Billing Software for Counseling

Counseling Billing Software

Per-session + insurance billing + cash-pay packages — counseling billing covers all three. Smarfle handles saved cards for cash-pay + tracks insurance balances.

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Smarfle CRM - Counseling Dashboard
Active Clients

34

Sessions This Week

28

Collected This Month

$6,800

New Intakes Pending

4

Recent Jobs

Client A.

Individual Therapy Session

Completed

Client B.

Intake Assessment

In Progress

Client C.

Couples Counseling Session

Scheduled

Client D.

Follow-Up Session

Confirmed

Where counseling billing breaks down

The day-to-day friction every counseling owner recognizes.

✕

Per-session collection inconsistent at front desk

Manual session-fee collection slips when busy. Saved card + auto-charge per session eliminates it.

✕

Cash-pay packages balance tracking

Client paid for 12-session package — without decrementing each session, you can't tell when they owe more.

✕

Late copay collection from insurance clients

Patient owes $30 copay each session — chasing it monthly = relationship friction. Auto-charge fixes it.

How Smarfle handles counseling billing

Recurring billing, auto-charge saved cards, Stripe Connect with 0.5% platform fee, automatic overdue reminders.

Recurring billing on auto-pilot

Set up monthly, quarterly, or annual service plans. Customer signs up once, Smarfle bills the same card every cycle, no manual invoicing required.

Save card on file

Stripe Customer + saved payment method per client. After their first payment, future charges run off-session — no link to click, no card to re-enter.

Auto-charge saved cards

Daily cron auto-charges saved cards for recurring invoices. Owner gets confirmation email when payment lands; client gets a receipt. Failed cards trigger an email asking the client to update.

Stripe Connect (your account, not ours)

Money goes straight to your bank via Stripe Connect Express. We charge 0.5% platform fee on top of Stripe's 2.9% + 30¢. ACH for invoices over $1k drops to 0.8% (cap $5).

Automated overdue reminders

Smarfle auto-marks invoices overdue past due date and sends email reminders to the client. Workflow automation can fire SMS reminders too.

Learn more: Recurring billing on auto-pilot · Save card on file · Auto-charge saved cards
Top feature for counseling

Recurring billing, auto-charge saved cards, Stripe Connect with 0.5% platform fee, automatic overdue reminders.

Per-session + insurance billing + cash-pay packages — counseling billing covers all three. Smarfle handles saved cards for cash-pay + tracks insurance balances.

Private CommunicationClient PortalSession NotesIntake Management

Other tools counseling owners need

Smarfle is one CRM that ships billing software alongside everything else you run.

Counseling CRM

The full CRM with everything else.

See it all

Counseling Scheduling Software

Built into the same counseling CRM.

Explore

Counseling Invoicing Software

Built into the same counseling CRM.

Explore

Plans that grow with your counseling business

All plans include a 7-day free trial. No credit card required.

Starter

Solo operators & small teams

$99/mo
  • Up to 3 users (1 owner + 2 techs)
  • Up to 100 clients
  • 1 GB storage
  • Unlimited work orders & invoices
  • Client portal
  • Scheduling calendar
  • Reports & analytics
  • Review requests
  • Voice AI receptionist (usage-based)
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Most Popular

Professional

Growing service businesses

$199/mo
  • Up to 10 users
  • Up to 500 clients
  • 3 branch locations
  • 5 GB storage
  • Everything in Starter
  • AI email & SMS drafts
  • GMB rank tracking
  • Voice AI receptionist (usage-based)
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Business

Multi-location operations

$349/mo
  • Up to 30 users
  • Up to 1,000 clients
  • 10 branch locations
  • 20 GB storage
  • Everything in Professional
  • Priority support
  • Voice AI receptionist (usage-based)
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SMS, email, AI, and voice are billed pay-as-you-go. See full pricing breakdown →

Counseling Billing Software CRM questions

Create a service in Smarfle marked 'recurring' with an interval (weekly/monthly/quarterly/annually). When a client signs up via the portal or you generate the first invoice, Smarfle creates a Stripe Subscription on your connected Stripe account. Stripe bills the saved card automatically every cycle. Each successful charge auto-creates a paid invoice in your CRM.
Money goes straight to your Stripe account, not ours. We use Stripe Connect Express — Stripe holds the funds, transfers to your bank on your payout schedule. Smarfle never touches the money. You see the deposit in your bank within 2 business days (Standard payout) or instant (Stripe Instant Payout, fee applies).
Stripe automatically retries failed cards 3-4 times over a week. If all retries fail, Smarfle marks the subscription Past Due and emails the client a Stripe-hosted update-card link. Owner gets a notification too. The recurring invoice stays unpaid until the client fixes the card.
Yes. Each completed session generates an invoice that auto-charges the patient's saved card. No front-desk collection needed.
Package as a service with included session count. Smarfle decrements per session. You see when to recommend a renewal.
Patient's saved card auto-charges the copay each visit when invoice generates. Eliminates the monthly chase.

Ready to run your counseling business from one place?

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