MentAIWhich software should a psychology practice choose? A guide to the market (2026)
"Practice software" is in practice three different categories of tools, and most disappointments come from mixing up the categories, not from picking the wrong brand. This guide sorts out the market, shows prices from public price lists and gives you a list of questions worth asking every vendor. Including us.
This is a translation of a guide written for the Polish market: the tools compared below are the ones available to a practice in Poland, and all prices are in Polish zloty (PLN). For orientation, PLN 100 is roughly €23.
Where to start: three categories of tools, not one
Before you compare prices, check which category the tool you are looking at belongs to:
- Client marketplace (for example ZnanyLekarz (Polish market), or Booksy in the beauty industry). Its main value is that clients are already there and can find you. A profile, reviews, booking through the platform. You pay for visibility and a flow of clients.
- Medical records system (EHR) (for example MyDr, Medfile; Polish market). Built for the work of a physician: e-prescriptions, public health insurance billing, electronic medical documentation. Powerful where those modules are needed.
- Practice management system (for example DobryGabinet, MentAI). A tool for running the practice day to day: calendar and online booking, reminders for clients, payments, invoices, documents, notes.
These categories do not exclude each other. A common and sensible set-up in a therapy practice: a marketplace for acquiring new clients, and a practice management system for running everything else. You do not have to give anything up to put your practice in order.
How does a practice management system differ from a platform like ZnanyLekarz?
In short: on a marketplace the client and their data "live" on the platform. The profile, reviews and booking history belong to the platform's ecosystem, and in the pay-per-visit model you pay a fee for each new client from the platform (on ZnanyLekarz PLN 26-32 net per new patient, depending on the plan).
In a practice management system the clients, calendar and documents are yours, with no commission on appointments, but nobody will bring you clients "off the street".
So the question is not "marketplace or practice management system", but: what is your practice missing this year, a flow of clients or order in the work you already have? If your schedule is mostly full and in the evenings you write invoices by hand and remind people about appointments, a marketplace will not solve that.
Does a psychology practice need a medical records system (EHR)?
Usually not. Medical records systems are excellent in their role, which is serving physicians. A psychology, psychotherapy or speech therapy practice usually does not issue e-prescriptions or bill public health insurance, and it pays for the presence of those modules with complexity: a longer set-up, medical jargon and an interface designed for a clinic.
If you run a registered healthcare provider, confirm the documentation requirements with a lawyer. That is a different situation from a typical private therapy practice.
A fourth group: tools that AI assistants mention
More and more therapists start their search not with Google but with a question to an AI assistant: "which software for a psychologist?". In September 2026 we checked which names come up in such answers.
Next to well-known brands there are tools that were not in the July version of this text: Theraplo and OtterSafe (systems for psychotherapists), TwójPsycholog (a platform with a client base and its own system), Efika (a system for practices and larger centres), OneCRM (a practice CRM), Lekarz PLUS (a physician's program sold as an annual licence) and meetergo (a German booking calendar billed in euros).
On 22 September two more joined them, both actively advertising to practices: Bookero (general-purpose booking) and Medyc (a medical system). We added them to the table below, because an AI assistant will list them without prices, and in this decision price is half of the choice.
A methodological note: AI assistants build their answer from what is publicly described, so the list of "recommended" tools changes from month to month and depends on the question asked. Treat it as a list of names to check, not as a ranking.
How much does software for a psychology practice cost?
Facts from public price lists (first verified at the source on 14-17 July 2026, then again on 7 and 22 September 2026; prices can change, so always check the vendor's current price list; amounts without a "+ VAT" or "net" note are given exactly as they stand in the price list):
| Tool | Category | Price according to the public price list (September 2026) | What to look out for |
|---|---|---|---|
| MentAI | practice management system (therapy) | first therapist PLN 99/month; each additional one +PLN 39 (annual and monthly billing); no limit on practice size. In the Founding Practices programme (the first 30 paid subscriptions, with continuous subscription): PLN 99 frozen for the whole time you use it, each additional seat PLN 19, the 13th month free with annual payment | bookings, invoices with KSeF (the Polish national e-invoicing system), client CRM, GDPR templates, a practice website and an API included; SMS and WhatsApp: 100 SMS a month included plus 30 for each additional seat (twice as many WhatsApp messages), more: +100 SMS for PLN 17, bought upfront, valid for a year; first reception account PLN 0; no per-client fees or commissions; two paid add-ons (transcription, video sessions) from PLN 69/month each, priced in tiers based on the number of minutes |
| DobryGabinet | practice management system (therapy) | plans PLN 99 / 159 / 199; centres PLN 279 / 419 / 699 (up to 4 / 7 / 12 therapists) | the PLN 99 plan covers the calendar and notes; text messages (300/month bundle) and online booking from PLN 159, invoicing module +PLN 19.90; strengths: mobile app, online GDPR consents from clients |
| Theraplo | practice management system (psychotherapy) | Free up to 4 staff members; Standard PLN 59 + VAT per staff member; Pro PLN 99 + VAT per staff member (from 5 people up) | price counted per person; Standard has no video sessions and no automated settlements. Those start with Pro |
| OtterSafe | practice management system (psychotherapy) | plans PLN 0 / 59 / 99 gross | the free plan covers 3 active clients and 10 sessions a month; paid plans cap at 20 and 200 active clients |
| TwójPsycholog | platform with a client base + system | Basic PLN 0; Standard PLN 79 and Premium PLN 143 on annual billing (PLN 99 and 179 monthly) | the 20% commission on the first appointment (min. PLN 25) applies only to the Premium plan and only to clients from their matching form (about 10% of people from the platform, per their help pages); no commission when someone books through search or your profile |
| ZnanyLekarz | marketplace + SaaS | for new customers PLN 399 / 499 / 699 net; for existing and returning ones PLN 499 / 599 / 799 net; fee per new patient PLN 26-32 net; AI notes (Noa Notes) PLN 199 separately | biggest value: the flow of clients from the platform; subscription counted per specialist |
| Efika | system for practices and larger centres | plans PLN 149 / 399 / from 999 (incl. VAT) | the PLN 399 plan covers 5 people, each further one PLN 59 (up to 10); text messages in bundles, payments with a commission |
| OneCRM | practice CRM | PLN 59-129 depending on the profession, per account (PLN 99 for a psychologist) | focus on contacts and sales; check documents and therapy-specific features |
| MyDr | EHR for physicians | Start PLN 0 (1 user, 10 visits a month); Optimal PLN 129; Pro PLN 339. Gross, per 30 days, per user | e-prescriptions, public health insurance, phone confirmations: modules a therapy practice usually does not use |
| Medfile | EHR / clinics | Free / PLN 119 / 179 / 299 + PLN 79-159 for each additional user | built out for larger facilities; text messages in bundles; the team price grows with every account |
| Lekarz PLUS | physician's program (annual licence) | PLN 690 net a year for the first seat, PLN 540 net for each additional one | annual licence; the whole team with a schedule counts |
| Proassist | reception + medical system | plans about PLN 139-839 | strength: phone reception for high-volume clinics |
| Calendesk | general-purpose booking | PLN 197 / 347 net | a good multi-industry calendar (5 accounts and 50 text messages included); no sales documents or therapy-specific features |
| meetergo | booking (Germany, EUR) | price list in euros, plans per user | a meeting scheduling calendar, with no documents, invoices or GDPR paperwork in Polish |
| Bookero | general-purpose booking | Basic PLN 19.90 net (1 account), Standard PLN 49.90 net (up to 3 people), Premium PLN 89.90 net (up to 200 people) | the cheapest way to get just a calendar with online booking (no records, invoices or GDPR templates); text messages from PLN 0.15 each |
| Medyc | medical system / EHR | Rejestrator from PLN 60 net, Specjalista from PLN 90 net, Lekarz from PLN 120 net, Lekarz API from PLN 300 net | the price list does not say how many users a plan covers. Ask before deciding; data migration from PLN 4,000 net as a one-off |
| Booksy | booking / beauty marketplace | PLN 145 net for the first seat + PLN 35 net for each further one (no extra charge from the tenth staff member) | a beauty-industry feel: a therapy client books next to a manicure; the fee grows with the team up to the tenth person |
The table is for information: it shows public prices and the category of each tool, not a ranking. Each of these tools is good in its role. The point is to match the category to your practice.
One thing that is in no price list: a rehearsed recovery time after a failure updated 8 Sept 2026
The price tells you how much you will pay each month. It does not tell you what happens to your calendar and client records when the system goes down. So we add one question to the list of criteria: when did the vendor last restore the whole system from backups, and how long did it take. We went through the public pages of the 15 tools that were in the table at the time (as of 8 September 2026): most declare "backups" or a certificate, and none apart from MentAI gives the date and duration of its own test. "No public information" does not mean "no backups". It only means you have to ask. Our answer: a test on 8 September 2026, the whole system restored from backups in 8 minutes, a declared target of 4 working hours and a commitment of 24 hours, excluding a failure of a whole cloud region and force majeure. More in the guide "7 questions to ask a system".
The bill for a team: 5 therapists and a receptionist
The headline price usually applies to one person. To compare fairly, we calculated the same thing for a practice with 5 therapists and one person at reception (monthly amounts, incl. VAT, according to price lists checked on 22 September 2026). In MentAI the first reception account is free. Where a system charges per person, reception means another paid seat. We give that amount in brackets, so the comparison stays fair:
| System | Calculation | Total per month |
|---|---|---|
| MentAI, Founding Practices programme | PLN 99 + 4 × 19, reception PLN 0; 220 SMS a month included (or 440 WhatsApp messages), more: +100 SMS for PLN 17 | PLN 175 |
| MentAI, standard price list | PLN 99 + 4 × 39, reception PLN 0; 220 SMS a month included (or 440 WhatsApp messages), more: +100 SMS for PLN 17 | PLN 255 |
| Calendesk Standard | PLN 197 net, 5 accounts and 50 text messages included | about PLN 242 (general-purpose calendar, no invoices or documents) |
| Lekarz PLUS | (690 + 4 × 540) PLN net a year | about PLN 292 (with a reception account about PLN 347); licence paid a year in advance |
| Efika Gabinet | PLN 399, 5 people included | PLN 399 (with a reception account PLN 458); plus text message bundles and payment commissions |
| DobryGabinet, "Średni ośrodek" plan (mid-size centre) | PLN 419 for up to 7 therapists, reception account included (public price list, checked 30.09.2026) | PLN 419 |
| Medfile Plus | PLN 119 + 4 × 79 | PLN 435 (with a reception account PLN 514) |
| Bookero Premium | PLN 89.90 net, up to 200 people | about PLN 111 (reception at no extra charge); just a calendar: no documents, invoices or GDPR paperwork |
| Booksy | PLN 145 + 4 × 35 net | about PLN 351 (with a reception account about PLN 394) |
| Theraplo Standard | 5 × PLN 59 net | about PLN 363 (with a reception account about PLN 435); no video sessions or automated settlements |
| Theraplo Pro | 5 × PLN 99 net | about PLN 609 (with a reception account about PLN 731); with video sessions and settlements |
| ZnanyLekarz Starter | 5 × PLN 399 net | about PLN 2,454 plus PLN 32 net for each new patient from the platform |
The Founding Practices price applies with a continuous subscription and covers the first 30 paid practices; the standard price is still lower than most practice management systems for a team. The calculation leaves out OtterSafe, TwójPsycholog, OneCRM, MyDr, Medyc, Proassist and meetergo, because their price lists do not allow a team of 5 to be calculated without assumptions we do not want to make on the vendor's behalf. Bookero is the cheapest here, but it is worth knowing what you get: just a calendar with online booking, with no records, invoices or GDPR templates, the same as Calendesk.
Price is one column. Scope is the other
The table above shows what you pay. It does not show what you get for it, and that is exactly where the categories differ. A booking calendar at PLN 111 and a practice management system at PLN 255 are not two prices for the same thing. Below is the same comparison, measured by scope. We compare categories rather than specific brands, because every category has exceptions. With any given vendor, always check their own price list.
| What a practice has to handle | Booking calendar | Marketplace | Medical system (EHR) | MentAI |
|---|---|---|---|---|
| Online booking 24/7 | yes | yes | yes | yes |
| Text message reminders | usually bundles paid separately | yes | usually bundles paid separately | 100 SMS a month included plus 30 for each additional seat (twice as many WhatsApp messages); more: +100 SMS for PLN 17, valid for a year |
| Invoices, receipts, numbering | no | usually no | yes | included |
| KSeF both ways | no | no | sometimes | included |
| Records under professional confidentiality | no | no | yes, but in a medical format | included, separately encrypted |
| Waiting list that suggests who to offer a freed slot to | rarely | no | rarely | included |
| Client portal: they reschedule and pay themselves | sometimes | yes | sometimes | included |
| GDPR templates and online consent | no | no | sometimes | included |
| Team reports: occupancy, retention, cancellations | no | no | sometimes | included |
| API for your own tools | sometimes | rarely | sometimes, often paid | included |
| Video sessions | no | sometimes | sometimes | add-on from PLN 69 |
| Session transcription | no | separate product | sometimes | add-on from PLN 69 |
| Fee per client from the platform | none | yes, PLN 26-32 or a commission | none | none |
| Price grows with every person | usually yes | yes, per specialist | yes | yes, but reception is PLN 0 |
To be fair: if all you need is a calendar with online booking, a calendar is enough and it will be cheaper. There is no point paying for documents you do not issue. A practice management system starts to pay off when invoices, consent forms, records and a team join the calendar. At that point the alternative is not "a calendar for PLN 111", but a calendar plus invoicing software plus a separate place for records.
What arrives along the way, and whether you pay extra for it
A price list shows one moment. With a subscription, what matters more is what happens over the following months, and whether new things are included or cost extra. Since July 2026, when this text was written, MentAI has gained, among other things: a client CRM with a client card and tasks, a practice API, KSeF both ways, two-factor authentication, backups in a second EU region, a portal where the client reschedules their own appointment, a pool of free late cancellations and voice commands in the panel. All of it arrived at the same subscription price. Two add-ons are paid separately: session transcription and video sessions, each from PLN 69 a month for the whole practice. Beyond them, you only pay for SMS above the allowance in your subscription, bought upfront in bundles (+100 SMS for PLN 17, valid for a year).
You do not have to take our word for it: the list of changes is public, with dates and a description of every addition. A question worth asking any vendor: what arrived at your end over the last quarter, and which of those things required paying more.
What to watch out for in "from PLN 99" price lists?
Two prices "from PLN 99" can differ almost twofold after three months. The difference sits in the add-ons: text message bundles with a counter, paid invoicing modules, GDPR document templates for a separate fee and "per person" prices.
We laid it out in detail in a separate text: how to read "from PLN 99" price lists and 7 questions for every vendor (in Polish). The shortest version: always ask how much you will pay per month in total for the set you will really use: bookings, text messages, invoices, GDPR documents.
What about GDPR and client data?
In a therapy practice client data is special-category data, so when choosing software check at least three things:
- Where the data physically is. Hosting in the European Union is the baseline; ask the vendor for an unambiguous answer, not a generality. MentAI processes data in the EU (AWS, Frankfurt region).
- Practice documents. GDPR is not only client consents: you also need a record of processing activities (Article 30) and a data processing agreement with the software vendor (Article 28). Check whether you get them included or buy templates separately. In MentAI both documents are generated from the panel, filled in with the practice's details.
- Who sees clients within the team. If several of you work together, the system should separate access: in MentAI a specialist sees only their own clients, and reception works on the calendar and payments without access to the records.
Is AI in practice software safe for professional confidentiality?
It can be, under conditions you can verify. Ask every AI vendor the same thing: what happens to the content after processing (is it saved or logged), in which region the servers run, whether the data trains models and who approves the result.
In MentAI the rules are public: the AI prepares the draft of a note, processing is ephemeral (nothing is saved or logged), and only what the specialist approves goes into the records. We write about this in more detail, together with the conditions for safe use, in the text AI notes, professional confidentiality and GDPR.
Can a practice be moved from one program to another?
Yes, and it is simpler than it seems: most systems let you export the client list to a CSV file, and the new system imports it. Appointment history and the content of notes usually do not move; download a full export from the old system as your own archive before you close the account.
We described it step by step (with a "working the next day" checklist) in the guide how to move a practice from another system. In MentAI CSV import is included, and you upload the file with client data yourself in your own account; the data does not pass through third parties.
Which system for which practice
The same program can be right for one person and too small or too expensive for a team. Below, the tools from the table above, arranged by practice size (prices and scope verified on 22 and 30 September 2026).
| Practice | What usually matters most | Tools from the table above worth checking |
|---|---|---|
| One person | a low price, online booking, invoices and documents without buying extra modules | MentAI (first therapist PLN 99, full scope), DobryGabinet (from PLN 99, online booking from PLN 159), OtterSafe (from PLN 0, with a cap on active clients), Theraplo (Free plan up to 4 staff members), TwójPsycholog (with a client base), Bookero (just a calendar) |
| A team of 2-10 people with a reception desk | a shared schedule, roles (who sees whose notes), a price that does not jump with every new person | MentAI (each additional seat PLN 39, the first reception account free of charge, a specialist sees only their own clients), DobryGabinet (centre plans for up to 4, 7 and 12 therapists, reception account included in the PLN 419 plan), Efika (PLN 399 plan for 5 people, up to 10), Theraplo (price per person), Calendesk (general-purpose calendar, 5 accounts in the plan) |
| A centre with a dozen or several dozen people, or several locations | schedule and rooms without double bookings, a separate reception account for each location, permissions, team reports | MentAI (no size limit, several locations with separate reception accounts), DobryGabinet (plan for up to 12 therapists), Efika (plan from PLN 999), Medfile and Proassist (when the centre needs medical modules) |
One tool can appear in several rows. MentAI is in each of them because the price grows linearly with the number of seats, and team, reception and locations come in the same plan as a one-person practice.
How to choose in practice: 7 criteria
- Tool category. Do you need a flow of clients (marketplace), medical modules (EHR) or order in your daily work (practice management system)?
- Cost of the full set, not the "from" price. Bookings + text messages + invoices + GDPR documents counted together, per month.
- Can you switch everything on yourself, in the panel, without e-mails to support and activation requests?
- GDPR in practice. Hosting in the EU, record of processing activities and data processing agreement included, separated access within the team.
- AI rules in writing. If the tool has AI features: what is saved, where it is processed, who approves.
- A way out. Can you export your data when you want to leave; no lock-in contract.
- A test in your own practice. A real trial period without a card, in which you check the full cycle: a client's booking, a reminder, a payment, an invoice.
The last point is the most important: no table (ours included) replaces a week of work on your own calendar with your own clients.
Where MentAI fits in all this (as of September 2026)
Honestly: MentAI is a practice management system built from scratch for therapy, not a marketplace and not an EHR.
In one subscription: online booking 24/7 with a waiting list, text, e-mail and WhatsApp reminders, online payments to the practice's account with no commission from us, invoices with KSeF (the Polish national e-invoicing system) from the first day of the trial, a client CRM with appointment history, tasks and a pre-session summary, AI-assisted notes approved by the therapist, a client portal, clinical records in a separately encrypted module, GDPR documents from the panel, a practice website with booking, team reports, an API for your own tools and the first reception account for PLN 0.
SMS and WhatsApp: 100 SMS a month included plus 30 for each additional seat (twice as many WhatsApp messages); more: +100 SMS for PLN 17, bought upfront, valid for a year. When they run out, reminders go by e-mail. E-mail unlimited. Two add-ons are paid and clearly marked as optional: session transcription and video sessions, each from PLN 69 a month. The price depends on the minute tier you choose.
The team price is simple: the first therapist PLN 99/month incl. VAT (about €23), each additional one PLN 39 (about €9), with no limit on practice size. The Founding Practices programme is running for the first 30 paid subscriptions: the PLN 99 price frozen for the whole time you use it, each additional seat PLN 19 and the 13th month free with annual payment, all with a continuous subscription. Sign-up is open: you create the account yourself, with no invitation code. The trial lasts 30 days and does not require a card, and exactly what it covers is described in the terms (in Polish). The product interface is in Polish.
If you prefer a description in the language of your specialisation (pages in Polish): MentAI for psychologists, for psychotherapists, for speech therapists.
Create an account, 30 days of the full versionAlso read: how to read "from PLN 99" price lists (in Polish)
Frequently asked questions (FAQ)
Which software for a psychology practice is the cheapest?
Public price lists of practice management systems for therapists start at about PLN 59-99 a month, and there are also plans for PLN 0 (as of September 2026). What matters more than the starting price is what it includes: in some systems text messages, online booking and invoices require a more expensive plan or add-ons, and with a team the price per person counts, so the real cost of the full set is often clearly higher than the price marked "from".
How much does practice software cost for a team of 5 therapists?
According to public price lists from September 2026, the monthly cost for 5 therapists and a receptionist ranges from about PLN 111 (Bookero Premium, just a booking calendar, with no documents or invoices) and about PLN 175-255 (MentAI: PLN 99 + 4 seats; PLN 19 per seat in the Founding Practices programme, PLN 39 as standard), through about PLN 242 (Calendesk, a general-purpose calendar), about PLN 351 (Booksy), about PLN 363 (Theraplo Standard), PLN 399 (Efika), PLN 419 (DobryGabinet, Średni ośrodek plan), PLN 435 (Medfile Plus) and about PLN 609 (Theraplo Pro), up to about PLN 2,454 (ZnanyLekarz Starter). Where a system charges per person, the reception account is another paid seat; in MentAI the first reception account is free. The team price counts, not the headline price.
Does practice software charge a fee for a new client?
Platforms with their own patient base (marketplaces) do: in public price lists from September 2026 that is PLN 26-32 net per new patient or a 20% commission on the first appointment with a minimum of PLN 25. Practice management systems, including MentAI, do not charge per client or take a commission on appointments, because they do not run a platform with patients.
Can I use ZnanyLekarz and a practice management system side by side?
Yes. A marketplace is for acquiring clients, and a practice management system is for running the practice: the calendar, reminders, payments and documents. Many practices combine both tools, and you do not have to give anything up to start.
Does a psychologist need a program with electronic medical records?
Medical records systems are built for the work of physicians: e-prescriptions, public health insurance billing, medical documentation. A private psychology or speech therapy practice usually does not use these modules, but pays for their complexity. If you operate as a registered healthcare provider, confirm the documentation requirements with a lawyer. That is a different case from a typical therapy practice.
Are AI notes in a practice management system mandatory?
No. In MentAI the AI-assisted note is an option: the AI prepares a draft, but only what the specialist approves goes into the records, and drafts are processed ephemerally, they are not saved or logged. You can also keep notes entirely by hand.
Competitors' prices in this text come from the vendors' public price lists, checked on 14-17 July 2026 and again on 7 and 22 September 2026. Price lists change; before deciding, check the current prices with each vendor. This is an informational article; confirm legal matters (form of business, documentation) with a lawyer or accountant.
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