CRM for TherapyNotes Users: 4 Steps to Pick One in 2027

The short answer on CRM for TherapyNotes users

For most small practices, the right CRM for TherapyNotes users is a separate system that holds inquiries, referral sources and follow-up tasks, while session notes and clinical details stay in TherapyNotes. A CRM (customer relationship management software) tracks people who are not yet clients, where they came from, and what happens next. TL;DR: choose on three tests, in this order: whether TherapyNotes data can reach the CRM by a documented path, whether the published price fits your clinician count, and whether the vendor will sign a business associate agreement (BAA) for the tier you buy. On the first test, our research found no published TherapyNotes API, so the realistic path today is a scheduled export or a managed workflow with a person approving each write.

Key Takeaways

• No public TherapyNotes API or native CRM connector turned up in our research, so confirm the data path with TherapyNotes in writing before you buy.

• Two therapy-focused options, Admirra and Breksey, describe intake and matching on their own pages; the general CRMs need that logic built by you.

• Several pricing pages would not open for us, so their cells say "not confirmed" rather than a guessed figure.

• Keep session notes and diagnoses out of any external CRM; a review we opened gives that as the design rule.

• Per-seat pricing scales with staff, so a flat plan can cost less than per-seat plans once a group passes a few users; the worked example below shows the math.

• A managed workflow can move inquiry data into a CRM, but a staff member should approve every write and every outgoing reply.

What TherapyNotes does and doesn't connect to

Supergood, a company that sells a managed connection layer and so has a commercial interest in the answer, writes that TherapyNotes "has no API at all: no public endpoints, no Zapier path, no CRM or analytics hookups," according to Supergood, last verified October 2026. Treat that as one source, not a final answer.

LeadSquared, a CRM vendor that ranks for the same search, makes a similar point: "TherapyNotes does not offer a broadly accessible API for straightforward third-party connections," according to LeadSquared. The same page says LeadSquared "does not currently offer a native TherapyNotes integration," and it names Breksey as listing TherapyNotes among its EHR integrations, a claim Breksey's own pricing page does not repeat.

What we could not confirm: the TherapyNotes homepage returned only its page title when we opened it, and we found no official integrations page, so neither claim has been checked against TherapyNotes itself.

Practice Verdict, a review site that discloses affiliate links, says "None of the five platforms reviewed here offers a HIPAA BAA on standard tiers," and that "External CRM should never contain PHI by design," according to Practice Verdict (updated June 8, 2026). We use that boundary in our scoring: the CRM holds inquiry data, not clinical content.

How we evaluated these tools

We scored seven CRMs against six weighted criteria. The weights are our judgment for a small therapy business, not vendor data. We weighted the data path and the PHI boundary highest, because a CRM that cannot receive your inquiries cleanly, or that puts clinical content at risk, is a poor purchase even when its list price is low. Pipedrive was on our starting list, but its pricing page would not open for us, so we left it out rather than estimate its price. A cell reads "not confirmed" when the page we opened did not show the detail we needed.

Feature matrix for the seven shortlisted CRMs

The table reflects vendor pages we opened. "Not verified" means we did not open that product's API documentation, so it is not a finding either way.

Our reading: only Admirra and Breksey describe intake and matching on their own pages. The general CRMs can hold the same records, but the intake logic, duplicate checks and reporting are work you own.

Pricing and total cost

On Zoho's pricing page, the CRM Plus edition is priced per user: Starting rate: $20 per user per month according to Zoho (2026), and the same page lists a free edition for 3 users.

Pricing checked October 16, 2026.

The Core edition of Sales Cloud costs $195 per user per month, billed annually, according to Salesforce (2026). The same page lists Advanced at $395 and Max at $550, and says its figures are provided for information only and subject to change.

The Starter plan on Go High Level costs $97 a month, with a 14-day free trial and three sub-accounts, according to Go High Level (2026). Its Enterprise plan is quote-based.

HubSpot's pricing page returned only its title in our research, so this article prints no HubSpot price. A third-party review quotes HubSpot figures, but they are not from HubSpot's own page, so we left them out.

The table repeats only figures cited in this article, with our arithmetic in the last column.

If you sell prepaid session packages, a guide to membership plan platforms for dental offices covers similar recurring-billing questions in another health niche.

Illustrative scenario, not a customer: a four-clinician group where each clinician needs one CRM seat. At the CRM Plus starting rate, four seats cost 4 × $20 = $80 a month. On Keap's base platform, two included users plus two added at $39 each cost $299 + (2 × $39) = $377 a month. Four Sales Cloud Core seats cost 4 × $195 = $780 a month before add-ons. If front-desk staff spend an assumed 10 minutes per inquiry on manual entry, 80 inquiries a month take 800 minutes, or about 13.3 hours. If the group picks HubSpot, the contact match rule matters from day one: according to HubSpot Developers, the contacts object uses email as its primary unique identifier, and hs_additional_emails holds secondary addresses, so decide how a second address is matched before the first import.

Vendor profiles

HubSpot

Best fit: a team that wants a general CRM with a documented API and is willing to design its own intake logic.

Limitations: our research did not open a working HubSpot pricing page, so no HubSpot price appears here. Check the plan on HubSpot's site before you buy. The contact model is general-purpose, so therapy-specific fields need setup.

Implementation: plan the contact match rule before the first import, because duplicate contacts are the usual failure in a first load.

Evidence: HubSpot developer docs for contacts.

Zoho CRM

Best fit: a solo clinician or a small team that wants a free start and a low per-user rate.

Limitations: the free edition is limited to three users, and the CRM Plus rate is a "starts at" figure, so confirm the edition you need. Our research did not confirm Zoho's API documentation or any TherapyNotes connector.

Implementation: inquiries would come in by import from exports, so set the field list before you sign up for any edition.

Evidence: Zoho CRM pricing.

Salesforce Sales Cloud

Best fit: groups with an administrator, reporting needs, or other Salesforce users already in the business.

Limitations: at the Core edition, the per-user cost is the highest in this list. LeadSquared's comparison says Salesforce provides extensive APIs but that it could not verify a native TherapyNotes integration, so a connection would be a project, not a checkbox.

Implementation: expect configuration work, and name the person who will own fields, permissions and reports after launch.

Evidence: Salesforce pricing.

Keap

Best fit: small service businesses that want a CRM and marketing automation in one platform and a trial with no credit card.

Base platform: $299 a month, two users included according to Keap (2026). Added users cost $39 a month each, and contact-based pricing is quoted on request.

Limitations: the page does not publish a price for the required implementation services, which it says are included. Text marketing add-ons are priced in tiers, and the page lists them only for the U.S.

Implementation: ask what the included implementation covers before you commit, and get the scope in writing.

Evidence: Keap pricing.

Go High Level

Best fit: multi-location or agency-style setups that need sub-accounts and a 14-day trial before committing.

Limitations: the Starter plan caps sub-accounts at three. Our research did not confirm a TherapyNotes connection. LeadSquared's comparison says HIPAA functionality requires a paid add-on and a BAA rather than being enabled by default, which is a term to verify, not assume.

Implementation: confirm the BAA and add-on terms before you load any inquiry data, and keep clinical content out of sub-accounts used for marketing.

Evidence: Go High Level pricing.

Admirra

Best fit: a therapy-specific product for practices that want tiers by practitioner count.

Foundations tier: $99 a month for one practitioner according to Admirra (2026), with a $0.50 Benefit Check fee that applies to every plan and an Enterprise tier that is quote-based.

Limitations: the pricing page publishes no free trial. The page says every plan includes all features, but it does not document a TherapyNotes data flow.

Implementation: ask in writing whether a TherapyNotes export is supported and what fields it covers before you commit.

Evidence: Admirra pricing.

Breksey

Best fit: practices that want intake, matching and one inquiry portal, and can accept a platform price by clinician count.

Breksey's Platform plan costs $300 a month for up to 15 clinicians, according to Breksey (2026). The page lists 24/7 inquiry responses, client and clinician matching, automated follow-up and EHR scheduling integration.

Limitations: the platform price covers up to 15 clinicians, and revenue cycle management is a separate, claim-based product. The page does not name TherapyNotes; that naming appears only in a competitor's comparison.

Implementation: ask Breksey for the data-exchange scope with TherapyNotes in writing before you rely on it.

Evidence: Breksey pricing.

Making a CRM work with TherapyNotes without a public API

Because no public TherapyNotes API turned up, the practical design is a scheduled export feeding a small, reviewed sync. US Tech Automations describes its offering as a managed service rather than a self-serve tool: it maps your process, designs and builds the workflow on its own platform, and then monitors and maintains it. Its homepage lists Gmail, Google Calendar, Google Sheets, HubSpot and QuickBooks among its integrations, but it does not publish API documentation, so ask for connector details during scoping.

Proposed workflow, configurable and not a live deployment: the trigger is a staff member running a TherapyNotes export on a fixed weekday, with the file landing in a Google Sheets tab. The action reads only approved columns, such as name, email, referral source and first-inquiry date, and matches each row to a HubSpot contact on email. The output is a new or updated HubSpot contact and a follow-up task for the front desk. Prerequisites: an export that contains those columns, which we could not confirm from public documentation, HubSpot API access on your plan, and a written decision on BAA coverage. Review points: a staff member approves each new contact before it is written, and a monthly check looks for duplicate matches. Session notes never leave TherapyNotes in this design.

A second proposed workflow handles inquiries that arrive by email rather than from TherapyNotes. The trigger is a message reaching the practice's intake address through Gmail. The action extracts name, callback number and referral source, then drafts a reply for a staff member to approve. The output is a HubSpot contact and a task with a due date. The homepage describes this approval-first pattern for its customer-support workflows, where you approve before anything sends. Review points: staff confirm the record holds no clinical details, and the reply template is approved before first use. Maintenance: because the homepage says a team monitors workflows on an ongoing basis, ask for run history, error alerts and a named recipient for those alerts, in writing.

The DIY alternative is stitching the same steps in Zapier, Make or n8n, or writing a script. Those tools can keep run histories, retries, error branches and audit evidence when they are configured. The buyer still has to design and own observability, idempotency (so a retry does not create a second contact), escalation paths, access controls and maintenance. A managed build from US Tech Automations would configure those same pieces, but you should still ask who owns each one and where the logs live.

When not to use US Tech Automations: skip a managed build if you only track a handful of referrals a month, because a free general CRM tier handles that with far less setup. Skip it if you want a therapy-specific intake product out of the box, since Admirra and Breksey already publish intake-oriented plans. Skip it if your CRM already has a documented, verified connector to TherapyNotes, because the export step is then unnecessary.

Shortlist by situation

Who this is for

This guide is for the owner or operations lead at a small therapy business who already uses TherapyNotes and is close to choosing a CRM for inquiries, referrals and follow-up.

Red flags: you expect TherapyNotes to push data to a CRM automatically without an export step; you plan to store session notes or diagnoses in the CRM; no one on staff will own the workflow after launch.

Common mistakes

• Treating the CRM as a second clinical record, which pulls session content into a system that may have no BAA.

• Comparing only the entry plan, then adding users later at a per-seat rate that changes the total.

• Assuming a free or trial tier carries the same data-protection terms as a paid tier; check the BAA terms on the plan you actually buy.

• Importing without a duplicate match rule, so one family ends up with two contacts.

• Choosing on a third-party price figure instead of the vendor's own page. For a broader look at writing tools for follow-up emails, see our writing tools roundup.

Four steps to pick one

1. Write the field list first: inquiry name, contact details, referral source, status and next step. Leave out session content and diagnoses.

2. Confirm the data path before you shortlist. Ask TherapyNotes support, in writing, whether it offers an API, connector or export that includes the fields on your list.

3. Price for every seat or clinician who will touch the CRM, using each vendor's own page, then compare the totals with the worked example above.

4. Pilot with sample records, not client records. Check duplicate handling and who gets alerted. Use a review rhythm like the one in our marketing agency recipe for flagging underpacing to keep the pilot on schedule.

Frequently asked questions

Does TherapyNotes connect to a CRM without extra work?

No documented connector turned up in our research, and the TherapyNotes homepage returned only its title when we opened it, so plan for an export or a managed workflow until TherapyNotes confirms otherwise in writing.

Can a free CRM cover a therapy practice?

Often, for a solo clinician with a short list of referral sources. Zoho's free edition covers three users, which fits a solo clinician with one assistant, but check whether its limits suit your follow-up work.

Should session notes go into the CRM?

No. Keep session notes, diagnoses and treatment details in TherapyNotes, and keep the CRM to inquiry and referral data, following the PHI boundary described earlier.

Which option is cheapest for four clinicians?

Among the prices we could confirm, the CRM Plus starting rate gives the lowest four-seat total at $80 a month, and Go High Level's Starter plan at $97 covers one account with unlimited users. Feature fit should decide it, not the price alone.

Does US Tech Automations replace TherapyNotes?

No. In the proposed design, TherapyNotes stays the clinical record, and the workflow moves only approved inquiry fields to the CRM, with a person approving each write.

Where to go from here

Start with the export question, because it decides the rest of the build. Put the same questions to each shortlisted vendor in writing: the data path, BAA coverage, and seat pricing at your real headcount. Then see how US Tech Automations configures this for a proposed design you can review before anything is built.