The best practice management software in the UK

The short version, by type of practice

• Solo therapist, counsellor or psychologist on a tight budget: Zanda's Starter plan is the cheapest published option at £15 a month. WriteUpp Solo and Jane's Balance plan are close behind.
• Physio, osteopathy or chiropractic clinic with insured patients: WriteUpp or TM3, both of which build in Healthcode invoicing. TM3 is the most MSK-focused of the six.
• A growing clinic that wants every feature without plan tiers: Cliniko, which prices by practitioner count only, with unlimited admin users.
• A mixed clinic with classes as well as one-to-one appointments: Jane, which handles group appointments and classes on every plan.
• Private GPs, consultants and psychiatry: Semble, which is built around a medical record with prescribing, labs and insurer billing. Pricing is on request.

All six handle the basics: a diary, online booking, clinical notes, invoicing and reminders. The differences are in insurer billing, AI notes, how pricing scales as you add practitioners, and how each one feels to use, which only a trial will tell you.

What to look for in a UK practice management system

• Online booking that patients can use. A clean booking page you can link from your website and Google Business Profile, with deposits or card details for longer appointments.
• Notes that fit your discipline. Custom templates, body charts for MSK, outcome measures for therapy, and a clear audit trail.
• Insurer billing, if you need it. Healthcode is the UK clearing service that private medical insurers use for electronic bills. If a large share of your patients are insured, built-in Healthcode support saves hours a month.
• Where your data lives. Patient notes are health data under UK GDPR. Ask where the data is hosted, who the subprocessors are, and for a data processing agreement. Jane says UK accounts are hosted in London; Cliniko and Heidi both say UK customer data stays on UK servers.
• The real monthly cost. Per-practitioner charges, SMS (Cliniko charges 10 cents a message, Zanda 9p), video add-ons, AI scribe add-ons and card fees.
• AI notes. Several now offer an AI scribe as a paid add-on. If you are considering one, read our guide to AI medical scribes in the UK first, because the governance questions are the same whichever system it sits in.

Practice management software compared

From each vendor's own website, October 2026. "Not stated" means we couldn't find it there, not that the feature doesn't exist.

Prices change often and most exclude VAT. Treat these as a starting point and confirm the total for your team size before you sign up.

Cliniko vs WriteUpp

These two come up together more than any other pair, usually from physios and therapists choosing their first system.

Pricing. Cliniko charges by the number of practitioners and includes every feature on every plan, with unlimited admin users, locations and storage. It publishes prices in US dollars, from $45 a month for one practitioner. WriteUpp prices in pounds, with a Solo plan at £27.95 a month and a Group plan from £45.95, adding £15 per extra user up to ten. Its online booking, video and AI scribe are add-ons or bundles depending on the plan.

Insurers. WriteUpp has a built-in Healthcode integration with documented insurer codes and troubleshooting. We could not find Healthcode support on Cliniko's own site, so if you bill insurers regularly, ask Cliniko directly before choosing it.

AI notes. WriteUpp sells its own AI Medical Scribe (£23.95 per user a month, or bundled into Solo + AI Scribe at £49.95). Cliniko relies on connected apps, including Heidi, which pushes notes into the patient file.

Trials. Both offer 30 days. Cliniko extends that to 90 days for members of the CSP, BACP and the College of Podiatry.

In short: choose Cliniko if you want simple, predictable pricing and everything included; choose WriteUpp if you bill insurers through Healthcode or want an AI scribe from the same supplier.

Jane App vs Cliniko

Jane and Cliniko are often compared by clinics that have outgrown a cheaper system.

How pricing scales. Jane's plans (£29, £44 and £55 a month) include one practitioner, and further practitioners are billed as full or half licences depending on weekly booked hours. Cliniko's price steps up in bands by practitioner count. A clinic with several part-time practitioners should model both, because the answer depends on the rota.

Features. Jane includes group appointments, classes, intake forms, charting templates, outcome measures and one-to-one video on every plan, with waitlists, packages and memberships on Thrive. That makes it a natural fit for a physio clinic that also runs Pilates or rehab classes. Cliniko's strength is that there are no plan tiers to compare at all.

Insurers and AI. Jane has an insurance billing add-on that supports Healthcode claims in the UK, and its own AI Scribe at £15 per practitioner a month. Cliniko leans on connected apps for both.

Trying it. Jane has no free trial but offers a demo account. Cliniko has a 30-day trial.

In short: Jane suits mixed clinics with classes and part-time teams; Cliniko suits clinics that want straightforward pricing and an open ecosystem of add-on apps.

Semble, Zanda and TM3

Semble

Semble describes itself as a care platform for private healthcare, covering 80+ specialities from primary and secondary care to mental health, allied health and pharmacy. It combines an electronic health record with scheduling, billing (including Healthcode invoicing), lab and pharmacy connections, telehealth and AI-powered notes. It is the most medical of the six, and probably more than a solo therapist needs. Pricing is only given through a demo.

Zanda (formerly Power Diary)

Power Diary renamed itself Zanda in late 2024; the software is the same. Its UK pricing is the cheapest published here: Starter is £15 a month for one practitioner and 1,000 appointments, and Growth is £25 plus £15 for each additional practitioner, with half price for the first six months. It includes a client booking portal, intake forms, progress notes, two-way SMS (charged per message) and telehealth. Its UK site is aimed at psychologists, counsellors, therapists and allied health practitioners.

TM3

TM3 is built for MSK practices, from individual physios to multi-site groups. Its Good plan (£39 per user a month) already includes branded online booking, clinical forms, telehealth, reminders and Healthcode integration. Better (£55) adds automations, waiting lists, packages and integrations with Heidi and Mailchimp. Best (£70) adds single sign-on, audit and account management for larger groups. Insurer billing is a £10 per licence add-on.

How to choose, and what about online booking?

1. Count what you need now, and in two years. Practitioners, locations, classes, insurers. Pricing that suits one practitioner can get expensive at eight.
2. Trial two systems with real work. Book a test patient, write a note, send an invoice, run a reminder. Do it on your phone as well as your laptop.
3. Check the exit. Ask how you export notes, letters and documents if you leave, and what the vendor migrates in for free.
4. Ask for the data processing agreement and where data is hosted, and note it in your own data protection records.

Online booking for therapists

All six include online booking. What decides whether people use it is where the link lives and what they see when they click. Put it on every page of your website, on your Google Business Profile and in your directory listings, and keep the first step simple: one appointment type, clear prices, and a note on what happens next. If your site makes that hard, our websites for therapists are built around it.

The best booking system for personal trainers

Most personal trainers don't need clinical notes, so a full practice management system can be more than you need. If you mix one-to-one sessions with small group classes, Jane handles both, and TM3 lists gyms and fitness studios among the sectors it serves. Simpler booking tools may suit you better; our guide to getting personal training clients covers the rest of the picture.