Top Practice Management Solutions for New ABA Companies (2025 Comparison)

Starting an ABA therapy practice is hard work. From scheduling sessions and collecting clinical data to billing insurance and tracking credentials, the administrative load can quickly become overwhelming, especially for a small or new team. The right ABA practice management software can save hours of work each week, help you stay compliant, and let your clinicians focus on what matters most: your clients.

In this post, we’ll break down six leading platforms for ABA startups and outline the features that make each one stand out.

What Makes a Strong ABA Practice Management Platform?

Before comparing, here is a checklist of features you should look out for.

Feature Area	Why It's Important	Questions to Ask
Scheduling & Calendar Management	Avoid double booking, schedule staff, respect authorizations and have a cleaner claim process	Recurring sessions, multi-staff view, automated reminders, availability matching, overrides
Client Intake / Case Management	Central source of client data	Demographics, insurance, authorizations, multiple locations, document upload
Data Collection & Clinical Tools	Core to ABA services and beneficial to have all in one place for authorizations and claims	Trial-by-trial data, prompt tracking, adaptive programs, offline/mobile support, real-time syncing
Session Notes & Documentation	For clinical audits, compliance, transitions	Signature capture, template notes, custom fields, auto-summaries, progress notes
Billing & Revenue Cycle Management (RCM)	To keep cash flow healthy	Ability to generate claims, track denials, AR dashboards, payer rules, modifiers
Reporting & Analytics	To monitor outcomes & operations	KPI dashboards, graphs, trends, clinical vs operational and financial metrics
Compliance / Credentialing	To avoid audits and missed renewals	Track credentials expiration, permissions, audit trails, document access controls
Integrations / API / Data Export	To connect with other tools	Payroll, clearinghouses, EMR, external data tools
User Experience & Onboarding / Support	Even the best software is useless if staff don't adopt it	Intuitive UI, training time, support responsiveness, ease-of-use for RBTs/BCBAs
Security & HIPAA / Data Governance	Must protect sensitive client data	Encryption, role-based access, audit logs, backups
Pricing & Scalability	To ensure you don't outgrow the platform quickly	Per-user vs per-client pricing, contract terms, modules, scaling across locations

Our Breakdown: The Six Platforms

Below is a comparative overview. (Note: product claims/features are based on published sources and current information gathered by our team, and may have changed. Always verify information with demos.)

1. Passage Health

   1. What We Like

      1. An all-in-one clinical and practice management platform built for ABA and beyond.

      2. Scheduling workflows, integrated claims & billing, secure document storage, analytics & reporting tools, etc.

      3. Clinical side: real-time data syncing, mobile app, flexible programming, automated graphing, custom session notes.

      4. Advanced billing features: coding rules, fee schedules, modifier rules, authorization tracking.

      5. They emphasize fast onboarding, intuitive UX and support.

   2. Potential Gaps

      1. Because it's newer in the space, some edge-case workflows might require custom setup.

   3. Best for practices that want a modern, integrated solution with minimal fragmentation, especially ones prioritizing a clean interface and speed of adoption.

      
      

2. AlohaABA

   1. What We Like

      1. Full-featured practice management: scheduling, billing, payroll, EMR, business insights.

      2. Accounts receivable (AR) tracking, claim status visibility.

      3. Appointment scheduling, client management, billing, data collection and reporting.

      4. User-friendly for small to mid-sized practices.

   2. Potential Gaps

      1. Their data collection / clinical module is new and currently developing.

   3. Best for smaller/new ABA practices that want a strong all-in-one platform, but with simpler workflows and a gentle learning curve.

   
   

3. Artemis ABA

   1. What We Like

      1. They combine scheduling, practice management, data collection, billing automation and analytics.

      2. Built on the Salesforce Cloud, giving them flexibility and robustness.

      3. Their scheduling supports guardrails (e.g. not exceeding authorization limits), drag-and-drop editing, recurring appointments.

      4. Data collection is considered a strength: trial-by-trial tracking, trend analysis, mobile-friendly.

      5. Billing automation, real-time claim status, AR workflows, etc.

      6. Insights and dashboards for operations.

   2. Potential Gaps

      1. Some workflows (teletherapy, external integration) may need further exploration in demos.

   3. Best for practices that want a robust, scalable platform that can grow with them, with deep scheduling, billing and clinical linkage.

   
   

4. Motivity

   1. What We Like

      1. Fully integrated platform: data collection, scheduling, billing, credential tracking all in one.

      2. Session data connects seamlessly with scheduling, billing, credentialing to reduce rework.

      3. Real-time data collection, customizable templates, supervision workflows.

      4. Audit readiness is a focus: authorization-aware scheduling, secure records, credential alerts.

      5. Integrations available for payroll, EVV, clearinghouses, etc.

      6. HIPAA compliance and security is a critical part of their pitch.

   2. Potential Gaps

      1. Motivity pushes configurability, so initial setup may require more effort vs ready-out-of-box systems.

      2. Some clinicians find the system less user friendly than others.

   3. Best for clinics that want tight linkage between clinical operations and administrative workflows and are willing to invest in configuration to match how they operate.

   
   

5. Theralytics

   1. What We Like

      1. Practice management (scheduling, billing, documentation, reporting and analytics) and data collection in one platform.

      2. Offer pricing bundles for early stage practices.

      3. Strong reporting, graphing and visual analytics.

      4. Secure document and compliance modules

   2. Potential Gaps

      1. Data entry still lacks a lot of features that clinicians find necessary

   3. Best for growing practices that want a balanced tool where clinical and admin live together, with transparent pricing.

   
   

6. Raven Health

   1. What We Like

      1. All-in-one ABA software for creating client programs, scheduling, billing, client intake, progress tracking, etc.

      2. Mobile-first app, offline capability, seamless syncing.

      3. Reporting suite supports VB-MAPP assessment tracking, behavior analysis, and visual graphs.

      4. Integrated billing and claims tools, automated session notes, claim builders.

      5. Easy to use for behavior technicians and BCBAs.

      6. AI-generated notes, real-time data, schedule automations.

   2. Potential Gaps

      1. Lacks some administrative data functioning like: utilization data, cancellation data, overbilling stops, session note approvals, assessment templates, etc.

      2. The ability to scale within the system is questionable and would need to be looked into further.

   3. Best for startups and small-to-medium ABA practices that value usability, mobile workflows, and straightforward billing & clinical integration.

How to Choose the Right Platform for Your Startup

1. Identify your priorities: Are you more concerned with billing automation, data collection or staff scheduling?

2. Try demos: Most vendors offer free demos or trial accounts, so use them to evaluate user experience.

3. Check integrations: Ensure your PM software connects to payroll or other tools that you use.

4. Consider scalability: Will this platform still work when you add more clinicians, locations or services?

5. Look for support: Responsive customer support can make or break your adoption.

Next Steps

Starting a new ABA practice is a huge undertaking, but the right software can lighten the load significantly. If you're evaluating ABA practice management solutions, consider downloading our ABA Practice Management Feature Checklist to compare platforms side-by-side.

Download ABA Practice Management Checklist

Keep in mind: features evolve quickly, so revisit your software choice annually, or as your practice grows, to make sure it still fits your needs.