Best Client Management Tools: 13 Software Systems & Apps

Client Management Tools

As an independent helping professional, it can be tough to manage all your clients—especially when your practice starts expanding. Suddenly, a quick email becomes a multi-layered task of searching for the right client email, reviewing their appointment history, consulting your notes…the list goes on. When these sub-tasks are stored or hosted on different apps, what should be quick and simple becomes a jumbled mess.

This is why client management tools (or customer relationship management (CRM)) are so valuable; they can transform your administrative process into something simple, easy, and much faster. They can also help you be more effective as well as more efficient, by decreasing the risks of an embarrassing incident, like mixing up clients or forgetting an appointment. Let’s see how.

Before reading on, you’ll love our 30-day, $1 trial of Quenza, the client management toolkit for practitioners.

Quenza’s simple-to-use customer management features will help you create beautiful, personalized mental health and e-coaching solutions, and give you everything you need to make a bigger positive impact on the lives of others.

Effective Client Management Solutions: Top 7 Software & Systems

There are tons of client management solutions available for you to choose from. The hardest part is not finding good options, but deciding on which solution is the best fit for you. There are a host of CRM software features that may be provided, from scheduling to documentation to invoicing and billing, and even some that offer tools for secure videoconferencing and resource sharing.

An important note. While all of these benefits alone make these tools worth the cost, perhaps the most important function of a good client management tool is their security.

Any reliable client management software solution will provide comprehensive and continuously updated protection for your clients’ data.

When your clients entrust their care to you, one of the promises you make is to keep their personal information private and secure, and a good CRM tool will help you do just that.

When your clients entrust their care to you, one of the promises you make is to keep their personal information private and secure, and a good CRM tool will help you do just that.

The list below is not comprehensive, but it provides a good starting point to get familiar with the client management software and systems available.

SolutionDetails
Simple Practice Client Management ToolsSimple Practice provides:

  • HIPAA compliant video appointments, including screen-sharing
  • Secure client portal for communication
  • Scheduling and customizable appointment reminders
  • Intake and documentation functionality
  • Billing, credit card processing, and autopay
  • Insurance claim filing features
  • Complementary mobile app
  • HIPAA compliance
NameSimple Practice
Price$39/month and up
Good ForCoaching Management, Practice Management, Digital Health, Telehealth, Telepsychology, E-Mental Health
Websitehttps://simplepractice.com/
SolutionDetails
10to8 Client Management Tools10 to 8 offers features including:

  • Customizable appointment page
  • Automatic reminders to reduce the no-show rate
  • Syncing with your online booking system
  • Integrations with other software solutions (e.g., WordPress, Weebly, Facebook, MailChimp)
  • Survey and feedback templates
  • HIPAA compliance
  • Native Zoom video and Microsoft Teams integrations
Name10 to 8
PriceFree and up
Good ForCoaching Management, Practice Management, Physical Therapists, Occupational Therapists, Speech Therapists, Mental Health Coaches, Wellness Coaches, Business Coaches, Counselors
Websitehttps://10to8.com/
SolutionDetails
Vcita Client Management ToolsVCita includes features like:

  • Customizable appointments page
  • Automated SMS reminders
  • Private client portal
  • Invoicing and payment processing
  • Billing reminders
  • Campaign functionality (e.g., interactive widgets, promotions, coupons)
  • Integrations with other platforms (e.g., Square, Google, Zoom, Stripe, PayPal, Zapier, QuickBooks, and more)
NamevCita
Price$12/month and up
Good ForCoaching Management, Practice Management, Physical Therapists, Occupational Therapists, Speech Therapists, Mental Health Coaches, Wellness Coaches, Business Coaches, Counselors
Websitehttps://vcita.com/
SolutionDetails
Power Diary Client Management ToolsPower Diary‘s functionality includes:

  • Appointment scheduling and management
  • SMS and email reminders
  • Secure, compliant telehealth video calls
  • Online paperwork (intake forms, consent forms, etc.)
  • Client records management
  • Clinical notes
  • Online invoicing and payments
NamePower Diary
Price$5/week and up
Good ForCoaching Management, Practice Management, Physical Therapists, Occupational Therapists, Speech Therapists, Mental Health Coaches, Wellness Coaches, Executive Coaches, Counselors, Teletherapists, E-counselors, Online Coaches
Websitehttps://www.powerdiary.com/
SolutionDetails
TherapyNotes Client Management ToolsTherapy Notes‘ features include:

  • Interactive calendars and integration with other calendars
  • Appointment scheduling and automated reminders
  • Billing, invoicing, and payment processing
  • Customizable client portal
  • Custom client notes
  • Telehealth solutions, including secure video chats and messaging
NameTherapy Notes
Price$49/month and up
Good ForCoaching Management, Practice Management, Digital Health, Telehealth, Telepsychology, E-Mental Health, Mental Health Coaches, Wellness Coaches, Business Coaches, Counselors, Teletherapists, E-counselors, Online Coaches
Websitehttps://therapynotes.com/
SolutionDetails
ICANotes Client Management ToolsICANotes offers features like:

  • Appointment scheduling and reminders
  • Electronic document management system
  • Patient portal
  • Secure patient messaging and internal communications
  • HIPAA compliance
  • Electronic billing and claims submission
NameICANotes
Price$6/month and up
Good ForGeneral Healthcare, Telepsychiatry, Teletherapy, EMR, Billing and Invoicing, Reporting, Behavioral Health Specialists
Websitehttps://icanotes.com/
SolutionDetails
BestNotes Client Management ToolsBestNotes’ functionality includes:

  • Built-in customer relationship management (including inquiries, referral sources, etc.)
  • EHR (customizable assessments, treatment plans, group notes, and note templates)
  • Outcome measure tracking
  • Patient portal with safe and secure information sharing
  • Patient calendar to track cancellations, no-shows, notes, and billing codes
  • HIPAA compliant telehealth
  • Medication management and e-prescribing
  • Human resources functionality (track employee files, emergency contacts, CEUs, employment applications, etc.)
NameBestNotes
Price$50/month and up
Good ForTherapy Notes, General Healthcare, Treatment Planning, Psychological Assessments, Telepsychiatry, Teletherapy, EMR, Reporting, Remote Coaching
Websitehttps://bestnotes.com/

3 Digital Tools for Billing & Documentation

If you’re looking for tools that focus on billing and documentation rather than tools that “do it all”, the solutions above might be overwhelming or simply more than you need.

If that sounds like you, you may want to choose a more focused tool. Consider the options below.

ToolDetails
Kareo Client Management ToolsKareo’s features include:

  • Online appointments and reminders
  • Invoicing and billing
  • Payment processing
  • Insurance collections tracking
  • Billing analytics
  • Online patient intake process
  • Collection of resources to improve your practice
NameKareo
Price$80/month and up
Good ForE-Therapy, Telehealth, Private Practice Software, Customer Relationship Management
Websitehttps://www.kareo.com/mental-health/
ToolDetails
Wave Client Management ToolsWave functions include:

  • Professional invoicing
  • Payment processing
  • Recurring billing for repeat customers (including automatic credit card payments)
  • Automatic syncing with Wave Accounting software
  • Customer relationship management
  • Payment tracking and communications
  • Instant notifications for invoice viewing and payments
  • Free app for mobile use
NameWave
PriceFree – but with fees on payments accepted
Good ForInsurance Claims, Payment Processing, Billing and Invoicing, Reporting, Customer Relationship Management
Websitehttps://www.waveapps.com/
ToolDetails
QuickBooks Client Management ToolsQuickBooks can help you with:

  • Creating and sending invoices
  • Accepting payments (from credit cards and bank accounts)
  • Tracking your income and expenses
  • Capturing paper receipts
  • Reporting functionality
  • Managing contractors
  • App integration (including PayPal, Square, and Shopify)
NameQuickBooks
Price$12.50/month and up
Good ForInsurance Claims, Payment Processing, Billing and Invoicing, Reporting
Websitehttps://quickbooks.intuit.com/

3 Best Client Management Apps

If you’re looking for a solution with a mobile app so you can manage clients on the go, check out the list below.

These client management solutions have handy apps that you (and your clients) will find helpful.

AppDetails
Quenza Client Management ToolsQuenza‘s functions include:

  • Drag-and-drop menu of pre-made and customizable activities (including education, exercises, intake forms, reflection prompts, and more)
  • Real-time client progress monitoring and results
  • Assessments, surveys, scales, and other measurement tools
  • Post-session feedback and evaluation
  • Ability to share multimedia resources (e.g., quotes, videos, PDFs)
  • Cross-platform solution with a supplementary client app
NameQuenza
Price$1/month and up
Good ForTreatment Planning, Care Management Software, E-Psychology, E-Therapy, Online Coaching, Blended Therapy
Websitehttps://quenza.com/
AppDetails
DoTimely Client Management ToolsDoTimely’s functionality includes:

  • Appointment scheduling (including recurring appointments)
  • Custom client pricing (including discounts)
  • Packages and subscriptions (including tracking, reminding, and auto-renewing)
  • Invoicing and payments
  • Staff payroll
  • Integration with other popular tools (like Quickbooks)
  • In-app messaging
NameDoTimely
PriceFree to $15/month and up
Good ForTreatment Planning, Care Management Software, Appointment Scheduling, Payment Processing, Customer Relationship Management, Online Coaching
Websitehttps://dotimely.com/
AppDetails
Yellow Schedule Client Management ToolsYellowSchedule features include:

  • Appointment scheduling app
  • Customer relationship management and notes
  • HIPAA compliant
  • Secure online payments
  • All major phone and tablet devices supported
NameYellowSchedule
Price$29.95/month and up
Good ForAppointment Scheduling, Payment Processing, Customer Relationship Management
Websitehttps://yellowschedule.com/

Final Thoughts

If you want to expand and improve upon your current practice, sooner or later you’ll need to use a client management solution. It simply becomes too cumbersome to manage the many separate apps and tools you need to find, communicate with, invoice, and track progress with your clients.

Instead of trying to juggle a dozen different apps and systems, take some time to research your options and find the CRM system that suits your needs. Hopefully, this piece gives you a good head start on finding the best tool for you and your practice.

We hope you enjoyed reading our review. If your goal is to maximize client satisfaction and streamline your own practice, don’t forget to start your $1 Quenza trial for 30 days of full access to all its client management tools.

Quenza has all you need to deliver more personal blended care solutions while running your business more efficiently, so you can better help others achieve their unique wellbeing goals.

About the author

Courtney is currently working as a healthcare workforce researcher for the state of California and is a regular contributor to the Quenza blog. She has a passion for taking research findings and translating them into concise, actionable packages of information that anyone can understand and implement.

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