Documentation
How to set up and run your practice in Soap Notes, in the order it tends to happen: what you offer, how people book it, how you write it up, and how you get paid for it.
There are 19 guides here. If you are new, the setup guide inside the app walks the same ground in order and keeps track of what you have already done.
Set up your practice
The details that end up on everything a client sees, and the services you sell.
Complete your business profile
Add your practice name, address, contact details and logo so they appear correctly on invoices, booking pages and client emails.
Add the services you offer
Set up the sessions you sell with their price and duration. Services are what bookings, event types and invoice line items are built from.
Set up your tax rates
Add the tax rates you charge so invoices calculate themselves and your accountant exports come out with the right totals.
Bookings and scheduling
Working hours, event types, your public booking page, and the calendar behind it.
Set your working hours
StandardTell Soap Notes when you work so clients are only ever offered slots you can actually take, and your calendar stops double-booking you.
Create a bookable event type
StandardAn event type is what clients pick on your booking page. Set the session, its length and its price once and let people book it themselves.
Connect your Google Calendar
StandardTwo-way calendar sync so bookings appear in your own calendar and anything already in your day blocks the slot in Soap Notes.
Share your booking link
StandardPut your booking page on your website, your email signature and your socials so clients can book without messaging you first.
Create and manage bookings
Add sessions to your calendar yourself, see what is coming up, and open a booking to write the session note that goes with it.
Clients and session notes
Getting your caseload in, writing notes, and the tools that draft them for you.
Add your clients
Add clients one at a time or import your existing caseload from a spreadsheet, so bookings, notes and invoices have someone to attach to.
Write your first session note
Session notes attach to the booking and the client they belong to, so the clinical record stays in order without you filing anything.
Save a note template
StandardWrite your SOAP structure once and drop it into every session instead of retyping the same headings several times a day.
Let a notetaker draft your notes
StandardConnect Fathom or Google Meet so a recorded session arrives as a summary you edit, instead of a blank note you fill in from memory.
Invoicing and payments
Invoices, card payments, and prepaid blocks of sessions.
Send your first invoice
Bill a session or a package with line items pulled from your services, then send a payment link the client can settle online.
Connect Stripe
TeamsTake card payments on invoices and at the point of booking, and reconcile what landed in your account against what you billed.
Offer a prepaid package
StandardSell a block of sessions up front and let Soap Notes track what has been used, what is left, and when it expires.
Forms, automations and team
Intake forms, follow-ups that send themselves, and working with colleagues.
Build an intake form
StandardCollect history, consent and contact details before the first session, straight into the client record rather than into your inbox.
Automate a follow-up
StandardSend the intake form when a booking is made, or a check-in after a session ends. Build the flow once and it runs without you.
Connect Klaviyo
TeamsSync your contacts into Klaviyo so newsletters and campaigns go to a list that keeps itself up to date as your caseload changes.
Invite your team
TeamsGive colleagues their own logins and permissions so each person sees their own caseload, and nothing they should not.