Best EMR for cash-based physical therapy: the prices, compared

A solo cash-based clinician who wants practice management software with an AI scribe pays $70 a month on HelloNote Plus, $94 on Jane Practice, $149 on PtEverywhere Standard, $84 on SimplePractice Starter with its Note Taker add-on, and whatever WebPT quotes, because WebPT publishes no price. LumiDesk is $55 per clinician seat per month. Every figure and quotation below was read on each vendor’s own site between September 21, 2026 and October 23, 2026.

This article is written by LumiDesk, which sells competing software. It does not rank these products and it does not pick a winner. What it does is put the published prices side by side, quote each vendor’s own words for its terms, and say plainly where LumiDesk costs more.

Four of these vendors publish a price. One does not.

That is the first thing a cash-based clinic runs into when it shops for software, and it decides whether you can budget before you talk to a salesperson.

HelloNote Plus, priced per user, is $45 a month per full-time provider plus $25 a month for practice management: $70 a month for one provider. hellonote.com/pricing, October 23, 2026

Jane Practice is $79 a month and includes one full-time practitioner. jane.app/pricing, September 21, 2026

PtEverywhere Standard is $149 a month and includes one therapist user. www.pteverywhere.com/pricing, September 21, 2026

SimplePractice Starter is $49 a month, Essential $79 and Plus $99, each billed monthly. www.simplepractice.com/pricing, October 20, 2026

WebPT does not publish a price for any plan. Its pricing page carries plan names and feature lists, and no figures. www.webpt.com/pricing, September 21, 2026

WebPT names the two ways it will bill you without naming a figure for either:

So WebPT cannot be placed in the table below. Nothing here estimates it, and nothing here takes a WebPT figure from a directory or a review site. Its row reads “Quote only” at every size.

What each vendor publishes

HelloNote

HelloNote publishes three plans. The cheapest one caps how many patients you can document:

Lite has no cap, but it is for one user, and it leaves out what a cash clinic takes payment through:

• HelloNote Lite is $49.99 a month, for one user. hellonote.com/pricing, October 23, 2026
• HelloNote's own plan comparison table does not list credit card processing, a patient portal or intake forms on Lite. hellonote.com/pricing, October 23, 2026

Plus is the plan with all three, priced per provider, and its calculator stops at 10:

• On Plus, a part-time provider is $30 a month for up to 100 notes; over 100 notes, HelloNote bills the full-time rate. hellonote.com/pricing, October 23, 2026
• HelloNote's Plus calculator prices 1 to 10 full-time providers and does not publish a price above 10. hellonote.com/pricing, October 23, 2026
• A clearinghouse, for billing and eligibility, is an optional $25 a month add-on on Plus. hellonote.com/pricing, October 23, 2026

Plus can also be bought by the note rather than by the provider, which HelloNote explains this way:

Plus can instead be priced per note: $99 a month, plus $0.75 a standard note or $0.95 a billable note. hellonote.com/pricing, October 23, 2026

Jane

Jane publishes three plans. The cheapest one caps how much a clinician can work:

Jane Balance is $54 a month. jane.app/pricing, September 21, 2026

Practice and Thrive lift that cap, and each charges for every practitioner after the first:

• On Practice, each practitioner after the first is $35 a month full-time, or $17.50 part-time. jane.app/pricing, September 21, 2026
• On Thrive, each practitioner after the first is $40 a month full-time, or $20 part-time. jane.app/pricing, September 21, 2026
• Administrative and support staff (any profile without bookable hours on the schedule) can be added to Jane free of charge. jane.app/pricing, September 21, 2026

Jane also publishes where its rate card stops:

Jane does not publish a price at 10 or more licenses. Its own pricing calculator returns no figure at that size and offers a call instead. jane.app/pricing, September 21, 2026

PtEverywhere

PtEverywhere publishes three tiers. Its cheapest one caps visits rather than practitioners:

PtEverywhere Starter is $49 a month and includes one therapist user. www.pteverywhere.com/pricing, September 21, 2026

PtEverywhere Pro is $199 a month and includes one therapist user. www.pteverywhere.com/pricing, September 21, 2026

Extra therapists are charged at a rate that changes with headcount, and non-clinical staff split two ways:

• Each therapist account after the first is $75 a month from 2 to 5, $60 a month from 6 to 10, and $50 a month from 11 up. The rates are published once, in one block, and apply to all three plans. www.pteverywhere.com/pricing, September 21, 2026
• Non-therapist accounts are $39 each a month, capped so that they do not outnumber the therapists. www.pteverywhere.com/pricing, September 21, 2026
• Admins & Receptionists: $0 www.pteverywhere.com/pricing, September 21, 2026

It is the only vendor here that publishes an annual price:

PtEverywhere publishes an annual price for Standard, at $1,639 a year, and for Pro, at $2,189 a year. Choosing the annual option removes Starter from the page, and the therapist and non-therapist rates stay published by the month. www.pteverywhere.com/pricing, September 21, 2026

The annual option is labelled a one-month discount, and each annual price is shown beside the twelve-month total it replaces, $1,788 for Standard and $2,388 for Pro. www.pteverywhere.com/pricing, September 21, 2026

SimplePractice

SimplePractice puts no cap on clients on any plan, and its cheapest plan takes cards and has a portal with intake forms. It sells that plan to one clinician only:

• SimplePractice's plan table ticks unlimited clients, paperless intakes, a client portal and storing and processing credit cards on Starter, Essential and Plus. www.simplepractice.com/pricing/compare-plans, October 20, 2026
• SimplePractice's plan table lists appointment reminders on Essential and Plus, and not on Starter. www.simplepractice.com/pricing/compare-plans, October 20, 2026

So a clinic of two or more is on Plus:

On Plus, SimplePractice's pricing page charges $99 a month for the first practitioner and $74 a month for each additional one, from 2 to 5 practitioners. www.simplepractice.com/pricing, October 20, 2026

SimplePractice publishes no price past five practitioners:

WebPT

WebPT publishes plan names, feature lists and the audience it means each plan for, and no figures. Its three plans are described this way:

Starter is the plan WebPT names for cash-pay practices. What a cash-based clinic should know about it is which money tools are in it and which are a tier up:

• Payment Reporting and a Custom Payment Dashboard are listed on Starter only. www.webpt.com/pricing, September 21, 2026
• Integrated and online payments are listed on Enhanced and Ultimate, and not on Starter. www.webpt.com/pricing, September 21, 2026
• WebPT does not publish a price for any individual add-on, and its pricing page does not list which add-ons can be bought. www.webpt.com/pricing, September 21, 2026

And what a plan can be changed to once bought:

What a year costs at 1 to 9 clinicians

The table is in years, one figure per vendor at each clinic size, because that is the only unit every one of these prices can be put in at once: LumiDesk sells a prepaid year, PtEverywhere publishes an annual plan price, Jane publishes no annual plan at all and says paying ahead runs at its monthly rate, and HelloNote and SimplePractice publish no annual price. Each vendor is shown paying the cheapest way it publishes.

LumiDesk is $550 per clinician seat prepaid for a year, or $55 per seat per month, which is $660 a seat over a year. Only clinicians take up a seat.

At every clinic size the table shows, LumiDesk’s prepaid figure is the lowest of the published ones. That is a statement about a year prepaid at $550 a seat, which is the basis every row is priced on, and about the sizes the vendors publish, not about every clinic. The table stops at 9 clinicians because 9 is the last size Jane publishes a price for, not because anything changes there in our favour. Jane’s own calculator returns no figure at 10 or more licenses and offers a call instead.

What an AI scribe costs at each vendor

An AI scribe is the line item that moves a cash clinic’s bill the most, because it is usually charged per clinician on top of the plan. The meters here are all different from one another.

Jane charges for it. Every Jane plan includes AI Scribe with 5 free notes a month. jane.app/pricing, September 21, 2026 In Jane’s own words:

PtEverywhere includes it. The pricing page lists AI Scribe as included on Starter, Standard and Pro, and lists no AI Scribe add-on. www.pteverywhere.com/pricing, September 21, 2026 In its own words:

HelloNote says two things about it. Its AI Scribe page says it is in every plan:

Its October promotion page offers Free AI Scribe for 30 days hellonote.com/hellonote-monthly-promo, October 23, 2026. HelloNote does not publish a price for its AI Scribe, and its pricing calculator has no scribe line. hellonote.com/pricing, October 23, 2026 So the table follows the scribe page and adds nothing for it.

SimplePractice charges for it, by the clinician. In its own words:

Note Taker is also sold inside Care Aide, a bundle of four AI tools at $59 a month for the account owner and $49 for each additional clinician. www.simplepractice.com/pricing, October 20, 2026

WebPT publishes one without a price. WebPT's Rehab AI line names an AI Voice-To-Text Scribe, Smart Note Templates, On-Demand CPT Coding Guidance and an AI Chatbot. No price, and no plan, is published for any of them. www.webpt.com/rehab-ai, September 21, 2026

LumiDesk includes it in every seat, unlimited, with no opt-in fee and no note count. At five clinicians, Jane's scribe alone is $75 a month of the $294 on Practice.

The table above turns the scribe on for every clinician at every vendor, which is the basis it states. A clinic where only one clinician wants a scribe will pay Jane or SimplePractice less than the table shows, and so will one where Jane’s five free notes a month are enough.

Side by side

Every LumiDesk cell below is something LumiDesk will have at launch. Each competitor cell links back to the page it was read from.

Where each one is strong

None of these is a bad product, and a clinic reading a price table should know what the money buys.

HelloNote is built for rehab therapy, with Medicare’s rules in the note, and it moves you over at no charge. HelloNote includes real-time alerts for Medicare requirements (like the 8-minute rule and G-codes), helping you avoid denials. hellonote.com/physical-therapy-emr, October 23, 2026

Jane does the unglamorous parts well. There are no additional costs for support with data imports or migrations. jane.app/pricing, September 21, 2026

It is month to month with no exit fees, and it is SOC 2-audited.

PtEverywhere includes its scribe at every tier, publishes an annual price, and sells a home exercise program on every plan. Home Exercise Program is listed on Starter, Standard and Pro. www.pteverywhere.com/pricing, September 21, 2026 Its own team does the migration for you.

SimplePractice lets you try everything before you pay, and set yourself up without a call.

WebPT is built around the insurance side, and publishes the size of its exercise library. over 5,500 photo and video exercises www.webpt.com/products/home-exercise-program, September 21, 2026

When to choose each one instead

• Choose HelloNote if Medicare patients are part of your caseload, or if your clinicians write few enough notes that paying by the note costs less than paying by the provider.
• Choose Jane if several of your clinicians are part-time, since Jane charges half a licence under 24 booked hours a week and LumiDesk charges a full seat whatever the hours; or if you want a third-party security attestation today.
• Choose PtEverywhere if you need a clearinghouse, eligibility checks and denial management now, or if a home exercise program is something you use every day.
• Choose SimplePractice if you want to try the whole product for a month before you pay, or if a HITRUST certification matters to you today.
• Choose WebPT if insurance is a real part of how you get paid, or if you need Medicare and MIPS reporting. It is built for that and LumiDesk is not.

Every one of them bills insurance. LumiDesk does not: it is built for clinics their patients pay directly, and the superbill is the patient’s route to reimbursement.

When LumiDesk fits

LumiDesk is built for one clinic in particular: a physical therapy practice paid by its patients rather than by insurers, run by someone who wants the whole clinic on one platform.

If that is you, what you get is one published price per clinician seat with everything in it. No base fee, no quote call, and no feature held back for a higher plan, which means what a cash practice runs on is in the seat you are already paying for rather than one tier up or one add-on across every clinician.

Choosing the best EMR for a cash-based physical therapy practice

There is no answer to that question that is true for every clinic, and this article deliberately does not give one. What it can give you is the method the table above uses, which you can run yourself against any vendor:

1. Price the plan you will actually be on, not the cheapest one on the page. An entry tier with an appointment or visit cap is not the plan a working clinician is on, and a feature you sell every week may sit a tier up.
2. Turn the scribe on for every clinician who will use it, then add back everything else that is charged per clinician. Those add-ons move the bill more than the base plan does.
3. Price it at the size you expect to be, not the size you are. The crossovers under the table are real, and they move with headcount.
4. Total a year, not a month. Whether a vendor publishes an annual price, discounts a prepaid year, or has no annual plan at all moves the total more than a few dollars on the plan fee does, and it is the only basis on which four differently shaped prices can be compared at once.
5. Read the terms, not the summary. Initial term, renewal, refunds, and what happens to your data when you leave.

See LumiDesk’s full pricing, read how a cash-based clinic runs on LumiDesk, or go deeper on one of the vendors with a page of its own: HelloNote, Jane, PtEverywhere, or WebPT.