Can we move from a data-collection tool plus a separate practice management system?

That is the most common migration we run. The trade-off is a specialised tool versus one record that carries the session data all the way to the paid claim — no re-entry, no reconciliation between vendors, and one bill.

Built by operators who ran agencies.

Software for the agency you actually run.

Q: What counts as an ABA agency rather than a practice?

There is no formal line, but the operational one is staff. Once you employ RBTs you are running supervision ratios, credential expiry, caseload handover and coverage — problems a solo caseload does not have. Wilma is priced and built for that: $30 per licence per month with a 10-licence minimum, so accounts start at $300/month.

Q: How much does ABA agency software cost?

Wilma Core is $30 per licence per month with a 10-licence minimum ($300/month; $250/month on annual prepay at $25 per licence). Two optional add-ons, both per licence: AI (+$20) for note drafting and pre-submission claim scrubbing, and Phone (+$10) for a shared practice line with two-way SMS. No per-client fees, no implementation fees, and the EDI clearinghouse is included in Core.

Q: Does it handle multiple locations and entities?

Yes. Wilma carries NPI per location, applies state-aware modifier rules per claim, and supports multi-entity billing with reporting you can read per site or consolidated. Multi-location agencies, 20+ users, SSO and additional phone numbers per location go through a custom configuration — contact sales.

Q: How does supervision tracking work across a large RBT roster?

Supervision is logged at the session with one tap and tracked live against BACB ratio requirements per RBT and per supervisor. Shortfalls surface during the period rather than after it, and certification expiry dates are flagged weeks ahead. The audit evidence assembles as you go.

Q: Does Wilma do insurance credentialing?

No. Wilma tracks credential and certification expiry — it alerts you before a BCBA or RBT credential lapses — but it is not a credentialing or payer-enrolment service. If done-for-you credentialing is a requirement, budget for it separately.

Q: Does Wilma verify insurance eligibility?

No. Wilma captures and stores insurance details at intake and tracks authorisations, units and expiry against the schedule, but it does not run payer eligibility checks. If a live benefit check is essential to your workflow, raise it on the demo so nobody is surprised later.

Q: How long does implementation take for an agency?

Most agencies are live in 1–2 weeks; smaller teams sooner. Client records, authorisations, historical data and documentation transfer during onboarding, and migration is included. For billing, most agencies run out open AR in their prior system while new claims start clean in Wilma.

Q: Is Wilma HIPAA compliant?

Yes. AES-256 at rest, TLS 1.2+ in transit, role-based access scoped to the minimum necessary, full audit logging on every PHI access, and a BAA with every customer agreement.

Supervision ratios across a full RBT roster. Turnover that does not lose a caseload. Several locations, several payers, one set of numbers. One record from the session to the paid claim.

For agencies and group practices

The problems change the moment you have staff.

A single caseload is a clinical job. A staffed agency is an operational one, and the work that decides whether it survives is nothing you trained for: supervision ratios across a dozen RBTs, credentials expiring on a rolling basis, a resignation that takes a caseload with it, a denial pattern quietly repeating across forty clients, a second location that your software assumed would never exist.

Wilma™ is built for that agency — independent, owner-led, growing, and running a real roster. One platform on one record, so the trial data the RBT captures is what supports the claim you get paid on. Pricing is published and you can model it from headcount: $30 per licence per month with a 10-licence minimum, so an agency starts at $300/month ($250/month on annual prepay). The AI (+$20) and Phone (+$10) add-ons are per licence too. No per-client fees, no implementation fees, and the EDI clearinghouse is included. Live in one to two weeks.

Every RBT’s supervision hours, tracked without anyone chasing them.

One BCBA supervising two RBTs can hold it in their head. A BCBA supervising twelve cannot, and the month it slips is the month a certification lapses and those hours stop being billable. Wilma™ logs supervision at the session with one tap, tracks the ratio live against BACB requirements, and surfaces a shortfall while there is still time in the period to fix it.

Live ratio tracking

Per RBT, per supervisor, across the whole agency — not a month-end spreadsheet reconciliation.

One-tap supervision log

Captured during the session, so the record exists before anyone has to remember it.

Credential expiry alerts

BCBA and RBT certification dates surfaced weeks ahead, before a lapse costs you billable hours.

Audit-ready evidence

The documentation assembled as you go, not reconstructed the week an auditor asks.

Onboarding and offboarding that survive 40% annual turnover.

Turnover is the defining operational fact of a staffed ABA agency, and every departure is a scramble: reassign the caseload, revoke access, chase the last notes, get the replacement trained and credentialed before they can bill. Wilma™ makes that a workflow instead of a fire drill — digital onboarding, training assignment and completion tracking, role-based access that ends when employment does.

Digital onboarding

Paperwork, policy acknowledgements and training assignments tracked to completion.

Caseload handover

Reassign clients and programs without losing goal history or session data.

Access ends with employment

Role-based access scoped to assigned caseload, revoked in one place.

Outstanding-note visibility

See exactly what a departing tech still owes before their last day.

Several sites, several payers, one set of numbers.

The second location is where most agencies discover their software assumed one. Wilma™ carries NPI per location, state-aware modifier rules per claim, and multi-entity billing — with reporting you can read consolidated or per site, so a regional problem is visible before it shows up in the aggregate.

NPI per location

Claims carry the right billing and service facility identifiers per site.

State-aware modifiers

Modifier rules applied per claim, so a multi-state roster does not need a human rulebook.

Multi-entity billing

Separate entities billed separately, reported together.

Per-site and consolidated views

Utilisation, denials and productivity by location, not just agency-wide.

At agency volume, a denial pattern is worth more than a denial.

One denied claim is an annoyance. The same denial repeating across forty clients is a process defect quietly costing you six figures a year. Wilma™ runs the full cycle in house — insurance captured at intake, authorisations tracked against the schedule, claims built with ABA-specific codes, EDI submission, ERA posting and denial workflow — so the pattern is visible while you can still change it.

Authorisation utilisation

Units tracked against the schedule, so you see a client running out before the session is delivered.

EDI clearinghouse included

Submission and ERA posting in the same system as the session data.

Denial workflow

Denials worked in one queue with the reason codes grouped, so patterns surface.

Pre-submission scrubbing

Coding and authorisation mismatches caught before they leave — part of the AI add-on.

Callouts covered before the family notices.

A field team means the schedule breaks every week: a tech calls out, a client cancels, an authorisation is about to lapse. Wilma™ handles the schedule as the operational problem it is at scale — conflict detection, authorisation guardrails so you cannot schedule units you do not have, and coverage matching against who is actually credentialed and available.

Callout coverage matching

Find who is credentialed, available and near the client, without a group text.

Authorisation guardrails

Scheduling blocked against units you do not have authorised.

Built-in EVV

Visit verification captured at the session on mobile, including offline, straight into the claim.

Conflict detection

Double-bookings and travel-time impossibilities caught when scheduled.

One system from the session to the paid claim.

Most agencies run a data-collection tool, a practice-management system, a clearinghouse and a phone, and pay a person to reconcile them. Wilma™ is one platform on one record: the trial data the RBT captures is the data that drafts the note, and the note is what supports the claim. Nothing is re-entered and nothing has to agree across an integration.

Native data collection

Trial-by-trial, frequency, duration, interval and task analysis, with offline capture.

Notes from the data

The session record supports the note; AI drafting for BCBA review is the AI add-on.

Parent portal included

Families see progress and documents without an admin emailing PDFs.

No reconciliation role

One record end to end means nobody is paid to make two systems match.

Buyer's Checklist

Evaluating software for a staffed ABA agency?

FAQ

Questions agencies ask.

What counts as an ABA agency rather than a practice?

How much does ABA agency software cost?

Does it handle multiple locations and entities?

How does supervision tracking work across a large RBT roster?

Does Wilma™ do insurance credentialing?

Does Wilma™ verify insurance eligibility?

How long does implementation take for an agency?

Can we move from a data-collection tool plus a separate PM system?

Is Wilma™ HIPAA compliant?

See it run a real roster.

Thirty minutes. Supervision, coverage, denials and multi-location billing on one record. Bring your hardest operational problem.

Keep reading

Related guides on running an ABA practice — the same operation, from a different angle.

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