Physical Therapy Software Pricing (2026): What Every Vendor Actually Publishes, and the 9 Things That Decide Your Quote

You asked a simple question. What does it cost?

You got a demo request form, a 45-minute call, a discovery questionnaire, and eventually a number that arrived a week later with a footnote about implementation fees.

That is still how much of the outpatient PT software market works, but more vendors publish a price than you might expect. The ones that don't are worth knowing by name before you book four demos.

So here is what is actually knowable, read from each vendor's own website, and what moves your number when there isn't one.

What each vendor publishes (read October 13, 2026)

Every row below was read on the vendor's own pricing page on October 13, 2026. Directory listings and review sites were left out on purpose: their figures are often stale, and they rarely say what headcount or modules they assume.

WebPT pricing

WebPT does not publish a price. Its pricing page names three tiers – Starter, Enhanced and Ultimate – and says it charges per provider per month or per visit, with add-ons available. Every route leads to a quote.

If WebPT is on your list, go into the call with the questions further down, and ask for the number at the provider count you expect in two years, not today's. Per-provider pricing is the line that grows every time you hire.

Jane App pricing

Jane is the most transparent of the larger platforms. On its pricing page, read October 13, 2026:

• Balance: $59/mo for one practitioner, limited to 20 appointments a month.
• Practice: $79/mo with one full-time practitioner included, then $35/mo per extra full-time practitioner and $17.50/mo per part-time one.
• Thrive: $99/mo, then $40/mo per extra full-time practitioner and $20/mo per part-time one.
• Insurance billing: a $20/mo add-on on Practice and Thrive, plus $5 or $2.50 per additional full- or part-time practitioner.

Jane shows the same numbers in USD or CAD depending on where you browse from. A full-time practitioner, in Jane's terms, is one with 24 or more booked hours a week.

Why the rest quote (the unglamorous reason)

It is tempting to read quote-only pricing as pure sales theater. Mostly it is not.

A 3-clinician cash-based practice and a 40-provider multi-site group with integrated RCM are buying genuinely different products from the same vendor. One published rate would be wrong for both. Quoting also lets a vendor price to your size, which is exactly as good for them and as bad for you as it sounds.

The real cost of this is not the price. It is that you cannot compare without sitting through four demos, and by demo three most owners are tired enough to take the first reasonable number.

The 9 things that actually decide your quote

This is the part worth knowing, because these are the levers a rep is working with when they build your number.

1. Per-provider vs flat. The single biggest variable. Per-provider looks cheap at 3 clinicians and quietly becomes your third-largest line item at 12. Ask what the number looks like at the headcount you expect in two years, not today's.
2. Full-time vs part-time seats. Many vendors price these differently. If you run PRN or part-time staff, this materially changes the math and is easy to miss in a verbal quote.
3. Implementation and onboarding fees. Often a separate one-time charge, sometimes several thousand dollars, and almost never mentioned until the contract stage.
4. Data migration. Getting your patient history out of the old system and into the new one is usually quoted separately, and the price depends on how cooperative your outgoing vendor is.
5. Training. Some vendors include it, some sell it per seat or per session. Budget the staff hours too, since your team is not billing while they are learning.
6. Modules and add-ons. Insurance billing, telehealth, home exercise programs, AI documentation, patient engagement, analytics. The headline rate rarely includes all of these, and the ones you assumed were core are often the upsell.
7. Contract length and auto-renewal. Annual commitments usually buy a discount. They also remove your leverage at renewal. Read the auto-renewal notice window before you sign, not after.
8. Rate escalation. Ask directly whether your quoted rate is locked for the term or escalates at renewal, and by how much. A number that rises 8% a year is a different number.
9. Exit terms. What happens to your data if you leave, in what format, and at what cost. This is the one nobody asks about and the one that hurts most later.

The questions to ask on the demo call

Steal this. Ask for the all-in first-year number, not the monthly rate:

• What is the total first-year cost including implementation, migration, and training?
• What does that number become at [your projected headcount in 24 months]?
• Which of the features you just demoed are included, and which are add-ons?
• Are part-time and full-time clinicians priced differently?
• Is the rate locked for the contract term, or does it escalate at renewal?
• What is the notice window to avoid auto-renewal?
• If we leave, how do we get our data, in what format, and what does that cost?

A vendor that answers all seven quickly and in writing is telling you something good about how they will behave as a partner. One that deflects on more than two is telling you something as well.

The cost nobody puts in the quote

Here is the part that changes the decision for a lot of owners.

A migration is not just the invoice. It is weeks of reduced productivity while your team relearns documentation, a stretch of messy billing during cutover, and a real risk of losing historical data fidelity. Count those costs next to the software line item before you decide.

Which is worth weighing against what you are actually trying to fix. If your documentation is genuinely slowing clinicians down or your billing is broken, switching is the right call and the disruption is worth it.

But if what actually bothers you is revenue, be honest about the diagnosis first. No-shows, patients quietly stalling at visit 5 of 12, and the lapsed patients sitting in your EMR are workflow problems, not documentation problems. Every EMR on the list above inherits all three, because some refill a cancelled slot from a waitlist, but none works from where each patient stopped in their plan of care. You can spend months migrating and still have exactly the same leak.

If you want to compare replacement options anyway, we keep honest round-ups: WebPT alternatives, Jane App alternatives, Raintree alternatives, TheraOffice alternatives, and Clinicient alternatives. If the gap is retention rather than documentation, the round-up of patient reactivation software covers the layer that sits on top of whichever EMR you keep.

What we do, and why we price the way we do

Clinic OS Pro is a flat $249/mo, published, month to month, no per-provider fee.

That is a deliberate choice rather than a marketing angle. Our flows work on your patient list, not your headcount, so charging you more for hiring a clinician would be charging for something that costs us nothing. It also means you can budget it without a call, which is the thing this entire post is complaining about.

We are not an EMR and we do not replace one. We run on top of the system you are already using.

Run your own numbers first

Before you price software, price the problem. If the leak is smaller than the migration, the migration is not the answer. If it is bigger, at least you will know what you are actually buying.

Sources: each vendor's own pricing page, read on October 13, 2026, linked in the table above. Vendors listed as quote-only had no published figure on that date. Any figures you see elsewhere for them are third-party estimates rather than quoted rates. If a vendor's price changes, email support@clinicospro.com and this page gets updated.

Frequently asked questions

How much does physical therapy software cost? Of the vendors that publish, the entry prices read on October 13, 2026 were: Cliniko $45/mo for one practitioner, Practice Perfect $47.50 per concurrent user a month (minimum 4), Juvonno $55/mo per location ($49 billed yearly), Jane $59/mo for one practitioner, and HENO $149/mo per provider. WebPT, Prompt, Raintree, Clinicient and TheraOffice quote instead, so their number depends on provider count, modules, contract length and implementation.

How much does WebPT cost? WebPT does not publish a price. Its pricing page names three tiers, Starter, Enhanced and Ultimate, and says it charges per provider per month or per visit. You get a number by requesting a quote, so ask for the all-in first-year figure at the headcount you expect in two years.

How much does Jane App cost? Read on Jane's own page on October 13, 2026: Balance is $59/mo for one practitioner, capped at 20 appointments a month. Practice is $79/mo with one full-time practitioner included and $35/mo for each extra full-time practitioner. Thrive is $99/mo, with $40/mo per extra full-time practitioner. Insurance billing is a $20/mo add-on on Practice and Thrive. Jane shows the same numbers in USD or CAD depending on where you browse from.

Why do PT software companies hide their pricing? Mostly because the product genuinely varies by practice, and partly because quoting lets them price to your size. A 3-clinician cash practice and a 40-provider multi-site group are buying different things, so a single published rate would be wrong for both. The side effect is that you cannot budget or compare without sitting through several demos.

Is per-provider or flat pricing better for a PT clinic? Per-provider pricing is cheaper when you are small and gets expensive as you hire, since your software bill grows every time you add a clinician. Flat pricing costs more on day one and stops mattering as you scale. The honest test is to model both at the headcount you expect in 24 months, not the headcount you have today.

What questions should I ask on a PT software demo call? Ask for the all-in first-year number, not the monthly rate: implementation and onboarding fees, training, data migration, per-provider costs at your projected headcount, which modules are extra, the contract length and auto-renewal terms, what happens to your data if you leave, and whether the quoted rate is locked or escalates at renewal.

Does switching EMRs fix no-shows and patient drop-off? No. No-shows, mid-plan drop-off, and lapsed patients are workflow problems rather than documentation problems, so a new EMR inherits all three. That is worth knowing before you spend months and a large budget on a migration to solve something a retention layer addresses without switching.