Mental health practice management software typically costs roughly $40 to $100 per clinician per month for a solo practice, based on 2026 vendor pricing, but the sticker price rarely tells the whole story. Telehealth, insurance claim filing, and AI note generation are frequently billed as add-ons or reserved for higher tiers, which can add $10 to $40 per clinician per month. This guide breaks down how the pricing works, where the hidden costs hide, and what a small or solo practice actually pays.
What It Costs
Across the major platforms, entry pricing for a solo clinician lands in a predictable band, with the real variation coming from what is included versus billed separately.
| Practice size | Typical monthly range | What moves the number |
|---|---|---|
| Solo clinician | $0 to $99 base | Whether telehealth, claims, and AI are included or add-ons |
| Small group (2 to 5) | $120 to $500 | Per-clinician seat fees plus per-claim costs |
| Growing practice (6 to 15) | $500 to $1,200+ | Seat scaling, add-on stacking, and tier upgrades |
The one number that matters: the total cost per clinician per month with your real feature list, not the advertised entry price. A $39 plan that adds telehealth and AI can cost more than an $89 plan that includes them.
How Pricing Models Differ
Almost every vendor prices per clinician, but the models diverge in three ways:
- Flat, all-inclusive: one price per seat with every feature included. Easiest to predict; you pay for seats, not features.
- Tiered: a low entry tier that gates core features (claim filing, custom templates, integrations) behind more expensive tiers. The advertised price is usually the gated one.
- Freemium plus add-ons: a free or very low base, with telehealth, AI, and claims sold as separate line items. Cheap to start, harder to predict as you add features.
The model matters more than the headline number. A tiered or freemium plan can look cheaper until you add the features a real clinical practice needs.
What Drives the Price Up
Four add-ons account for most of the gap between the advertised price and the real bill:
| Add-on | How it is usually billed |
|---|---|
| Telehealth video | Included on some plans, or $10 to $15 per clinician per month elsewhere |
| Insurance claim filing | Often per claim, from $0.14 up to $0.39 each as of October 2026, or gated to a higher tier |
| AI note generation | Commonly a $35 to $40 per clinician per month add-on |
| SMS reminders and client portal extras | Per message, per clinician, or bundled, depending on vendor |
Before comparing two platforms, price out the same feature list on both. That is the only apples-to-apples comparison, and it usually reorders the rankings.
Pricing for a Small or Solo Practice
For a small or solo practice, affordability is less about the entry price and more about which features are included. A concrete example: a solo clinician who bills insurance and runs telehealth needs both of those included to get an accurate cost.
Here is what that looks like on an all-inclusive plan, using Mente360's current pricing:
| Practice size | Monthly cost | How it adds up |
|---|---|---|
| 1 clinician (solo) | $89/mo | Everything included |
| 3 clinicians | $207/mo | $89 base + 2 seats at $59 |
| 5 clinicians | $309/mo | Additional seats at $55 |
| 10 clinicians | $530/mo | Additional seats at $49 |
Every clinician seat includes telehealth, insurance claims (35 included claims and 10 eligibility checks per seat each month, with unlimited ERA processing, then a claim overage beyond the allowance), AI note generation, and workflow automation, with no tier upgrades. For a small practice, the value of an all-inclusive base price is that the price you see is the price you pay as you add clinicians.
Small-practice tip: add up your must-have features first (telehealth, claims, AI, portal), then price them on each platform. The cheapest entry tier is rarely the cheapest total once those are included.
Vendor Pricing at a Glance
All-in pricing: each vendor's group plan plus AI notes for every clinician plus telehealth where it is an add-on, at list price. Usage fees are not included. Competitor pricing verified September 2026 from each vendor's published pricing. Vendor pricing may change. How we compare
| Vendor | Entry price | How it scales | What costs extra |
|---|---|---|---|
| Mente360 | $89/mo (1 clinician) | Then $59 for seats 2 to 4, $55 for 5 to 9, $49 for 10+ | Nothing gated: telehealth, claims, AI note generation, and workflow automation included |
| SimplePractice | $99 group (Plus); $79 solo (Essential) | $74 per additional clinician, published up to 5; 6 or more is quote only | Note Taker, $35 per clinician per month. Claims: $0.39 per claim from October 1, 2026; no included claims |
| Sessions Health | $39 first clinician | $29 per additional clinician | $10 per clinician per month add-on; AI Assist, $35 per clinician per month; free tier for up to 3 active clients |
| TherapyNotes | $79 group; $69 solo | $50 per additional clinician | TherapyFuel, $40 per clinician per month. Claims: $0.14 per claim plus $0.14 ERA |
The pattern across the market: most platforms meter or tier the features a clinical practice uses every day. The clearest way to compare is to build the same feature list on each and total the monthly cost per clinician.
SimplePractice removes free monthly claims from every plan on October 1, 2026 and moves to a flat $0.39 per claim, with eligibility checks at $0.15 on Starter and Essential (Plus keeps free checks until 2027). Read what SimplePractice's October 2026 insurance pricing change means for group practices, or see what your practice would pay compared with Mente360 at 5 clinicians.
What a 5-Clinician Group Pays All-In in 2026
All-in, a 5-clinician group pays $309 a month on Mente360, $380 on Sessions Health, $479 on TherapyNotes, and $570 on SimplePractice, at September 2026 list prices with AI notes for every clinician.
| Clinicians | Mente360 | SimplePractice | TherapyNotes | Sessions Health |
|---|---|---|---|---|
| 1 | $89 | $114 | $109 | $84 |
| 3 | $207 | $352 | $299 | $232 |
| 5 | $309 | $570 | $479 | $380 |
| 10 | $530 | $1,115 (est.) | $929 | $750 |
All-in pricing: each vendor's group plan plus AI notes for every clinician plus telehealth where it is an add-on, at list price. Usage fees are not included. Competitor pricing verified September 2026 from each vendor's published pricing. Vendor pricing may change. How we compare
How Mente360 Prices
Mente360 uses a single plan at $89 per month for one clinician seat, with per-seat scaling and no feature gates. Additional clinician seats are $59 each for seats 2 to 4, $55 for seats 5 to 9, and $49 for seat 10 and up, with the volume rate applied to all additional seats once you cross a tier.
- Included in every clinician seat: telehealth, insurance claims (35 included claims and 10 eligibility checks per month, unlimited ERA), AI note generation, workflow automation, Practice Intelligence, SSO, and multi-location support.
- Usage: claim overage is $0.40 per claim and eligibility checks $0.22 each beyond the included allowance; ERA processing is always free.
- Other: CPT licensing is a $20 per clinician per year industry passthrough, and payment processing is 3.1% plus $0.30 per transaction.
- Trial and billing: a 14-day free trial with no credit card, 20% off annual billing, free data migration, and no long-term contract.
See the full pricing page for a per-seat calculator, or read how the platforms compare across features, not just price.
Frequently Asked Questions
- How much does mental health practice management software cost?
- For a solo clinician, most platforms run roughly $40 to $100 per month before add-ons, based on 2026 vendor pricing. The headline price rarely tells the whole story: telehealth, insurance claim filing, and AI note generation are often billed separately or gated behind higher tiers, which can add $10 to $40 per clinician per month. A flat, all-inclusive plan like Mente360 is $89 per month for one clinician with those features included.
- What is the most affordable option for a small practice?
- It depends on what you actually need. A freemium or low entry price can be the cheapest on paper, then cost more once you add telehealth, claims, and AI. For a small practice that bills insurance and runs telehealth, the most affordable option is usually the plan that includes those features rather than the lowest sticker price. Compare the total cost with your real feature list, not just the entry tier.
- Why is practice management software priced per clinician?
- Most vendors charge per clinician seat because cost scales with the number of providers documenting, scheduling, and billing. Solo pricing is the entry point, and each additional clinician adds a monthly fee. Watch how that per-seat fee changes as you grow: some vendors keep it flat, others offer volume discounts, and a few add per-claim or per-message fees on top.
- Are telehealth and insurance billing usually included in the price?
- Not always. Several major platforms treat telehealth and insurance claim filing as paid add-ons or reserve them for higher tiers. Insurance billing is often billed per claim on top of the subscription. Confirm whether telehealth, claims, and ERA processing are included before comparing sticker prices, because those add-ons are where the real cost difference shows up.
- Is there free mental health practice management software?
- A few platforms offer a free or freemium tier for solo clinicians, usually with limits on features, clients, or claims. Free tiers can work for a very small self-pay caseload, but practices that bill insurance or use telehealth typically outgrow them quickly once the paid add-ons are counted.
This guide is for informational purposes only. Vendor pricing changes frequently; confirm current pricing and included features on each vendor's own site before making a decision.