Compare the best clinical management platforms for psychologists in Portugal. Pricing, features, GDPR, AI, and selection criteria in one guide.

Software for Psychologists: Complete Selection Guide for 2026

Choosing the right software for your psychology practice is one of the most important decisions you will make as a professional. The wrong tool can cost you hours per week on unnecessary tasks, while the right tool can radically transform how you manage your practice. In this guide, we analyse all available options on the market in depth, with real prices, compared features, and objective criteria so you can make the best decision.

1. Why Invest in Clinical Management Software

Before comparing options, it is essential to understand why dedicated software makes a difference.

The Hidden Cost of Manual Management

A psychologist who manages their practice with paper, spreadsheets, and scattered tools spends, on average:

6 to 8 hours per week on administrative tasks (scheduling, billing, notes)
2 to 3 hours per week searching for information scattered across files
1 to 2 hours per week on manual patient communications (reminders, confirmations)

This totals 9 to 13 hours per week — nearly two working days — on tasks that software can automate or significantly simplify.

Return on Investment

Let us consider a concrete scenario. If a psychologist charges, on average, EUR 60 per session and recovers 6 hours per week with management software:

6 hours x EUR 60 = EUR 360/week in recovered capacity
EUR 1,440/month in potentially productive time
Software costing EUR 30 to EUR 130/month represents a return of 10x to 48x

Even if you do not fill all those hours with sessions, the impact on quality of life, error reduction, and practice professionalism is invaluable.

Beyond Efficiency

Good clinical management software is not just about saving time. It is about:

Legal compliance: GDPR, certified billing, digital informed consent
Clinical quality: Structured documentation, complete history, progress analysis
Patient experience: Online bookings, automatic reminders, patient portal
Sustainability: Less burnout, fewer errors, more control over your practice

2. Essential Selection Criteria

Not all software is created equal. Here are the criteria that should guide your decision:

GDPR Compliance

This is the most important criterion for any health professional in Portugal and Europe. The software must:

Store data on servers in the European Union
Implement encryption of data at rest and in transit
Allow the exercise of data subject rights (access, rectification, deletion)
Maintain records of data processing
Offer data processing agreements (DPA)

Note: American software that only complies with HIPAA (such as SimplePractice) is not automatically GDPR-compliant. They are different regulations with distinct requirements.

Artificial Intelligence

AI is revolutionising clinical management. Assess whether the software offers:

AI-assisted clinical notes: Automatic draft generation from sessions
Progress analysis: Identification of patterns and evolution over time
Session summaries: Automatic condensation of key points
Clinical suggestions: Evidence-based decision support

Important: AI should be included in the price, not as an additional per-session cost that quickly becomes prohibitive.

Portuguese Billing

To practise legally in Portugal, you need billing certified by the AT (Tax Authority — Autoridade Tributaria). The software must:

Issue invoices and receipts compliant with Portuguese legislation
Support applicable VAT regimes (exemption under Article 9 for clinical acts)
Automatically report to the AT (SAF-T)
Manage billing series and sequential numbering

Language and Support

Interface in European Portuguese (not Brazilian)
Customer support in Portuguese
Documentation and help in Portuguese
Document templates adapted to Portuguese requirements

Essential Features

Schedule management and online bookings
Complete and structured patient records
Clinical notes with customisable templates
Automatic reminders (SMS/email)
Reports and statistics
Integrated video consultation
Mobile access (app or responsive web)

3. Types of Available Software

Before analysing specific solutions, it is important to distinguish the types of software available.

Generic vs. Specialised

Generic health software (such as Cliniko) serves multiple specialities — physiotherapy, dentistry, psychology, etc. The advantage is product maturity; the disadvantage is that no feature is optimised for psychology.

Specialised mental health software (such as Mena.ai) is built from the ground up for the specific needs of psychologists and psychotherapists. Clinical note templates, outcome measures, informed consent management — everything is designed for the psychotherapy context.

Marketplace vs. Management

Marketplace platforms (such as Doctoralia) focus on acquiring new patients. They function as a directory where patients find professionals and book appointments. Clinical management is secondary.

Management platforms focus on the internal organisation of the practice: schedule, notes, billing, analytics. Patient acquisition is not the main objective.

Some platforms attempt to do both, but typically one aspect is significantly weaker.

4. Detailed Comparison of Market Options

Let us analyse each option in detail, with updated prices for 2026.

Spreadsheets and Paper

Still the most common "solution" among psychologists starting their careers.

How it works: Paper diary or Google Calendar, notes in Word or on paper, manual billing or separate billing software, communications by phone or WhatsApp.

Cost: Apparently free (but with enormous hidden costs in time).

Advantages:

No direct monthly cost
Total flexibility (no format restrictions)
No technological learning curve

Limitations:

No automation of reminders or bookings
No data encryption (potential GDPR violation)
Risk of data loss (paper archives, corrupted files)
Inability to analyse progress over time
No automatic backup
Slow and error-prone information search
Unprofessional appearance for patients
No integrated video consultation

Verdict: Temporarily acceptable for those just starting out, but unsustainable in the medium term. The real cost in time and compliance risk far exceeds the cost of dedicated software.

Learn more about the limitations of spreadsheets in clinical management.

Doctoralia

What it is: The largest health marketplace platform in Europe. Focuses on online visibility and new patient acquisition.

Price: EUR 69 to EUR 129/month (depending on plan and features)

Advantages:

Strong presence in the Portuguese market
Search engine visibility (platform SEO)
Patient review system
Integrated online booking
Mobile app for patients

Limitations:

No artificial intelligence for clinical notes or analysis
Limited clinical management features for psychology
Basic clinical notes, without specialised mental health templates
No psychotherapeutic outcome measures (PHQ-9, GAD-7, etc.)
High price for what it offers in terms of management
Platform dependency for patient acquisition (lock-in effect)
Implicit commission: patients "belong" to Doctoralia, not the professional

Ideal for: Professionals who primarily need new patient acquisition and are willing to pay a premium for visibility.

Less suitable for: Professionals who already have a stable patient base and need robust clinical management tools.

See the detailed comparison between Mena.ai and Doctoralia.

Cliniko

What it is: Australian clinical management software for multiple health specialities. Popular in the UK and Australia.

Price: From $45/month (approximately EUR 42/month)

Advantages:

Clean and intuitive interface
Good schedule and booking management
Integrations with various payment tools
Detailed financial reports
API available for custom integrations

Limitations:

No artificial intelligence
No Portuguese interface (English only)
Not specialised in mental health (generic for all health areas)
No Portuguese certified billing
No clinical note templates for psychology
No psychotherapeutic outcome measures
Customer support in English and in Australian time zone
Servers outside the EU (GDPR concerns)

Ideal for: Multidisciplinary clinics in English-speaking countries that need a robust generic system.

Less suitable for: Psychologists in Portugal — the language barrier, lack of Portuguese billing, and absence of mental health specialisation are significant obstacles.

See the detailed comparison between Mena.ai and Cliniko.

SimplePractice

What it is: American market-leading software in the US for mental health professionals. Very popular among American therapists.

Price: $49 to $99/month + $35/month extra for AI features

Advantages:

Very comprehensive management features
Strong in clinical documentation
Robust patient portal
Integrated telehealth
Large user community

Limitations:

Designed for the American market (HIPAA, not GDPR)
AI as an additional cost: +$35/month on top of the base plan
No Portuguese or European billing
No Portuguese support
Document templates based on American legislation
American diagnostic codes (DSM-centric, without integrated ICD)
Payment processing only for the US and Canada
Not GDPR-compliant by default

Ideal for: Therapists in the United States and Canada.

Less suitable for: Any professional outside North America. The legal, language, and payment barriers are insurmountable.

Amplum

What it is: Portuguese clinical management software for psychologists.

Price: Variable depending on the plan

Advantages:

Interface in European Portuguese
Adapted to Portuguese requirements
Billing compliant with national legislation
Support in Portuguese

Limitations:

No integrated artificial intelligence
More limited features compared to international platforms
No automated progress analysis
No AI-assisted clinical note generation
Lower investment in technological innovation

Ideal for: Professionals who prioritise language and local compliance above all else, and who do not need advanced AI features.

Mena.ai

What it is: Complete clinical management platform for psychologists, built from the ground up for the European market, with integrated artificial intelligence.

Price: EUR 30/month (Basic) | EUR 75/month (Premium) — AI included in all plans

Advantages:

AI included in the price — assisted clinical notes, progress analysis, automatic summaries
Native European Portuguese interface
Specialised in psychology and psychotherapy
GDPR-compliant (servers in the EU, field-level encryption)
Portuguese certified billing
Integrated outcome measures (PHQ-9, GAD-7, ORS, SRS, etc.)
Integrated video consultation
Online bookings and automatic reminders
Patient portal
Support in Portuguese
Most affordable pricing on the market

Limitations:

Newer platform on the market (shorter track record compared to incumbents)
No marketplace/professional directory feature

Ideal for: Psychologists and psychotherapists in Portugal and Europe who want a complete, modern platform with integrated AI at a fair price.

Discover how Mena.ai's AI-assisted analysis can transform your practice and check out our plans and pricing.

5. Comparison Table

Feature	Spreadsheets/Paper	Doctoralia	Cliniko	SimplePractice	Amplum	Mena.ai
Monthly price	Free	EUR 69–129	~EUR 42	~EUR 46–93	Variable	EUR 30–75
AI included	No	No	No	No (+EUR 33)	No	Yes
AI clinical notes	No	No	No	No (+EUR 33)	No	Yes
European Portuguese	N/A	Yes	No	No	Yes	Yes
Portuguese billing	Manual	Partial	No	No	Yes	Yes
Native GDPR	No	Yes	Partial	No	Yes	Yes
Specialised for psychology	N/A	No	No	Yes	Yes	Yes
Outcome measures	No	No	No	Limited	Limited	Yes
Video consultation	No	No	No	Yes	Limited	Yes
Online booking	No	Yes	Yes	Yes	Yes	Yes
Automatic reminders	No	Yes	Yes	Yes	Yes	Yes
Marketplace	No	Yes	No	No	No	No
Portuguese support	N/A	Yes	No	No	Yes	Yes
Field-level encryption	No	No	No	No	No	Yes

6. The Role of AI in Modern Clinical Management

Artificial intelligence is not a luxury or a passing trend in clinical management. In 2026, it is a competitive necessity.

What AI Already Does Today

Assisted clinical notes: AI can generate complete drafts of clinical notes from sessions, reducing documentation time from 30-45 minutes to 5-10 minutes of review. For a therapist with 6 daily sessions, this represents more than 500 hours saved per year.

Progress analysis: By processing data from multiple sessions, AI identifies patterns of evolution, recurring themes, and progress indicators that would be difficult to detect manually.

Longitudinal summaries: Before each session, an automatic summary of key points from previous sessions allows the therapist to prepare in minutes instead of re-reading pages of notes.

Automated outcome measures: AI can administer, score, and analyse assessment instruments (PHQ-9, GAD-7, etc.) automatically, integrating results into the patient's clinical evolution.

The Problem of Additional AI Costs

Some platforms, like SimplePractice, offer AI as a separate paid module — typically EUR 30 to EUR 35 extra per month. This creates an unnecessary barrier: the professionals who would benefit most from AI (those overwhelmed with documentation) are often the ones who can least afford an additional cost.

Mena.ai's approach is different: AI is included in all plans, from the most basic. We believe AI in clinical documentation should be an essential feature, not a luxury.

Learn more about Mena.ai's AI features.

AI and Professional Ethics

It is essential to emphasise: AI in clinical management is a support tool, not a substitute for professional judgement. The therapist must:

Always review AI-generated notes before finalising them
Maintain full clinical responsibility
Ensure patients are informed about AI use
Verify compliance with the European AI Regulation (AI Act)

7. Solo Practice vs. Clinic: Different Decision Factors

The choice of software varies depending on the practice context.

Solo Practice

Priorities: Affordable cost, simplicity, maximum automation (because you are doing everything yourself).

Recommendation: An all-in-one platform that minimises the number of different tools. AI is particularly valuable because you have no administrative team to delegate tasks to.

Typical budget: EUR 30 to EUR 50/month is the ideal range. Solutions above EUR 70/month are hard to justify for individual practice, especially at the start of a career.

Clinic with Multiple Professionals

Priorities: Team management, centralised reports, access control, multi-professional billing.

Recommendation: Platforms with team management features, differentiated permissions, and aggregated reports. Price scalability per professional is a crucial factor.

Typical budget: EUR 15 to EUR 40 per professional/month, with centralised management features.

Mixed Practice (In-Person + Online)

Priorities: Quality integrated video consultation, schedule flexibility, consistent patient experience in both formats.

Recommendation: Platforms with native video consultation (not just Zoom or Google Meet integration). Native integration ensures a smoother experience and keeps all data in the same system.

8. How to Migrate from Spreadsheets to Dedicated Software

If you are currently managing your practice with spreadsheets, paper, or scattered tools, migration may seem daunting. Here is a practical plan:

Week 1-2: Preparation

Audit your current processes: List all administrative tasks you perform, the time they take, and the tools you use.
Define priorities: What are the biggest pain points? Clinical notes? Billing? Scheduling?
Evaluate options: Use this guide to select 2-3 options and try the free trial periods.
Prepare data: Organise your current patients' information in a format that can be imported.

Week 3-4: Setup

Configure the software: Professional profile, schedules, services, prices.
Import patient data: Most software allows import via CSV.
Customise templates: Configure the clinical note templates you use.
Set up billing: Tax details, billing series, AT integrations.

Week 5-8: Gradual Transition

Start with new patients: Register new patients directly in the software.
Migrate existing patients gradually: As they attend appointments, update their records in the software.
Run both systems in parallel: Do not abandon spreadsheets overnight.
Ask for feedback: Ask patients about their experience with online bookings and reminders.

Week 9-12: Consolidation

Abandon the old system: When you feel confident, stop using spreadsheets.
Explore advanced features: AI for notes, progress analysis, outcome measures.
Optimise workflows: Adjust settings based on the experience from the first weeks.
Assess the impact: Compare time spent on administrative tasks before and after.

Tips for a Successful Migration

Do not try to migrate everything at once: Gradual is key.
Keep backups: Retain the original spreadsheets for at least 6 months.
Invest time in initial setup: Good configuration saves hours in the future.
Use support: Do not hesitate to contact the software's support team for configuration questions.

9. Frequently Asked Questions

Do I really need dedicated software? Are spreadsheets not enough?

Spreadsheets can work temporarily, but present serious risks: no encryption (a GDPR problem), no automatic backups, no reminder automation, and enormous time spent on manual tasks. For a sustainable professional practice, dedicated software is essential. See our detailed analysis of spreadsheet limitations.

What is the best software for someone just starting out?

For a psychologist at the beginning of their practice, the main criterion is cost-effectiveness. Software at EUR 30/month with AI included (such as Mena.ai) offers significantly more value than a solution at EUR 70-130/month without AI. Start with the essentials and scale as your practice grows.

Is AI in clinical notes safe?

Yes, provided the software complies with GDPR and EU AI Regulation requirements. Data must be encrypted, processed on EU servers, and never used to train third-party models without consent. The therapist should always review and approve notes before finalising them.

Can I use American software if I practise in Portugal?

Technically you can, but with significant risks. HIPAA (the American regulation) is not equivalent to the GDPR. Data stored in the US may be subject to the CLOUD Act, which allows access by American authorities. For full compliance, opt for solutions with EU servers and native GDPR support.

What happens to my data if I want to switch software?

Check before subscribing whether the software allows complete data export (portability, a GDPR right). Common export formats are CSV for tabular data and PDF for clinical notes. Avoid platforms that make migration difficult.

How long does it take to adapt to new software?

Typically, 2 to 4 weeks for basic features (schedule, notes, billing) and 1 to 2 months for advanced features (AI, progress analysis, outcome measures). The learning curve is significantly shorter with software that has a Portuguese interface.

Do I need both a marketplace (Doctoralia) AND management (Mena.ai)?

It depends on your situation. If you need to attract new patients, a marketplace can be useful initially. But as your patient base stabilises, the investment in a marketplace becomes increasingly less justifiable. Many professionals start with a marketplace and migrate to pure management when they reach their desired capacity.

Does the software's billing replace a separate billing programme?

Software with Portuguese certified billing (such as Mena.ai and Amplum) completely replaces a separate billing programme. This simplifies processes and eliminates the need to duplicate information between systems.

10. Conclusion: How to Choose the Right Software

Choosing the ideal software depends on three fundamental factors:

Your current situation: Solo practice or clinic? Career start or established practice? In-person, online, or mixed?
Your priorities: Patient acquisition? Administrative efficiency? Clinical quality? Legal compliance?
Your budget: What is the sustainable monthly investment for your practice?

Our Advice

If you are looking for a complete platform, in Portuguese, GDPR-compliant, with AI included and at an affordable price, Mena.ai is the most balanced choice on the market. For EUR 30/month on the Basic plan (or EUR 75/month on the Premium plan), you get access to everything you need to manage your practice professionally and efficiently — including AI features that other platforms charge as extras.

If your priority is new patient acquisition and you are willing to invest EUR 69 to EUR 129/month in a marketplace, Doctoralia can complement your strategy. But remember: it is a marketing tool, not a clinical management tool.

If you are in an English-speaking country and do not need Portuguese billing, Cliniko is a solid option for generic management.

The Next Step

Do not let indecision keep you stuck with inefficient methods. The best time to modernise your practice is now. Try Mena.ai for free and discover how much time you can recover — time for your patients, for your training, and for yourself.

This guide is regularly updated to reflect changes in prices and features. Last updated: February 2026.