All-in-One Billing Software vs. Modular Solutions: Which Saves You More Money?
A Cost Comparison for Mental Health Providers
In today’s fast-paced world of healthcare and mental health services, running a practice can be expensive. With the rising costs of everyday items, it's more important than ever to find ways to cut costs without compromising care. Billing software is a crucial tool for keeping your practice financially efficient, but many providers turn to all-in-one platforms like SimplePractice, TherapyNotes, and TheraNest for convenience. The question is, are these systems really the most cost-effective option?
By comparing costs and exploring low-cost or no-monthly-fee alternatives, you can make a smarter financial decision for your practice and still deliver top-notch service to your patients.
The True Cost of All-in-One Billing Software
All-in-one platforms bundle multiple services into one system, but you may be paying for features you don’t need. Many providers can save hundreds per year by using a combination of separate, specialized tools instead of an expensive subscription-based platform.
All-in-One Software Cost Breakdown
Software Monthly Cost (Solo Provider) Key Features
SimplePractice $99 (Plus Plan) / $139 (Pro Plan) Billing, scheduling, telehealth, client portal, EHR
TherapyNotes $59 (Solo) / $79+ (Group) EHR, billing, scheduling, notes, telehealth
TheraNest $39+ per provider (extra fees for billing & telehealth) EHR, scheduling, billing, client portal
Group practices pay significantly more, making costs even higher!
How a Modular Approach Saves Money
Instead of using an all-in-one system, you can mix and match low-cost or free tools for billing, telehealth, scheduling, and documentation, often at a lower overall cost.
Modular Software Cost Breakdown
Alternative Tools Monthly Cost Purpose
Office Ally $0 (for electronic PAR claims) Insurance/patient billing, claims submission, scheduling, and ERA
Spruce Health $24 (Basic) / $49 (Pro) Secure messaging, telehealth, HIPAA-compliant phone system
Mentalyc $0 - $29 (depends on plan) AI-generated therapy notes
Google Workspace $12 (Business Standard with BAA) HIPAA-compliant email & cloud storage
PracticeQ (IntakeQ) $0 - $29 (for scheduling/forms) Online intake, scheduling
Doxy.me (Telehealth) $0 (Basic) / $35 (Pro) HIPAA-compliant telehealth platform
Total Monthly Cost Comparison
All-in-One Software: $59 - $139+ per month
Modular Approach: $36 - $75 per month (depending on selected tools)
Potential Savings: Up to $60+ per month (or $720+ per year) for solo providers!
Why a Modular Approach Can Be More Cost-Effective
Pay Only for What You Need – No wasted money on unused features.
More Flexibility – Mix and match tools based on your workflow.
No Long-Term Contracts – Many standalone tools offer month-to-month pricing.
Better Scalability – Upgrade individual tools as your practice grows.
Which Option Is Right for You?
If you prefer simplicity and don’t mind paying extra for an all-in-one system, then SimplePractice or TherapyNotes might be a good fit.
But if saving money while maintaining flexibility is your goal, a modular software stack with low-cost and free alternatives is often the better financial choice.
Ask yourself:
Do you really need built-in telehealth, or can you use Doxy.me for free?
Do you need a full EHR, or is a combination of Google Workspace + Mentalyc enough for documentation?
Would a free to low cost clearinghouse like Office Ally meet your billing needs?
By customizing your software stack, you can significantly reduce costs without sacrificing quality.
Final Thoughts: The Smart Way to Cut Costs in Your Practice
Before committing to an all-in-one platform, take a step back and ask:
Are you paying for features you don’t use?
Would separate, lower-cost solutions be more affordable?
Do you need the flexibility that modular software provides?
For many providers, a mix of specialized, affordable tools is the smarter financial decision. By carefully choosing what you actually need, you can run a cost-effective, efficient practice—without overpaying for an all-in-one system.
Need Help Reducing Your Practice’s Software Costs?
Contact us today for a free consultation on cost-effective billing and practice management solutions!
