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 private practice can be expensive. With rising costs across the board, it's more important than ever to reduce overhead without compromising the quality of care. Billing and practice management software is a crucial part of your business, but is the convenience of all-in-one platforms like SimplePractice, TherapyNotes, and TheraNest worth the price tag?
By comparing the real costs and exploring low-cost or no-monthly-fee alternatives, you can make smarter financial decisions and still provide top-tier care to your clients.
The True Cost of All-in-One Billing Software
All-in-one platforms bundle billing, scheduling, telehealth, documentation, and more into one system. While this can be convenient, many providers end up paying for features they rarely use. Switching to a modular system of specialized tools can result in hundreds or even thousands of dollars in annual savings.
All-in-One Software Cost Breakdown
SimplePractice
$99 (Plus) / $139 (Pro) Billing, scheduling, telehealth, client portal, EHR
TherapyNotes
$59 (Solo) / $79+ (Group) EHR, billing, scheduling, notes, telehealth
TheraNest
$39+ per provider (extras for billing & telehealth) EHR, scheduling, billing, client portal
Sessions Health
$39+ EHR, billing, telehealth, documentation, client portal
Jane
$79+ Scheduling, billing, telehealth, charting, intake forms
These prices often increase for group practices or when additional features like telehealth or insurance billing are added.
The Modular Approach: More Affordable, More Flexible
Many solo providers find success by combining low-cost or free tools for billing, telehealth, documentation, and scheduling. This approach offers greater flexibility and can cut monthly costs in half or more.
Modular Software Cost Breakdown
Common Modular Tools Cost
Office Ally $0 for PAR claims/ ~$9/month (20 paper claims @ $0.45 each) for non-PAR billing.
Claims billing, practice management, scheduling Optional appointment reminders for $19.99/month
Google Workspace $12/month
HIPAA-compliant email, cloud storage, Google Voice (phone), Google Meet (telehealth)
Spruce Health $24 (Basic) / $49 (Pro)
Secure messaging, telehealth, HIPAA-compliant phone system
Mentalyc $0 to $29
AI-generated therapy notes
PracticeQ (IntakeQ) $0 to $29
Online intake, scheduling, and forms
Doxy.me $0 (Basic) / $35 (Pro)
HIPAA-compliant telehealth platform
Zoom Pro with BAA $15.99+
HIPAA-compliant telehealth platform
Total Monthly Cost Comparison
All-in-One Software: $59 - $139+ per month
Modular Approach: $24 - $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.
Here’s an example of a low-cost modular stack that covers everything you need, at a fraction of the cost of all-in-one systems:
Cost Breakdown for a Lean Modular Setup
Tool Monthly Cost Purpose
Office Ally $0 for PAR claims Practice management, billing, scheduling, appointment reminders ($19.99 optional)
Google Workspace (with BAA) $12 Email, cloud storage, phone (Google Voice), telehealth (Google Meet), and AI scribe Gemini
BoldSign (via EBS) $3 Digital intake forms & e-signatures
Total Monthly Cost $24 (or $43.99 w/ reminders) Fully HIPAA-compliant, full-stack practice support
Annual Cost:
Without reminders: $288
With reminders: $528
Compare that to $708–$1,668+ per year for most all-in-one platforms.
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.
Comparing the Costs: All-in-One vs. Modular with EBS
Option Monthly Cost Annual Cost
All-in-One Platform $59 – $139 $708 – $1,668+
Modular Stack (via EBS) $24 – $43.99 $288 – $528
Savings: $420 – $1,380+ per year
How Elite Billing Service Helps You Save Even More
Partnering with Elite Billing Service (EBS) helps keep your software stack lean and efficient. EBS holds a Business Associate Agreement (BAA) with BoldSign, allowing you to use fully compliant digital intake forms without needing your own subscription.
Instead of paying $240/year for BoldSign, EBS offers:
Custom-built intake forms
HIPAA-compliant e-signatures
Ongoing support
Only $3/month for form access under our BAA
This hands-off approach means you’re still compliant, organized, and client-ready, without the cost or setup hassle.
Take Control of Your Practice's Costs Today
Why pay for features you don't use? With a modular approach, you can tailor your practice management tools to fit your needs and budget. Elite Billing Service is here to help you build a cost-effective, compliant, and efficient setup.
Contact us now to explore how we can support your practice's success.
