InsideTalk’s therapists were drowning in admin. A separate calendar app for scheduling. A different tool for client notes. Another for invoicing. A messaging platform that didn’t connect to any of it. And a spreadsheet tracking their SPACE charity clients because nothing on the market handled split billing logic. Five tools, none of them talking to each other, all of them eating into time that should have been spent with clients.
The Challenge
Build one platform that replaces all of it. The core practice management was complex enough on its own — covering the full lifecycle from client registration through assessment booking, therapist matching, session management, and payment processing. But the real complexity was the SPACE charity integration. SPACE clients follow a completely different billing model: no Stripe payment at point of session, weekly invoiced to the charity instead, with DNA and late cancellation tracking, separate communication flows, and automated reporting. Two parallel billing systems running inside one unified interface.
What We Built
We built a platform that handles everything. Clients register and book assessment sessions via Zoom. They’re matched with a therapist based on specialism and availability. Sessions are managed through a unified dashboard with clinical notes, communication tools, and a Finalise Session workflow that packages up everything — notes, payment, follow-up scheduling — into a single action.
Stripe handles standard client payments. The SPACE integration runs its own parallel track: flagged clients, excluded payment flows, weekly automated invoice generation, DNA tracking, and dedicated email routing.
Admins get a separate layer with therapist onboarding, email template management with live preview, payment reconciliation, and reporting across both billing streams.
Results
Five tools gone. The Finalise Session workflow cut what used to be 15 minutes of post-session admin down to seconds. SPACE charity invoicing runs weekly without a single manual touchpoint. Therapists spend their time on therapy instead of wrestling with disconnected software.
Tech Stack
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