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.
7 days free · No credit card · Built in Florida
$8,420
47
Acme Office Park
Monthly maintenance
$485
Riverside Apartments
Quarterly service
$1,200
Downtown Plaza
Monthly recurring
$320
West End Hotel
Bi-weekly contract
$680
Real Smarfle UI · Live data from your counseling CRM
Why generic billing software fails counseling owners
Generic billing tools weren’t built for counseling. Smarfle was.
Generic billing software
What everyone else gives you
- Per-session collection inconsistent at front desk
- Cash-pay package balances tracked on spreadsheet
- Insurance copay collection chased monthly via email
Smarfle for Counseling
Built for your actual workflow
- Saved card auto-charges per session when invoice generates
- Package as service with included session count; per-session decrement automatic
- Patient saved card auto-charges copay per visit eliminates the chase
How counseling billing works in Smarfle
From the first touch to the closed loop. No missing pieces.
- 1
Customer signs up for recurring service
Via portal subscribe button or office-generated first invoice. Card saves to Stripe Customer.
- 2
Auto-charge runs on schedule
Daily cron processes recurring invoices, charges saved cards off-session. counseling owner sleeps; revenue lands.
- 3
Failed cards trigger retries + emails
Stripe auto-retries 3-4 times. If all fail, customer gets an email link to update their card. No manual chase.
- 4
Customer gets receipt + invoice instantly
Each successful charge fires a receipt email + creates a Paid invoice in Smarfle. Aging report stays clean.
- 5
Owner sees monthly recurring revenue
Subscription dashboard shows what's coming next 30 days. Cashflow forecasting actually possible.
Where counseling billing breaks down
The 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.
Cut AR by 80% on recurring revenue
Auto-charge saved cards for recurring service contracts. Failed payments auto-retry + email customer. The chasing-payments task disappears.
<24h
AR cycle (recurring)
70%+
Failed payments recovered
5-8h/wk
Hours saved chasing
Based on typical counseling operations. Your numbers may vary.
Features powering counseling billing
Each one a deep-dive in its own right.
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.
Learn moreSave 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.
Learn moreAuto-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.
Learn moreStripe 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).
Learn moreCounseling Billing Software CRM questions
Other counseling tools
Smarfle ships billing software alongside the rest of your CRM.
Billing Software for other industries
Same billing engine, tuned for each vertical.
Try Counseling Billing Software free
7 days to test the full platform with your real counseling workflow. No credit card.
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