SimplePractice vs OnlyCaly: Do You Really Need a Full EHR?

TL;DR

• SimplePractice: Full EHR with scheduling, notes, billing, telehealth. $29-99/month.
• OnlyCaly: Dedicated scheduling with payments and privacy. €6.99-14.99/month.
• Key Question: Do you need note-taking and insurance billing? If no, you're overpaying.
• Hybrid Option: OnlyCaly for booking + free note tool (Notion, Google Docs).

SimplePractice is the 800-pound gorilla of therapy software. It does everything: scheduling, progress notes, treatment plans, billing, insurance claims, telehealth, client portal.

But "everything" comes at a cost. And for many solo therapists, that cost doesn't make sense.

The Comparison at a Glance

When SimplePractice Makes Sense

Choose SimplePractice if you:

1. Bill Insurance Regularly

SimplePractice excels at insurance billing. It can submit claims, track ERA/EOBs, and manage superbills. If 50%+ of your clients use insurance, this alone justifies the cost.

2. Need Formal Documentation

If you're required to maintain detailed progress notes, treatment plans, and assessments, SimplePractice's clinical documentation is excellent.

3. Want Everything in One Place

There's value in a single login for scheduling, notes, billing, and video sessions. Less context-switching, less mental overhead.

4. Are Based in the US

SimplePractice is heavily US-focused. HIPAA compliance, insurance integration, and features are all designed for American healthcare.

When SimplePractice Is Overkill

Many therapists I talk to use maybe 20% of SimplePractice's features. They're paying for an EHR but really just need:

• Online booking link
• Payment collection
• Appointment reminders
• A place to jot quick session notes

If that sounds like you, you're paying $29-99/month for features you don't use.

The Private Pay Problem

If you're primarily private pay (no insurance billing), you're paying for SimplePractice's most valuable feature—and not using it.

The Solo Practitioner Problem

SimplePractice's pricing makes more sense for group practices where the per-seat cost is distributed. Solo therapists bear the full cost for partial benefit.

The International Problem

Outside the US, SimplePractice's insurance features are useless. European and Canadian therapists get the cost without the core value.

The Dedicated Scheduler Alternative

OnlyCaly takes a different approach: do scheduling exceptionally well, integrate with everything else.

What You Get

Modern Booking Pages Clean, professional booking experiences that clients actually enjoy using.

Intake Forms Custom questions before sessions. Collect what you need without a full EHR.

Payment Collection Stripe integration for deposits, full payments, or pay-later reminders.

Privacy Features Discreet calendar titles so clients' calendars don't broadcast "Therapy Session."

Calendar Sync Two-way sync with Google Calendar and Outlook. Prevents double-booking.

Automated Reminders Multiple customizable reminders to reduce no-shows.

What You Don't Get (and Might Not Need)

• Progress notes (use Notion, Google Docs, or a cheap note app)
• Insurance billing (irrelevant for private pay)
• Built-in telehealth (Google Meet works fine)
• Client portal (share a simple rescheduling link instead)

The Hybrid Approach

Many cost-conscious solo practitioners are moving to a "best of breed" stack:

Compare that to SimplePractice's $29-99/month. The savings add up.

Making the Switch

If you're currently on SimplePractice and considering a switch:

1. Export Your Data

SimplePractice allows data export. Download client lists, appointment history, and any notes you want to keep.

2. Set Up Your New Stack

Create your OnlyCaly account, set up your booking page, and connect payment processing.

3. Update Your Links

Your website, Psychology Today profile, email signature—anywhere your SimplePractice link appears.

4. Notify Clients

A simple email: "I've updated my booking system. Click here to schedule."

5. Keep Notes Somewhere

If you were using SimplePractice for notes, migrate them to your new system (Notion, Google Docs, etc.) before canceling.

Frequently Asked Questions

Is OnlyCaly HIPAA compliant?

OnlyCaly is designed with privacy-first principles and offers a privacy-focused platform. For formal HIPAA BAA requirements, consult with your compliance officer.

Can I still use telehealth?

Yes. OnlyCaly integrates with Google Meet and Zoom. Video links are automatically added to calendar invitations.

What about intake forms?

OnlyCaly includes custom intake form builders. You can collect session goals, emergency contacts, consent acknowledgments, and custom questions.

Is there a client portal?

OnlyCaly doesn't have a full client portal. Clients can view, reschedule, and cancel their appointments via booking links. For document sharing, use a simple cloud storage link.

The Bottom Line

SimplePractice is a fantastic product—for the right practice.

If you bill insurance, maintain detailed clinical documentation, and need everything integrated, it's worth the cost.

But if you're a solo private-pay therapist who mainly needs reliable scheduling and payments, you're probably overpaying.

For full practice management: SimplePractice For focused, affordable scheduling: OnlyCaly

Sometimes less is more. And sometimes less is also cheaper.

Try OnlyCaly Free →