Software for multi-therapist practices
What changes when a practice has more than one therapist
A solo practitioner needs scheduling, records and invoicing. A practice with a roster needs all of that plus a second, harder layer: paying people, deciding who can see whose clinical records, supervising the work, and reporting on money that is no longer all yours. That layer is what this is built for.
Paying the people who do the work
When a practice pays the people who deliver the work, the arithmetic is rarely one line. A therapist may be on a commission share, a fixed salary, or a different rate for a different service. A refund can land after a payout has already gone out. A rate can change mid-year and the months before it must still price at the old one. Tax has to be deducted and shown.
This handles that as a ledger rather than a calculation. Every payout produces a payslip that records what was owed, on what basis, at what rate, with what deducted, and it stays correct when the underlying facts move afterwards.
Pay per session, not just per month
A payout period can be settled in one go, or session by session. Each session is an independently payable line: a practice can pay one session today and the rest next week, and the remainder stays a normal ledger row that behaves like any other, with its own breakdown.
The split is revenue-weighted, not divided equally. Each line carries the share of the period’s money that its own session actually earned, and the parts always sum back to the frozen total the payslip committed to, exactly, to the paisa. Extracting one line never changes what the others are worth.
Commission, fixed salary, and per-service rates
- Commission, as a percentage of what the session collected.
- Fixed salary, independent of session volume.
- Per-service rates, so an individual session, a couples session and a supervision hour can each pay differently for the same therapist.
Fixed supervision pay is weighted by the flat fee itself rather than by what each supervision session happened to collect, because a flat fee has nothing to do with per-session revenue and treating it as though it did would misattribute money between sessions.
Rates are effective-dated
A rate change applies from the date it was made, not retroactively. A payment that settled in May is priced at May’s rate even if the therapist’s commission changed in July. Income reporting reads the rate that was actually in force for the month being reported.
That sounds obvious and is the thing spreadsheets get wrong most often, because a spreadsheet holds one current rate and silently reprices history every time someone edits it.
Refunds that arrive after a payout
If a client is refunded for a session the therapist has already been paid for, the money is gone and the payout cannot be un-sent. Rather than absorb the loss silently or claw it back out of the current period, the shortfall is carried forward and recovered from the next payout, shown on the payslip so both sides can see why the figure moved.
The carry is signed, and that matters: a negative carry means money is owed tothe therapist, from a correction that found an earlier line was underpaid. It is not floored at zero, so a correction in the therapist’s favour is honoured the same way one in the practice’s favour is.
Tax deducted at source
TDS is computed and shown per payslip, and per line when a period is settled session by session, so a therapist can see the gross, the deduction and the net for each thing they were paid for rather than one lump figure they have to reverse-engineer.
The rules that decide whether a practice must deduct at all are genuinely non-obvious in India, and turn largely on the practice’s legal form rather than its size. We wrote that up separately in paying associate therapists in India.
Controls around the money
- Maker-checker. The person who approves a payout cannot be the person who requested it.
- Step-up authentication on the actions that actually move money.
- Concurrency-safe settlement. Two people settling different sessions of the same payslip at the same moment cannot overwrite each other: the second request is refused cleanly rather than silently restoring money that was already paid out.
- An audit trail on every settlement, rejection and rate change.
- Fee visibility controls, so a practice can decide whether an individual therapist sees the practice’s margin or only their own rate.
What comes out of it is a payslip document per therapist per period, in the practice’s own document style, showing sessions, gross, deductions, any carried correction, and net.
Who can see what
Clinical records are scoped by role. A therapist does not open another therapist’s caseload by default. Administrative and accounts staff see scheduling, invoicing and reconciliation without seeing clinical content. Access is logged, so the question of who read what has an answer rather than an assumption.
Fee visibility is a separate, deliberate control: a practice decides whether an individual therapist sees the practice’s margin, only their own rate, or neither. There are two independent switches for this because the two questions genuinely are independent.
Supervision as part of the practice
Supervision is usually run outside whatever software a practice uses: a calendar invite, a spreadsheet of hours, and an invoice written by hand at the end of the month. Here it is a first-class part of the practice, with its own records, its own money, and its own visibility rules.
Engagements and groups
A supervisory relationship is set up as an engagement between a supervisor and a supervisee, or as a group with several members. Both carry a fee, and both produce per-session records as supervision actually happens rather than a total someone reconstructs later. A supervisee can be another practitioner on the platform or an external contact who is not, so a supervisor is not forced to keep half their supervision in a different system.
Two-sided visibility, deliberately asymmetric
Supervision looks different depending on which side of it you are on, so the software treats the two sides differently:
- Supervision you deliver is income. You see the sessions, the fees, what has settled and what has not, because it is your own revenue.
- Supervision you receiveis an expense, and it is deliberately opaque: you see what you owe and what you have paid, and not the supervisor’s wider financial picture.
The same person can be on both sides at once, supervising two people while being supervised by a third, and each relationship resolves its own visibility independently.
Billed, recorded and closed rather than deleted
Supervision fees run through the same money path as everything else: invoiced, tracked as receivable, settled, and reflected in income reporting as their own service type rather than being folded into session revenue where they would distort it. Sessions are recorded as they happen, with dates, attendance for group supervision, and fee status, which produces an hours record as a by-product of doing the work rather than something a supervisee reconstructs from memory when a training programme asks for it.
Ending an engagement closes it rather than deleting it, so fees already settled, sessions already delivered and the audit trail all remain intact and reportable afterwards.
One thing worth knowing before you set a fee, because it surprises people: supervision is a professional service supplied to another professional, which puts it in a different tax position from therapy delivered to a client, and a supervisee whose own income is exempt generally cannot recover the tax charged on it. We set that out in clinical supervision in India.
Onboarding and offboarding a practitioner
A therapist joins by invitation, with their opening hours and settings able to be staged before they accept. When someone leaves, the practice offboards them rather than deleting them: access ends immediately, and the record of the work they did, the clients they saw and the money that moved stays intact and reportable. Deleting a practitioner would destroy the practice’s own history, so it is not offered.
Seats are counted when an invitation is accepted, not when it is sent, so an unanswered invitation does not cost anything.
Money the practice can actually report on
- Income separated by service type, with therapist cost attributed to the month it belonged to rather than repriced at today’s rate.
- Profit and loss, cash flow and reconciliation against what the payment gateway or bank actually settled.
- Outstanding receivables, credits held on account, and refunds in progress, per currency where a practice bills in more than one.
- An accounts role that can do the financial work without clinical access.
Data protection, with the practice as the responsible party
Compliance for a therapy practice is mostly about the practice’s own conduct: the notice it gives, the consent it records, the retention period it decides on and can justify, what it discloses in supervision, how it handles devices and email, and what it does in the first hour after something goes wrong. None of that is something software can do for you. What software can do is make each of those actions possible, recorded, and provable afterwards.
Consent, recorded rather than assumed
Consent is captured as a record with its own version and timestamp, not as a checkbox whose state is the only trace it ever happened. The version of the notice a client agreed to is retained alongside their agreement, because the burden of proving that notice was given and consent was obtained sits with the practice, and proof has to outlive the moment. Separate purposes are recorded separately, so a client agreeing to treatment is not thereby treated as having agreed to anything else.
Data-rights and erasure requests as a workflow
A request from a client is a tracked item with a state, not an email someone remembers to action. The practice can assemble the record that answers it, review the assembled document before deciding what to release, and record the decision and its reasoning.
Erasure is executed rather than approximated: real deletion of stored objects, with a tombstone so the fact of the erasure survives the data itself. The practice decides what must be retained and why, because that decision depends on clinical, professional and limitation context the software cannot see. The reasoning behind a defensible schedule is set out in how long to keep client records in India.
Retention that runs on its own
- Per-practice retention periods, with floors enforced in code so a period cannot be set to something indefensible by accident.
- Legal holds that suspend the clock on a specific record while a complaint or claim is live, which is the one thing that must override any schedule.
- Opt-in automatic deletion, off by default, with a warning before the deadline rather than a silent disappearance.
Clinical data at rest, and the paperwork
Clinical fields are encrypted at the field level rather than relying on disk encryption alone, with per-practice key separation and key rotation. Every access and every change is logged, which is what makes it possible to answer “who saw this, and when” rather than assume nobody did. Where a practice is asked to produce documents rather than assurances, a record of what personal data is processed and why, an assessment where one is warranted, and a register of incidents are generated from what the system actually holds rather than written from memory in a hurry.
A person under eighteen is a child under the Act, which is older than many people expect, and processing their data carries additional requirements. There is an exemption for health services provided to a child, but its edges are genuinely unclear for practitioners without a statutory registration. That position should be taken with a lawyer; what the software does is make the consent and guardian records explicit rather than implicit.
What we will not tell you: that using this makes you compliant, that any particular retention period is legally required for a therapist in India (no Indian law sets one), or that we hold a security certification we have not obtained. Where the law is unsettled, our guides say so rather than manufacturing certainty.
Pricing
Rs 1,700 per practising therapist per month, with 15% off for annual prepay. Seats are counted at activation. There is no commission on session fees: client payments settle into the practice’s own linked payment account, not through us.
If you are about to hire your first associate
The operational questions that arrive with a second therapist, employee versus contractor, who the client contracts with, what supervision you take on, and the thresholds that start counting the day you hire, are covered in going from a solo practice to a group.