My Favorite Tools & Resources
These are the apps, systems, and services I personally use to run both my therapy and coaching businesses. I only recommend what I genuinely find useful—tools that help you manage money, stay organized, and run your practice more efficiently.
Many of these come with free trials, referral perks, or discounts to help you get started affordably.
Financial + Banking Tools
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“Give every dollar a job” and watch the uncertainty melt away. This is my favorite budgeting tool for managing both personal and business cash flow. Think of it as a modern-day envelope system.
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FNB is my favorite brick-and-mortar bank—you only have to keep a balance of .01 and excellent customer service. I always recommend having a second account just for taxes.
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Great starter cards when you're opening your business:
Blue Business Plus – Earn 2x points on up to $50k/year in purchases. Apply here.
Blue Business Cash – Prefer cash back? Earn 2% on up to $50k/year + $250 statement credit. Apply here.
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Earn 4.50% APY, categorize your savings, and get a 0.50% APY boost for three months when you use my link. Bonus: it’s a great way to organize savings for taxes, PTO, and annual expenses. Sign up here.
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IRS Estimated Taxes: April 15, June 15, September 15, January 15. Pay here.
State Taxes: These vary by state—don’t forget to check your local requirements!
Practice & Productivity
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My favorite EMR as a therapist. It’s an all-in-one platform for scheduling, billing, notes, Google Calendar sync, and automations.
✨Try it free for 7-days, then 50% off 4
Tip: If you forget to use the link at signup, just email their team and ask them to apply the referral manually!
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Visual and flexible project boards that help me manage content planning, client workflows, and business tasks. Great for mapping out sessions, marketing plans, and team projects.
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Automatically logs business-related drives—perfect for therapists attending networking events, meetings, or off-site admin tasks.
Free for up to 35 trips/month.
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A true time-saving toolbox for therapists who want to use AI without starting from scratch.
TheraAI Hub gives you done-for-you GPT tools for notes, onboarding, blogs, marketing, and more.
Clinical AI Club teaches you how to build your own AI tools with live trainings, ethical guidance, and co-working sessions.✨ Try one — or both — and get access to plug-and-play tools plus ongoing support.
Communication, Documentation & Legal
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A total game-changer for clinical documentation. HIPAA-compliant, includes a client consent form, and has an integrated AI assistant.
🎁 Try it free for 20 sessions + get $50 off your first month with code MAREN50
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HIPAA-secure texting, video, and fax. I love being able to schedule messages and set auto-replies with cancellation policies and client instructions.
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Perfect for supervision or consultation sessions that require recording. Just be sure to sign a BAA to stay HIPAA-compliant.
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Attorney-drafted policies for your website—privacy, disclaimers, terms, and more. Easy to use and affordable.
Email, Hosting & Domains
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I use this for secure email, file sharing, e-signatures, and productivity. As a therapist, I highly recommend Google Workspace for HIPAA compliance (just make sure you sign a BAA).
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My go-to website builder—easy to use, beautiful templates, and you can purchase your domain right through Squarespace or Google.
Growth Tools
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This is what I use to manage coaching clients, contracts, scheduling, and automations. A total lifesaver and one stop shop for all your practice management needs.
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Helps your clients get reimbursed for out-of-network sessions—so you don’t have to handle superbills. Their team even navigates denials for your clients.
🎁 Try Mentaya's benefits calculator free for 30 days. After you sign up enter code MAREN. A great tool to share with new clients!
A Note on Affiliate Links
Some of the links on this page are affiliate or referral-based, which means I may receive a small thank-you bonus if you sign up through them. There’s no extra cost to you—and I only recommend tools I genuinely use and love.