Resources · The Therapist Toolbox
The tools I actually run my businesses on.
These are the apps, systems and services I personally use to run both my therapy practice and my coaching business. I only recommend what I genuinely find useful — tools that help you manage money, stay organized, and run your practice with less friction.
Some of these are referral links, which means I may earn a small commission if you sign up — at no cost to you. It never changes what I recommend. Where I have a discount code, it’s listed.
Banking, budgeting and tax.
Give every dollar a job and watch the uncertainty melt away. This is the budgeting app the whole Profit for Keeps® system runs on, and the one I use every single week. It’s also the first budgeting tool that actually stuck for my ADHD brain.
Online business banking built for small companies: free checking, unlimited sub-accounts for your owner pay, taxes and reserves, and none of the branch-bank friction.
Earn 2× points on the first $50k a year of business purchases, no annual fee, and 15,000 bonus points when you sign up through this link.
The cash-back version: 2% back on up to $50k a year, plus a $250 statement credit to start.
A high-yield home for your tax and reserve money, with categorized savings buckets so the tax set-aside actually stays set aside.
The only financial platform built for private practice. Tax support year-round, done-for-you bookkeeping, and guidance from a team that specializes in therapists and wellness practitioners. During the free trial you can also book a consult with a Heard advisor, and you can cancel any time before the 30 days end.
The official page for quarterly payment deadlines. Bookmark it, and put the four dates in your calendar today: January 15, April 15, June 15, and September 15.
Most states follow the same dates. Check your state’s department of revenue for deadlines and payment links.
Running the practice day to day.
All-in-one EHR for scheduling, billing, notes, and client automations. Everything is automated, which matters when your brain forgets to send statements. The one I recommend for solo and group practices.
Visual project boards for content planning and the workflows that live outside the EHR. ADHD-friendly because you can see the whole thing at once.
Automatic mileage tracking for practice travel. It runs in the background so you stop reconstructing trips at tax time.
Kym Tolson’s done-for-you GPT tools for clinical notes, onboarding and marketing, plus the training and co-working to build your own AI tools ethically.
Documentation and legal.
HIPAA-compliant clinical documentation with an AI assistant that drafts the note while you’re still in the room.
Attorney-drafted website policies, consent forms and legal templates written for therapists and coaches.
Email, hosting and the back office.
Professional email at your own domain, secure file sharing, Google Meet with recording and an AI notetaker, and the calendar everything else plugs into. I recommend the Standard plan. Ask Google to sign a BAA before using it with client information to stay HIPAA compliant. Use the link to request the discount code.
The CRM I run my coaching business on — contracts, scheduling, forms, email and the automations behind every button on this site.
The studio that designed and built this site. Custom websites for therapists, coaches, and small practices, plus the monthly care that keeps them running.
Story-driven brand photography in Raleigh and beyond, for entrepreneurs and purpose-led businesses. Roxanne shoots the kind of session where you actually look relaxed, and the photos look like you instead of stock.
Social media strategy and support, including a strategy intensive to get clear on your messaging and positioning before handing your content over to a social media manager, plus videography, content creation, and promotion of upcoming events.
One of my favorite tools for helping clients understand their out-of-network benefits. Submits OON claims for your clients so they get reimbursed without fighting the insurer, and their team even navigates denials. Pairs with the OON Reimbursement Toolkit.
Tools help. A system is what pays you.
None of these matter much until you know what your practice needs to generate. The Right Revenue Number is where you find that out, with your own numbers, in two hours.
Find Your NumberThink I’m missing one? Tell me.