Practice Management Software and EHR for Counsellors
Counselling in Canada is a patchwork: Canadian Certified Counsellors (CCC) and Registered Clinical Counsellors (RCC) practise alongside counselling therapists licensed in Nova Scotia, New Brunswick and PEI, while most other provinces have no regulatory college at all. Colib is practice management software and EHR built for that reality -- insurance receipts that carry your designation and membership number so clients can claim under their group benefits, sliding-scale fees, secure session notes and telehealth, all in one bilingual, PIPEDA-compliant platform. It fits a part-time practice, a solo counsellor or a group practice. Practising as a registered psychologist? See our psychologist software page.
Why Counsellors Choose Colib
Counselling practice demands flexibility, client-centered approaches, and secure documentation. Colib provides the tools to support diverse counselling needs across Canada.
Client-Centered Documentation
Create session notes that reflect your counselling approach. Customizable templates for person-centered, solution-focused, and strength-based counselling.
Flexible Practice Models
Support for varied session lengths, sliding scale fees, and different counselling formats including individual, couples, and group sessions.
Professional Credibility
Present a professional image with branded booking pages, automated communications, and organized client management.
How We Can Help: Empowering Counsellors in Canada
At Colib, our mission is to empower counsellors with tools and resources that help you focus on what matters most—supporting your clients and achieving meaningful outcomes. Here's how our online software makes that possible:
-Receipts your clients can actually claim : Your designation (CCC, RCC, licensed counselling therapist) and membership number appear on every receipt, so clients can submit them to their group benefits plan without asking you for a corrected copy.
-Sliding-scale fees without spreadsheets : Set a different rate per appointment type or per client, adjust the price at invoicing, and keep a clean revenue picture even with reduced-fee sessions.
-Measurement-based counselling : Send the GAD-7, PHQ-9 or your own check-in questionnaire before sessions and see the scores charted in the client file, session after session.
-A secure home for sensitive notes : Session notes, consent forms and messages are encrypted, hosted in Canada and covered by a full access log, which is what PIPEDA and your professional association expect.
-Support from people who know private practice : Our Canadian team answers questions about receipts, taxes and workflows, not just about buttons.
Complete Practice Management for Counsellors
Tools designed specifically for professional counsellors across diverse specialties.
Online Counselling Platform
Secure video counselling with integrated scheduling and session notes. Ideal for online-only or hybrid counselling practices.
Client Intake & Assessment
Send customizable intake forms, consent documents, and screening tools before the first session. Build comprehensive client profiles.
Session Notes & Goals
Document counselling sessions, track client goals, and monitor progress with flexible note templates adapted to your counselling style.
Appointment Scheduling
Let clients book online or manage your calendar manually. Automated reminders reduce no-shows and cancellations.
Billing & Payments
Generate professional receipts for extended health benefits. Set up sliding scale fees and accept online payments securely.
Resource Sharing
Share psychoeducational materials, worksheets, and resources securely through the client portal.
Built for All Counselling Professionals
From certified and registered counsellors to specialized counselling approaches, Colib supports your practice.
Practising in British Columbia or Ontario? See our guides on EHR software in British Columbia and EHR software in Ontario, or compare Colib as an Owl Practice alternative.
Certified & Registered Counsellors
- Canadian Certified Counsellors (CCC)
- Registered Clinical Counsellors (RCC)
- Counselling therapists licensed in Nova Scotia, New Brunswick and PEI
Addiction Counselling
- Substance use counsellors
- Recovery coaches
- Harm reduction specialists
Career & Life Coaching
- Career counsellors
- Life coaches
- Vocational counsellors
Youth & Family Counselling
- Child & youth counsellors
- Parenting coaches
- Family counsellors
Specialized Counselling
- Trauma counsellors
- Grief & bereavement counsellors
- Relationship counsellors
Community & Agency Work
- Community counsellors
- Non-profit counselling services
Insurance Receipts & Group Benefits for Counsellors
Whether a counselling session is reimbursed depends on the client's plan, not on you: some group benefits cover Canadian Certified Counsellors and Registered Clinical Counsellors, others only cover psychologists or social workers, and a growing number cover licensed counselling therapists in the provinces that regulate the profession.
What you control is the receipt. Colib prints your name, designation, membership or licence number, the service, the date and the amount paid on every insurance receipt, in the client's language, so the client submits it to the insurer without a back-and-forth. Colib does not transmit claims to insurers: the client keeps control of the submission.
GST/HST on counselling services
Since June 20, 2024, counselling therapy services are exempt from GST/HST when they are provided by a practitioner licensed in a province that regulates the profession, or by a practitioner with equivalent qualifications elsewhere in Canada. In Colib you set the default taxes of each appointment type once -- zero tax on counselling sessions if you qualify, regular taxes on workshops or supervision -- and every invoice follows. Check your own situation with an accountant.
Sliding scale and reduced fees
Reduced-fee sessions are part of counselling. Set a standard rate per appointment type, override the price for a given client or invoice, and still get a clean revenue picture at month end.
Measurement-Based Counselling & Record Keeping
Screening tools your clients complete before the session
Send the GAD-7, the PHQ-9 or your own check-in questionnaire automatically before each appointment, or on a recurring schedule. Scores are stored in the client file and charted over time, so you can show a client how their anxiety or mood has moved since intake and document the clinical rationale for continuing, adjusting or ending counselling.
Intake questionnaires, consent to counselling, limits of confidentiality and telehealth consent are collected online, signed and filed before the first session.
Notes that meet your association's standards
The CCPA Code of Ethics, the BCACC standards and the provincial colleges all expect the same core: dated, complete and secure records, kept for the required retention period and disclosed only with consent. Colib timestamps every note, keeps its history, logs every access to the file and hosts everything in Canada.
Use SOAP, DAP or narrative templates, or build your own per modality: person-centred, solution-focused, CBT, narrative or EFT. The optional AI scribe drafts the note from your own template; you review and sign.
Secure & Compliant Counselling Practice
Client confidentiality is paramount in counselling. Colib meets all Canadian privacy requirements to protect your therapeutic relationship.
PIPEDA Compliant
Federal privacy law compliance with encrypted storage and secure communications.
Provincial Privacy Laws
Compliant with provincial health privacy legislation including Loi 25 (Quebec) and other regional requirements.
Bank-Level Security
All client data encrypted and hosted exclusively in Canada with secure backups.
Bilingual Platform
Serve clients in French or English. Essential for bilingual counselling practices.
Key features for Counsellors
Our secure EHR platform provides the tools you need to successfully run your practice.
Scheduler
Create appointments in seconds, or allow your clients to book. Two-way Google Calendar & Outlook sync and virtual appointments are available with all our plans.
Charts/Notes
Digitizing your notes and charts is simple and fast with our speech recognition tool and our AI-powered note generation tool ✨.
Forms
Send user-friendly online forms and get auto-generated patient files.
Invoices
Generate and customize your invoices in just a few clicks.
Easy Booking
Clients can easily book and manage their appointments, or join your waitlist if no time slots are available.
Mobile-Friendly
Colib is accessible everywhere from any device, at any time.
Email & SMS Reminders
Reduce no-shows, give precise instructions, look more professional.
Receipts & Payments
Facilitate insurance reimbursements with digital receipts and payments with our online card payment system.
Counselling Software FAQ
The questions Canadian counsellors ask most before choosing Colib.
Can my clients claim counselling sessions with their insurance?
It depends on their plan. Many group benefits reimburse Canadian Certified Counsellors (CCC), Registered Clinical Counsellors (RCC) and licensed counselling therapists, others do not. Colib prints your designation and membership number on every receipt so the client can submit it directly to the insurer.
Do I have to charge GST/HST on counselling sessions?
Since June 20, 2024, counselling therapy services are exempt from GST/HST when provided by a practitioner licensed in a regulating province or holding equivalent qualifications. In Colib you set the default taxes per appointment type, so exempt sessions are invoiced without tax while taxable services keep theirs. Confirm your own status with an accountant.
Can I offer sliding-scale fees in Colib?
Yes. Define your standard rate per appointment type, then adjust the price for a specific client or a specific invoice. Reports still give you a clear picture of revenue and reduced-fee sessions.
Can I send the GAD-7 and PHQ-9 to clients?
Yes. Standardized screening tools and your own questionnaires can be sent before each session or on a recurring schedule. Responses are stored in the client file and scores are charted over time.
How much does Colib cost for a counsellor?
No fixed subscription: $3 per appointment with a $9/month minimum, which suits part-time and growing practices. Larger practices can choose an unlimited plan. See our pricing page.
Ready to Grow Your Counselling Practice?
Join Canadian counsellors who trust Colib to manage their practice professionally and securely. Start your free 30-day trial today—no credit card required.