Free interactive tool
Group Practice Software Cost Calculator: What Your Practice Pays Per Year
This calculator shows what your group therapy practice pays for practice management software under per-clinician pricing, and what the same practice pays under flat per-practice pricing. At published July 2026 rates, a 10-clinician group pays $3,480–$11,880 per year on per-clinician platforms; a flat $149/month plan costs $1,788. Enter your clinician count and current platform below — the math updates live and every assumption is shown.
Published by ClinicPro360 · Vendor prices and assumptions last reviewed July 14, 2026
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Everything runs in your browser. Nothing is stored or sent unless you choose to email the breakdown below.
Your practice
Your result
- Current platform, monthly
- $345
- Current platform, annual
- $4,140
- ClinicPro360 Professional (up to 10 clinicians, 3 locations)
- $149/mo · $1,788/yr
- Monthly difference
- $196/mo more on your current platform
- Annual difference
- $2,352 more on your current platform
How this was calculated: 5 clinicians × $69 = $345/mo vs $149 flat for ClinicPro360 Professional.
Prefer a conversation? Request a walkthrough and bring these numbers with you.
How does the calculator work?
The math is deliberately simple, because per-clinician pricing is simple: your monthly bill is your published per-clinician rate multiplied by your clinician count, plus any per-clinician add-ons such as telehealth or AI notes. TherapyNotes is the one structural exception — it bills $79 for the first clinician and $50 for each additional one, so the calculator applies that formula instead.
The comparison side matches your clinician count to the ClinicPro360 tier that fits it: Essentials ($59/month, up to 3 clinicians), Professional ($149/month, up to 10 clinicians and 3 locations), or Elite ($299/month, unlimited). Because these are flat per-practice prices, the comparison line does not move when you add clinicians within a tier — that difference is the entire point of the tool. The formula behind every result is printed under the output, for example: 5 clinicians × $69 = $345/mo vs $149 flat.
What do 5, 10, and 20-clinician groups actually pay?
These worked examples use published July 2026 rates and require no JavaScript — the same arithmetic the calculator runs. The per-clinician column uses SimplePractice’s $69 mid-tier default; the TherapyNotes column uses its published first-plus-additional formula. Neither includes add-ons, which only widen the gap.
| Practice size | Per-clinician at $69/mo | TherapyNotes formula | ClinicPro360 flat tier | Annual difference |
|---|---|---|---|---|
| 5 clinicians | 5 × $69 = $345/mo · $4,140/yr | $79 + 4 × $50 = $279/mo · $3,348/yr | Professional, $149/mo · $1,788/yr | $1,560–$2,352/yr |
| 10 clinicians | 10 × $69 = $690/mo · $8,280/yr | $79 + 9 × $50 = $529/mo · $6,348/yr | Professional, $149/mo · $1,788/yr | $4,560–$6,492/yr |
| 20 clinicians | 20 × $69 = $1,380/mo · $16,560/yr | $79 + 19 × $50 = $1,029/mo · $12,348/yr | Elite, $299/mo · $3,588/yr | $8,760–$12,972/yr |
Difference ranges span the two per-clinician columns. See ClinicPro360 pricing for what each tier includes.
What assumptions does the calculator make?
Every default is a published vendor price, retrieved from public pricing pages in July 2026, and every default is editable. SimplePractice publishes $49/$79/$99 per-clinician tiers; the calculator defaults to $69 as a conservative mid-point rather than the $79 middle tier. TherapyNotes publishes $79 for the first clinician plus $50 per additional clinician. TheraNest (Ensora Mental Health) publishes $29/$59/$89 per-therapist tiers ($59 mid used). Sessions Health publishes $39 for the first practitioner plus $29 per additional. If your rate differs, select Other and enter it.
Three quotable results follow directly from that arithmetic. At published rates, a 10-clinician group pays $3,480–$11,880 per year for per-clinician practice management software ($29 × 10 × 12 up to $99 × 10 × 12); a flat $149/month per-practice plan costs $1,788. Every clinician hired onto a per-clinician platform adds $348–$1,190 per year in software cost before add-ons. Published add-ons for telehealth or AI notes ($10–$35 per clinician per month) add another $1,200–$4,200 per year at 10 clinicians.
The calculator compares software subscription cost only. It does not model per-claim clearinghouse fees, payment processing rates, data migration, or training time — those vary by payer mix and vendor contract. For the full cost picture, read the practice management software cost guide and the per-clinician vs flat-rate pricing explainer.
Frequently asked questions
How accurate are the vendor prices in this calculator?
Defaults come from each vendor's public pricing page, retrieved July 2026: SimplePractice publishes $49–$99 per clinician tiers (we default to $69), TherapyNotes publishes $79 for the first clinician plus $50 for each additional, TheraNest (Ensora Mental Health) publishes $29/$59/$89 per-therapist tiers (we use the $59 mid tier), and Sessions Health publishes $39 for the first practitioner plus $29 for each additional. Vendors change prices, so every default is editable — use the Other option to enter your exact rate.
Why do per-clinician costs grow faster than flat pricing?
Per-clinician platforms bill per seat, so every hire adds $348–$1,190 per year at published rates ($29–$99 per month). Flat per-practice pricing charges one price for the whole practice, so the tenth clinician costs the same as the first: nothing extra. The gap widens with every hire.
What does ClinicPro360's flat per-practice pricing include?
One price covers the whole practice: Essentials is $59 per month for up to 3 clinicians, Professional is $149 per month for up to 10 clinicians and 3 locations (including telehealth video, intake forms, and the patient portal), and Elite is $299 per month with unlimited clinicians and locations. No per-clinician fees at any tier.
Does the calculator store my inputs?
No. The math runs entirely in your browser. Nothing is saved or transmitted unless you choose to email yourself the breakdown, in which case we receive only the summary you see on screen and the business email you provide.
Where software cost fits in the bigger picture
Software is one overhead line among several that determine what a group practice owner actually takes home. The group practice profitability model works through the full P&L — utilization, compensation splits, admin staffing, and overhead — at 5, 10, and 20 clinicians. If you run a group practice today, see how ClinicPro360 supports group practices or request a walkthrough.