Feeling overwhelmed by Practice Management Software or Practice Admin?
Starting a private practice as a counsellor or therapist can feel overwhelming. Beyond seeing clients, you suddenly have business tasks – scheduling, note-taking, billing, and more – all on your plate. It doesn’t help that there are so many practice management software options out there (Kiku, WriteUpp, Cliniko, Power Diary / Zanda Health, to name a few). Each promises to simplify your admin so you can “focus less on the admin and more on your clients”. But how do you choose? I’ve been in your shoes, and I want to share my journey of finding the right tool.
Many of us enter this field with lots of clinical training – and little business training. As one therapist put it, “we trained as therapists, not business people”, so running a practice means learning those business lessons the hard way. In the early days when you have just a few clients, it’s manageable to DIY your admin. But once your diary fills up, “your working day can start to get really, really long” with all the extra admin. I certainly found that out as my practice grew. I realised I needed a software solution to streamline the administrative load.
Trying Different Tools: The Search for the Right Fit
Over the years I experimented with a few systems. I started simple with BACPAC, a basic client management app developed with BACP in 2015. It was straightforward – it kept my notes in one place and sent appointment reminders – and it cost around £18 a month. This worked fine until my practice got busier and more complex. As I began juggling a larger caseload (and eventually running two practices), I needed more automation to save time.
I then tried some other popular platforms:
WriteUpp (around since 2008) is a well-known choice in our community – it “simplifies scheduling, billing, and record-keeping” and is designed with strong data protection for multi-location practices. It has friendly customer support and starts at about £17.95/month for one user.
I also looked into Kiku, a newer UK-based platform “designed by therapists for therapists” that aims to “manage, streamline and grow your counselling business”. Kiku is very user-friendly and affordable (roughly £16-£17 per month for a solo plan) with a free trial, which makes it appealing for those just starting out.
Each of these systems has its strengths – for example, Kiku automates routine communications like sending confirmations for new bookings or cancellations, and WriteUpp offers robust multi-location scheduling.
However, despite their merits, none quite ticked all my boxes once my practice really took off. I found myself wanting an all-in-one solution that could handle everything: from scheduling with reminders, to note-taking templates, to billing, online payments, as well as managing group bookings and telehealth (Zoom integration) – basically a system to take admin off my shoulders. That’s when I discovered Zanda Health (formerly known as Power Diary).
Discovering Zanda Health (formerly Power Diary)
When I first switched to Zanda, I’ll admit there was a bit of a learning curve. The system felt feature-rich (read: a little complicated at first glance). But that’s because it does so much. After getting used to it (and with help from their very responsive support team), I grew to love it. Now I honestly couldn’t imagine managing my practice without Zanda. It transformed how I run my business day-to-day, letting me spend more time with clients and less time on tedious admin.
So what makes Zanda stand out for me? In short, it’s an all-in-one practice management platform – truly a one-stop shop for running a therapy practice. Zanda covers all the bases in one package, whereas with other tools I felt I was missing pieces or having to bolt on extras. Here’s an overview of how Zanda has made my life easier:
- Automated Scheduling & Reminders: Zanda’s calendar is integrated with automated client notifications. I can schedule appointments and clients get confirmation and reminder messages automatically (via email / text or both). No more manual texting! It even has a waitlist feature – if a slot opens up, I can notify waiting clients in one click. This kind of automation is a lifesaver when you’re juggling a full caseload. (For reference, Kiku and others also offer automated appointment reminders, but Zanda does it seamlessly as part of a bigger system).
- Customizable Notes & Forms: Keeping good session notes is crucial, and Zanda makes it easy. You can write your clinical notes directly in the system and even create your own templates for different types of sessions. For example, I have templates set up for EMDR sessions, for supervision meetings, and for general therapy as well as assessments – so I’m not reinventing the wheel each time. Zanda comes with a huge library of pre-built note templates that you can tweak to your needs, or create your own. It’s gold for a busy therapist. On top of that, you can send intake forms or questionnaires to clients before sessions – securely via a link – and their responses auto-save into their client file. If you use standard outcome measures or want a client’s history in writing, Zanda handles that digitally, cutting down your paperwork.
- Client Portal for 24/7 Bookings: Zanda offers a secure client portal which I’ve found incredibly useful. With a simple link (that you can even embed on your website), clients can book appointments online anytime at their convenience. However, you remain in control, and can turn this option on or off – you set which appointment types or slots are available for self-booking – but it means less back-and-forth scheduling emails for me. Clients appreciate the flexibility of booking or viewing upcoming sessions on their own. The portal also allows clients to pay for sessions online and to view things like past invoices or appointment history. It basically extends Zanda’s functionality directly to the client in a safe way. And of course, everything is GDPR-compliant and securely encrypted, which is non-negotiable for our line of work.
- Invoicing & Online Payments: One of my favorite time-savers is Zanda’s billing integration. The system can automatically generate and send professional invoices for your sessions as part of the reminder text or email, and it integrates with Stripe to let clients pay by card online. I simply connect my Stripe account, and clients can click a payment link – no more awkward “please transfer the fee to this bank account” emails. Zanda will even send payment reminders and flag any outstanding unpaid invoices so you don’t have to play debt collector. This has helped me keep on top of income without awkward conversations – the system gives a gentle nudge for you. Plus, you can configure it to mark sessions as paid once the payment is received, keeping your records tidy, and if you see clients face to face or they pay in different ways you can record this on the system to.
- Integration with Your Workflow: Another big plus – Zanda plays nicely with other tools. It can sync with Google Calendar if you use this, so therapy appointments can show on your personal/work calendar (and vice versa) without double-entering anything. It also connects with Xero (a popular accounting software), which makes bookkeeping simpler if you use an accountant or like to track finances in detail (especially with making tax digital on the horizon). I also discovered it links with Mailchimp and other services for those who do email marketing, and even Healthcode for insurance billing (important if you work with health insurers in the UK). In short, Zanda doesn’t make you abandon your existing tools – it integrates to create a smooth workflow, and they are constantly adding new tools.
- Scalability for Group Practice: When I started, it was just me. Now I run two practices (in two locations) with multiple team members. Zanda scaled up with me effortlessly. You can add multiple practitioners under one account, manage their individual calendars, and even coordinate room bookings or resources. The pricing is based on number of practitioners, and all features are included on every plan, so it was easy to add colleagues as my team grew. There’s also a neat feature called a “Practice Operations Manual” built in – essentially a place to store your procedures and policies for the team – which became handy as we onboarded new therapists. Whether you’re a solo practitioner or part of a group, Zanda can accommodate your needs. I appreciate that I didn’t have to migrate to a whole new system when my practice expanded; I just tweaked my Zanda subscription and settings.
- Reliable Support & Security: The customer support at Zanda has been stellar in my experience. During setup I had a bunch of questions (like how to import my existing client data, how to customize certain templates, etc.), and the support team walked me through it. They even have a free trial period where you can test everything out with no commitment (and no credit card required), and I found that extremely reassuring. In terms of data security, Zanda is rock solid – it’s ISO 27001 certified and fully GDPR compliant, with secure servers and regular backups. I feel confident storing sensitive client notes and contact details there knowing they take privacy seriously. In fact, Zanda (as Power Diary) has been around for about 15 years, originating in Australia, and is used by health clinics worldwide. That track record gave me peace of mind that the company knows what it’s doing.
How Zanda helped My Practice Thrive
Using Zanda Health has genuinely allowed my practice to grow and thrive in ways that felt manageable. I often say that Zanda lets me “stay in my primary role as a clinician” while it takes care of the business side in the background. By automating so many administrative tasks – scheduling, reminders, note organisation, billing – it frees up mental bandwidth for the work that really matters: being present with my clients.
To give a concrete example, before Zanda I used to spend hours each week on admin: sending appointment reminders manually, preparing forms for new clients, issuing invoices and tracking payments in a spreadsheet. It was draining (and let’s face it, easy to make an error). Now, so much of that runs on autopilot.
New client inquiry? I send them my intake form via Zanda beforehand and have their details neatly captured. End of session? I write a quick note using my template and hit save – no papers to file.
End of month? I can run a report to see my earnings, and all invoices have already been logged and sent out. The efficiency is night-and-day.
Importantly, my clients benefit too. They get timely reminders and slick, professional-looking communications. They can book or pay online at their convenience, which makes the therapy process feel more modern and accessible. I’ve had feedback from clients that they appreciate the smooth scheduling and billing process – it gives them one less thing to worry about, so they can focus on therapy. In that sense, the software actually contributes to better client care by removing friction and confusion. One UK platform’s review noted that these kinds of tools “cut administrative work by an impressive 80–90%”, allowing therapists to save time and focus on patient care. I absolutely believe it – in my own practice I’ve seen huge time savings.
Finally, Zanda has given me the confidence to expand. When I opened a second practice, I didn’t feel double the chaos, because Zanda was able to handle the increased load (multiple calendars, more clients, more invoices) with ease. It kept me organised and ensured nothing fell through the cracks. In a field where our time and energy are precious, having this kind of reliable infrastructure is priceless.
Ready to Give It a Try? (Free Trial + £75 Credit Offer)
If you’re currently shopping around for practice management software, I highly recommend giving Zanda Health a test run. As I mentioned, they offer a free 14-day trial with no pressure and no credit card needed – so truly, what’s the worst that could happen? You spend a little time exploring it, and if it’s not for you, no harm done. But if you end up loving it (like I did), you’ll have found a powerful ally to help run your practice.
I’m also happy to share a referral perk: if you do decide to subscribe after the trial, using my referral link will give you £75 credit on your new Zanda account (which could cover a few months of fees!). Here’s the link to use:
Zanda Health – Free Trial + £/$75 Credit.
(Full disclosure: if you sign up through my link, I’ll receive a referral voucher as well – a nice little win-win situation!). If for any reason the credit doesn’t apply automatically, just mention my referral code ED42 to Zanda’s customer service and they’ll be able to sort it out.
Bottom line: Finding the right practice management software can feel daunting, but it’s worth the effort. The right tool will save you hours of work, reduce stress, and let you focus on what you do best – helping clients. For me, Zanda Health turned out to be that tool, and it has been a game-changer for my two practices. Every therapist’s needs are a bit different, but if you’re looking for an all-in-one solution that grows with you, Zanda is definitely worth a look. Give the free trial a go, and who knows – it might just make your practice (and life) a whole lot easier. Good luck, and feel free to reach out if you have any questions about my experience!
Happy practicing, with less admin and more peace of mind! 😊
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