agreements and session scheduling.
Proposal features therapists need
The essential proposal features for therapists connect service presentation with intake workflows, scheduling, and client communication while handling the unique patterns that therapy enrollment requires.
Core proposal features
- Custom templates: Add your practice logo, brand colors, typography, and service descriptions. Create different templates for individual therapy, couples counseling, and group sessions. Set up once and apply with one click.
- Package option presentation: Display session packages (8, 12, 20 sessions) with pricing, payment plans, and sliding scale options. Prospects choose based on needs and budget.
- View tracking: See when prospects open and view your proposals. Inform follow-up with engagement data rather than guessing.
- Online acceptance: Digital acceptance with signature capability. No printing, scanning, or email replies required.
- Automated follow-up: Configure reminders for unviewed or pending proposals. Professional follow-ups send automatically at intervals you choose, like 2 days after initial send and again at 5 days if no response.
- Payment collection at acceptance: Collect deposits or first session payment when clients accept. Reduce friction between decision and enrollment. Payment processing through Stripe or PayPal means funds reach your account within 1-2 business days.
Therapist-specific features
- Sliding scale presentation: Present different fee tiers clearly so potential clients can self-select the appropriate rate based on their financial situation.
- Proposal-to-consent flow: When a prospect accepts a proposal, informed consent documents generate automatically. No retyping terms.
- Consultation follow-up: After phone consultations, proposals send promptly while interest is high. Templates mean fast turnaround.
- Specialization framing: Therapy proposals communicate your approach and specializations. Prospects understand whether your therapeutic style fits their needs before committing. Whether you practice CBT, EMDR, psychodynamic therapy, or another modality, proposals frame the approach in client-friendly language that builds confidence in the treatment plan.
Platform features that multiply value
- Branded proposal delivery: Proposals go out under your practice domain with your logo and colors. Prospective clients see your credentials and approach, not a third-party software brand, from the very first touchpoint.
- Proposal response tracking in one inbox: When a prospect replies with questions about session packages or requests a different sliding scale tier, the message appears alongside their proposal status. No digging through email to match responses to the right inquiry.
- Group practice proposal routing: In multi-therapist offices, each clinician sends proposals under their own name while administrators track conversion rates across the practice without viewing individual fee negotiations.
- Acceptance-triggered workflows: When a prospect accepts a service package, consent forms generate, scheduling access opens, and intake tasks create automatically. One acceptance sets the entire enrollment sequence in motion.
Proposal software becomes valuable when acceptance triggers the entire onboarding workflow. When proposals connect with consent forms, scheduling, and billing, the duplicate data entry that consumes hours every week disappears.
Proposal software pricing for therapists
Proposal software for therapists typically costs $19-65 per month, with ROI measured in client conversion improvement.
What therapists typically pay for proposal tools
- PandaDoc: $19-49/month per user
- Proposify: $49-65/month
- Better Proposals: $19-29/month
- SimplePractice: $69-99/month (includes intake workflow)
These tools handle proposals or intake but require separate systems for scheduling, contracts, and invoicing. When you add up the cost of 3-4 separate tools, the total typically reaches $80-150 per month before accounting for the time spent copying data between them.
Plutio pricing (February 2026)
- Core: $19/month: Unlimited proposals plus contracts, scheduling, invoicing, client portals.
- Pro: $49/month: Unlimited clients, team features, advanced permissions.
- Max: $199/month: Unlimited team, white-label with custom domain, single sign-on.
The ROI calculation for therapists
- Conversion improvement: Professional presentation increases enrollment rates
- Time savings: Templates reduce proposal creation to minutes
- Faster decisions: Clear packages accelerate prospect decision-making
- Reduced tool costs: Replacing 3-4 separate subscriptions with one platform cuts monthly software spend by 40-60%
One additional client enrolled through a professional proposal covers over a year of the $19/month subscription, and better presentation pays for itself with every new prospect.
Why Plutio is the best proposal software for therapists
After a consultation call, a therapist's follow-up needs to do more than describe services -- it needs to trigger consent forms, open scheduling, and start the client relationship. Plutio proposals do exactly that, because proposals, agreements, booking, and billing all live in one platform.
Complete enrollment workflow
When a prospect accepts your proposal, Plutio can automatically generate the therapy agreement for signing, set up intake forms for completion, create the client profile, and open scheduling access. Every step connects to the next without copying data between systems. The entire flow from accepted proposal to first scheduled session can happen within minutes, not the days of back-and-forth that manual processes typically require.
White-label everything
Use your own domain. Upload your logo, set your practice brand colors and typography. Every client-facing touchpoint shows your brand: proposals, consent forms, invoices, portals. Clients never see "Plutio" or any indication you're using third-party software.
Unified inbox for all communication
When a prospect responds to a proposal, asks a question, or accepts your offer, the message appears in one inbox. Reply directly without opening email. The conversation history stays attached to that person's record, so three months later when a past prospect reaches out again, you can see exactly what was discussed and what package they were considering.
Granular permissions
Control exactly who sees what. In group practices, each therapist manages their own proposals. Administrative staff can handle follow-ups without accessing clinical information.
No-code automations
Create rules that trigger actions without your involvement. Common therapy practice automations include: send follow-up when a proposal is viewed but not accepted, notify you when a prospect accepts, create intake tasks when proposals convert, send welcome materials when agreements are signed.
Native integrations
Connect Stripe and PayPal for payments. Sync Google Calendar or Outlook for scheduling. Use Zapier to connect 3,000+ other apps. Native integrations mean payment confirmations, calendar entries, and client notifications happen automatically when proposals convert.
Service package presentation
Therapy proposals present service options clearly. Individual sessions, session packages, and ongoing therapy plans. Prospects self-select the option that fits their needs and budget. Each package option displays the session count, frequency, duration, total investment, and per-session rate so prospects can compare at a glance.
Sliding scale options
Present fee tiers within proposals so potential clients understand your sliding scale before the first conversation about money. Transparent pricing builds trust from the first interaction. Clients appreciate knowing the fee structure upfront, and presenting it within a professional proposal context reduces the awkwardness that often accompanies financial discussions in therapeutic relationships.
Consultation follow-up speed
After phone consultations, proposals send immediately while the prospect's motivation is highest. Templates mean the proposal goes out in minutes, not days. Fast follow-up signals professionalism and respect for the prospect's time and emotional readiness.
Credential and approach presentation
Proposals include your therapeutic approach, specializations, credentials, and what clients can expect. Prospects make informed decisions about fit before committing. Including details like session structure, communication expectations between sessions, and cancellation policies within the proposal sets clear expectations before the therapeutic relationship begins.
Inquiries convert to enrolled clients through one connected flow. Your branded proposals, consent forms, scheduling, and billing all operate from a single platform, so prospect-to-client conversion happens without juggling separate tools.
How to set up proposal software in Plutio
Setting up proposal software in Plutio takes 45-60 minutes initially, with each new proposal taking 10-15 minutes using templates.
Step 1: Define your service packages (30 mins)
- Document your therapy offerings (individual, couples, group)
- Define session packages with pricing (8, 12, 20 sessions)
- Prepare sliding scale fee tiers if applicable
Step 2: Create proposal templates (1 hour)
- Design branded template layout with practice logo and colors
- Configure service package presentation sections
- Add your therapeutic approach and credentials
- Set up pricing with payment plan options
Step 3: Connect workflow (30 mins)
- Configure acceptance triggers (generate consent forms, open scheduling)
- Set up therapy agreement generation on acceptance
- Connect payment processing for deposits
- Test the full acceptance flow from proposal view to scheduled session
Step 4: Use for next inquiry
Send a real proposal to the next prospect who inquires. Refine based on their response and your experience. Pay attention to which sections prospects spend the most time viewing and adjust content accordingly.
Template optimization
Analyze which elements correlate with acceptance. Refine package presentation, pricing display, and approach description based on results. Track acceptance rates by template type to identify which proposal formats perform best for different service offerings.
Common setup mistakes to avoid
- Creating too many package variations upfront: Start with 2-3 core packages (individual sessions, a starter package, and an extended package). Adding specialized options for every possible scenario before sending a single proposal leads to decision fatigue for prospects and maintenance work for you.
- Not previewing the client view before sending: Open the proposal as a prospect would see it. Check that package descriptions read clearly, pricing displays correctly, and the acceptance flow works from start to finish. Formatting that looks fine in the editor can render differently in the client-facing view.
- Skipping the acceptance-to-onboarding automation test: Before sending your first real proposal, test the full chain: accept the proposal, verify the consent form generates, confirm scheduling access opens, and check that the client record populates correctly. A broken automation discovered after a real prospect accepts creates a poor first impression.
Template investment supports consistent, professional inquiry responses. Each new prospect receives professional presentation with minimal effort.
Proposal templates for therapists
Therapy service proposal templates structure package information for maximum conversion while reflecting your therapeutic approach.
Essential template types for therapists
- Individual therapy package: Standard session packages with frequency options, typically 8, 12, or 20 sessions with weekly or biweekly scheduling
- Couples therapy package: Modified structure for couples with appropriate pricing
- Intensive program: Concentrated timeframe for specific treatment goals
- Group therapy: Cohort-based therapy with participant limits and start dates
Recommended proposal structure
- Introduction: Personal connection and understanding of their situation
- Your approach: Therapeutic modality and how it addresses their concerns
- Service options: Session packages with clear pricing
- Sliding scale: Fee tiers if applicable
- Payment options: Pay per session, package, or payment plan
- What to expect: Intake process and first session preparation
- Credentials: License, specializations, and relevant experience
- Next steps: Clear acceptance path
Template proven methods
- Lead with understanding their needs, not your credentials
- Present 2-3 package options at different commitment levels
- Include clear next steps for enrollment
- Make acceptance easy with one-click digital acceptance
- Add a personal video or audio message for a warmer introduction
- Include testimonials from past clients (with consent) to build trust
Templates encode your best enrollment approach. Consistent professional presentation across all prospects.
Client portals for therapists: proposal presentation
Client portals provide a professional context for proposal viewing and ongoing relationship management.
Proposal presentation through portals
Proposals accessed through branded client portals create stronger impressions than email links. Plutio portals run on your own custom domain with your logo, colors, and fonts - zero third-party branding visible anywhere. No "Powered by" badge. No generic login screen. Prospects see yourpractice.com exclusively, which matters in therapy where trust forms before the first session even starts. A client reviewing your proposal at yourpractice.com has a fundamentally different reaction than one landing on app.somesoftware.com.
Beyond proposal viewing
Portals give clients access to their complete relationship: proposals, consent forms, session schedules, and invoices. Professional organization from first touch.
Enrollment through portals
Once accepted, portals become the home for intake documents, session scheduling, and billing. The proposal location becomes the relationship hub.
Professional positioning
Portal access signals organizational sophistication. Prospects experience a professional practice that inspires confidence in your ability to provide structured, reliable care. When potential clients compare your practice to others, the portal experience often becomes a differentiating factor in their decision.
Self-service access
Clients find documents, schedules, and resources without calling or emailing. Self-service access supports clients while reducing your administrative burden. Past proposals, signed agreements, and session records all live in one place where clients can reference them anytime.
Portals transform proposal presentation from document delivery to relationship initiation. The professional experience continues throughout treatment.
How to migrate proposals to Plutio
Migration from another proposal system typically takes 1-2 hours of active work, with the best time to switch being between inquiry cycles.
Step 1: Export from your current tool
Most proposal software provides document export. Here's what to export from common tools:
- PandaDoc: Download proposal templates and contact lists from Settings.
- Proposify: Export contacts and proposal history from Reports section.
- Better Proposals: Export client list and template data.
Step 2: Build templates in Plutio (45-60 minutes)
Use your existing proposals as reference to create new templates. Start with your most-used service package. Recreate 2-3 core templates initially. Focus on forward-looking workflows.
Step 3: Set up integrations (30 mins)
Connect payment processing (Stripe, PayPal), calendar sync (Google Calendar, Outlook). Test each integration before relying on it.
Step 4: Import contact data (30 mins)
Upload your prospect and client CSV to Plutio. Map fields appropriately. Active prospects get proposals through Plutio going forward.
Step 5: Run parallel for new inquiries
Use Plutio for all new inquiry responses while keeping the old system for reference. New prospects experience your updated workflow. Running both systems temporarily ensures no prospect falls through the cracks during the transition period.
Step 6: Phase out the old tool
Once you're comfortable with Plutio (typically 2-4 weeks), cancel the old subscription. Export any remaining data before cancellation. Most therapists find the transition natural within the first week because the workflow mirrors how they already think about client enrollment.
Common migration pitfalls to avoid
- Trying to migrate everything: Focus on current templates and forward-looking workflows.
- Not testing the acceptance flow: Verify that proposal acceptance triggers consent forms and scheduling correctly.
- Skipping branding setup: Take time to configure your practice branding before sending proposals.
- Ignoring template refinement: Use the first 2-3 proposals as learning opportunities to refine your templates.
- Not setting up automations: Configure follow-up reminders and acceptance triggers during initial setup. Automations running from day one prevent manual follow-up tasks from accumulating.
After migration, every new inquiry gets a tracked, branded proposal in minutes instead of a plain email that disappears into the prospect's inbox. Consultation calls convert to enrolled clients through one connected flow.
