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The Business Assistant for Private-Practice Therapists

Nobody goes to graduate school for the invoicing. Yet the moment you open a private practice, a second job appears in the ten-minute gaps between sessions: scheduling and rescheduling, chasing a private-pay balance you'd rather not mention in session, tracking the office rent and liability insurance, and wondering — usually in April — what the practice actually earned.

Ava Ledger takes the second job. She is deliberately not a clinical tool: your session notes and clinical records stay wherever you keep them now. Ava runs the business layer around the therapy hour — the calendar, the billing, the expenses, the cash flow — so the gaps between sessions go back to being breaks.

A calendar that guards the therapy hour

Sessions sync to Google Calendar, recurring weekly slots repeat on their own, and automatic reminders go out before each appointment — protecting the late-cancel-prone hours your income depends on. When a slot opens, you see it immediately; your morning briefing lists the day's sessions and anything unpaid, before your first client arrives.

Billing without the boundary problems

Money conversations sit awkwardly inside a therapeutic relationship — which is exactly why they should happen outside it. Ava sends private-pay invoices by card, tracks balances, and delivers the gentle payment reminder so you never have to spend session time on it. Sliding-scale arrangements and monthly billing both run cleanly, and every payment lands recorded in your books.

The practice's finances, finally legible

Office rent, liability coverage, supervision and consultation fees, CEUs, licensure renewals, telehealth subscriptions — categorized into real tax buckets as they occur. Ava shows caseload revenue, cash flow projections, and a business health score in one view, so decisions like raising your rate or adding a group get made on numbers, not vibes. Quarterly estimates stay current for the self-employed (the full 1099 picture lives on the independent contractors page), and your CPA gets one-click read-only access at tax time.

Growing a caseload with care

A person reaching out for therapy is doing something hard — and often emailing three practices at once. Ava flags the inquiry immediately and drafts a warm, prompt reply, so your response is the first one they read. Group practices and multi-clinician offices should also see the small business page; everything here is included in one flat plan.

Frequently asked questions