Updated 2026-11-03 · 5 min read
The price list of a booking system is rarely what a physiotherapy clinic ends up paying. The headline fee is usually the one for a clinic with a single practitioner and few messages; the real bill arrives when the second physiotherapist joins, when reminders are counted one by one and when the clinic's WhatsApp gets busy.
This article is for looking at the price before signing: what usually pushes the fee up, how to do the sums with your own team and how ClaudIA approaches it.
Three things that push the fee up
Every practitioner who joins. In Spain, the most widespread booking systems —which started out in the beauty sector— usually charge, as of November 2026, a base fee plus a set amount each month, before VAT, for every additional professional. In other markets you pay directly for each professional who can be booked: in the United States, around $15 a month each. A clinic that grows pays more for growing.
Messages. Many tools include a monthly quota of automated messages and charge for every message beyond it. And if WhatsApp runs through Meta's official API, that route has its own per-message rate depending on the type, which some providers pass on to the clinic's bill.
The artificial intelligence that answers. AI receptionists are usually sold by credits or by minutes, and in the busiest month you pay for the overage: precisely the month when the clinic is fullest.
How to compare: the sums with your own team
Before looking at the fee, work out a normal month with four figures: how many physiotherapists have a calendar, how many people on the team need to log in —reception included—, how many reminders go out each month and how many WhatsApp and Instagram conversations the clinic handles. For a clinic with four physiotherapists and a month with lots of conversations, the comparison looks like this:
| What you pay for | What's usual in the sector (November 2026) | With ClaudIA |
|---|---|---|
| Each physiotherapist in the calendar | In Spain, a base fee plus a monthly amount for each additional professional; in the United States, around $15 a month per professional | Included in the fee; how many fit in the calendar depends on the plan |
| Session reminders | A monthly quota and a charge per message beyond it | Unlimited, with no charge per message |
| WhatsApp and Instagram conversations | Quotas, or Meta's API rate passed on | Unlimited on every plan |
| Team logins | It depends on the provider: worth asking | Your whole team, each with their own login, at no cost |
| The AI that answers | Credits or minutes, with the overage on top | Chat with no cap on conversations; voice, in Spain, with its minutes included according to the plan |
What those sums show
With four physiotherapists, the per-professional model comes to around $60 a month just for the four calendars, before a single message is counted. With the base-fee model, the three added to the first one are on the bill every month too. And in both, the month with the most conversations and reminders is the month with the highest bill.
A series of ten sessions means ten reminders per patient. With a model that charges per message, every rehabilitation that comes in pushes the bill up; with a fixed fee, a full clinic costs the same as a quiet one.
How ClaudIA does it
One fixed monthly fee: unlimited WhatsApp and Instagram conversations, unlimited reminders and your whole team with their own login, with nothing charged per message or per user.
The busiest month costs the same as the quietest, the reminders for each series of sessions aren't counted one by one, and reception, the physiotherapists and whoever runs the admin each log in with their own user and profile, without sharing a password.
What changes from one plan to another is how many physiotherapists fit in the calendar: the entry plan is for one practitioner and the higher plans expand it; the detail for your country is on the pricing page. The voice phone line is available at clinics in Spain, on the Clínica and Clínica Plus plans, with its minutes included according to the plan, usage visible in the dashboard and a warning before you reach the limit.
With no setup fee, no minimum term and the first month free, you can do the sums with the clinic up and running and your own figures in front of you.
Questions clinics ask
How much does a booking system for a physiotherapy clinic cost? It depends less on the headline fee than on how the bill grows. As of November 2026, the most widespread booking systems in Spain usually charge a base fee plus a monthly amount for each additional professional, plus messages beyond the quota. ClaudIA is one fixed monthly fee according to the size of the clinic, with your country's price on the pricing page.
Does ClaudIA charge per message, per reminder or per user? The fee is fixed: WhatsApp and Instagram conversations and reminders are unlimited on every plan, and your whole team logs in with their own user at no extra cost.
How many physiotherapists fit in the calendar? It depends on the plan and the country: the entry plan is for one practitioner and the higher plans expand it. The detail is on the pricing page.
What about the voice phone line? It's available at clinics in Spain, on the Clínica and Clínica Plus plans, and comes with its minutes included according to the plan. Usage shows in the dashboard and we let you know before you reach the limit.