Your Practice, Your Notes, Your Computer.
ClearPractice runs your counselling or psychotherapy practice: diary, clients, notes, invoices and the paperwork your professional body expects. It runs on your own computer, and your clients' records never touch ours. Even the AI that drafts your notes runs 100% locally on your machine.
Mac and Windows. No subscription to keep your records.
The Problem
Most practice software for therapists is a monthly cloud subscription, charged per clinician, forever, and it puts every session note on somebody else's server.
AI note-taking usually means sending a recording of your client's session to a third party, often in another country.
Meanwhile the paperwork keeps growing: contracts, consents, the privacy notice, subject access requests, a clinical will, CPD and supervision.
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ClearPractice does that job for you, and your data never leaves your desk.
Effortless Session and Process Notes.
Notes, written your way.
Type session notes, or dictate a quick summary and ClearPractice drafts the note in your chosen format: SOAP, DAP, BIRP, Freeform or Narrative.
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It reformats only what you said and never adds anything. Every AI note is a draft until you have read, corrected and signed it; a signed note is fixed and later changes are dated addenda.
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Notes are seen only by the therapist who wrote them, and the transcription engine runs 100% locally. Nothing EVER gets sent to someone elses cloud.
Process Notes and Supervision.
Keep your own reflections on a session apart from the session note, typed or dictated (tidied, never written for you).
"Bring to supervision" adds it to your supervision list, where clients appear by initials and items are ticked off with the date discussed.
Secure Session Transcription
Record a whole session (with your client's agreement) Record the full session and ClearPractice transcribes it and writes a draft summary on your own computer, using Google's open weight Gemma 4 models.
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Every whole-session summary has a Risk section that records only what was said in the session, in the client's own meaning, or "Not discussed in this session". It makes no judgement of its own.
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The client's consent to recording and AI-drafted notes is recorded on their file, with the date and who recorded it. (Whole-session notes need a computer with at least 16 GB of memory.)
Diary, Clients and Rooms.
Manage Your Calendar. Effortlessly
Manage a weekly diary, recurring bookings, working hours, a waiting list matched on free time, session types with their own prices, rooms with hourly, half-day, day, week and month rates, and room hirers.
Clinical detail is visible only to the client's own therapist.
Export your diary to a standard ICS calendar format and email it to yourself so you always know when your next appointment is.
Money without the Spreadsheets.
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Invoices to clients, EAPs and other payers, and room hirers, with discounts and PDF invoices.
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Payments, expenses, other income, drawings, bank statement import and reconciliation, an income and expenditure report and an accounting export.
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Chase emails are always shown to you before they are sent.
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Export the finances into a CSV for your accountant, or in specific formats for import into Xero, Quickbooks and Sage.
Paperwork your professional body expects
Compliance by Design.
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Customisable contracts sent and signed, with reminders
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Privacy notice and contract versions
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Clinical will wizard checked against BACP's Good Practice in Action 104
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A named clinical executor with a approved access to the system
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CORE-10 and YP-CORE recorded as the client answered them, with the CORE System Trust's published bands shown beside the score
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A training hours report for students and volunteers (BACP's 100 hours by default)
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CPD and supervision logs
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Renewal reminders for insurance, membership and DBS.
Data Protection at its Core.
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Built in Subject access export
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Erasure with financial records kept anonymised for the legal period
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Retention rules (a child's records kept until their 25th birthday)
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A register of data requests and complaints with their deadlines
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A breach log that counts down the ICO's 72 hours
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A drafted record of processing (Article 30) and DPIA, and an audit trail of who added, changed, viewed or deleted which record (never the content)
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which the owner can view and export.
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"Export everything as CSV" lets a practice take all its data elsewhere.
Why local matters
Local encrypted storage
ClearPractice stores your practice data directly on your computer's drive using industry-standard encryption. Your sensitive client records never touch our servers, meaning there is no central database for a provider to leak or sell.
Offline use
Because it runs on your machine, you don't need a constant internet connection to work. You can write notes, manage your diary, and check client details in locations with no signal, knowing your data stays exactly where you left it.
Data safety and backup
We provide straightforward tools to help you manage your own backups securely. ClearPractice is built to help you meet UK GDPR requirements and your professional duties as a therapist without the risks of third-party cloud hosting.
Data Safety and Privacy
Your records stay on your desk
We don't host your data. All records are stored in an encrypted vault directly on your own computer, never on Moonstruck's servers. Forms and signed contracts are fully encrypted. Because we never hold your data, we cannot recover it for you—so please keep your backup password safe. Automatic backups are fully protected by your chosen password.
Access and Protection
Sign-in is required on every launch, with support for Touch ID or Windows Hello. The software includes an idle lock and automatically locks out after failed attempts. For extra security, you can use two-step sign-in with an authenticator app that works without signal and without a third party. ClearPractice is built specifically to help counsellors and psychotherapists meet their UK GDPR and professional duties.
After the trial.
The 30-day trial gives you the full ClearPractice experience from day one. If you choose not to buy a licence when the month is up, don't worry—nothing is locked away. You can still read all your records, finish off any existing notes, raise and record invoices, and export or back up your data whenever you need to. You own your work.
A licence is only required if you want to add new clients, create new bookings, or use specific tools like bank statement imports and AI dictation. When your year of updates comes to an end, the app doesn't stop working; you just won't be able to install newer versions until you renew. We're a small, independent software company, and we believe clinical software should be helpful, not a hurdle.
Full Feature List
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Diary and Client Management
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Weekly "To Do" List on the Calendar View
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Notes and Local AI Transcription
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Invoicing with EAP / Insurance Support
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Expenses Recording
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Financial Record Export to CSV, Xero, Quickbooks and Sage
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Room Booking and Management
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Waiting Lists
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Attendance and Payment Reports
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Bank Statement Import and Reconciliation to allow Practice History Population
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Automated Follow Up Alerts
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Supervised Hours Reports for Accreditation and Student Counsellors.
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Clinical Will Production Wizard and Recording
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Clinical Executor Management
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Young People's Records (school, guardian, parental responsibility, Gillick record)
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Resources Library with Email Integration
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CPD Register and Reporting
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Returned forms collected from your mailbox or imported, In-App Support Form
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Touch ID / Windows Hello Integration.
Recording & Drafting
- Secure session recording
- Local AI drafting (no cloud)
- Drafts based only on session audio
- Five Note Formats (SOAP, DAP, BIRP, Narrative and Freeform)
Practice Management
- Secure client records
- Appointment scheduling
- Payment tracking
- Local data backups
Privacy & Security
- Encrypted Vault and Backups
- Offline-first operation
- No tracking or selling data
- Built for UK GDPR compliance
Licence & Access
- Mac and Windows
- Lifetime license option
- 30-day full trial
- No subscription required
ClearPractice Standard
$157
Permanent standard licence for Windows or Mac. Includes 12 months of updates and support. Supports up to three therapists and a practice manager on a single computer installation.
ClearPractice Lifetime
$397
Pay once, use forever. Lifetime licence with ongoing updates and support included. Supports up to three therapists and a practice manager on a single computer installation.
Mac and Windows. Everything switched on for thirty days. No card required.
ClearPractice Pro (for larger practices)
ClearPractice Pro runs on a practice's own server (a Mac or Windows 11 Pro computer in the practice) with each therapist's laptop connecting to it over the local network or the built-in VPN.
Tier
Therapists
Setup
Annual
First Year
3-year total
Per Therapist per Year
Pro 5
Up to 5
$399
$129
$528
$786
$52
Pro 10
Up to 10
$699
$229
$928
$1386
$46
Pro 25
Up to 25
$1499
$449
$1948
$2846
$38
Pro 50
Up to 50
$2499
$749
$3248
$4746
$32
For practices with over 50 therapists, please contact us for pricing.Â