How much does Wilma cost?

Core is $30/user/month for the full platform. Optional add-ons: AI (+$20/user/month) and Phone (+$10/user/month). Enterprise is custom. Pricing is flat per user — not per client — and annual prepay saves about 17%. Core has a 10-licence minimum, so accounts start at $300/month.

Is there a per-client fee?

No. Wilma is priced per user, so your cost doesn't balloon as your caseload grows. There are no per-client fees and no implementation fees.

What's included in the Core plan?

Scheduling, real-time data collection, session notes, billing and RCM with EDI clearinghouse, EVV, parent portal, BACB supervision tracking, credential-expiry tracking, and compliance — the full operational platform, not a stripped-down starter.

Do I need the AI or Phone add-on?

Core covers full operations. Add the AI add-on (+$20/user/month) for agentic note drafting and pre-submission claim scrubbing; add the Phone add-on (+$10/user/month) for a shared practice number with two-way SMS. Add either, both, or neither.

Built by operators who ran ABA practices.

One price. Everything included. Every dollar you earn stays yours.

$30 per user, printed on this page. No per-client fees, no per-feature menu, and no invoice you didn’t see coming.

All-in-one for less

Get AI, a phone system, billing, and scheduling in one platform — for less than you're paying for fragmented tools today.

Software that pays for itself

Bring billing in-house and the savings can cover the cost of Wilma®. Your software shouldn't be an expense — it should be an investment.

One-click financial transparency

See who paid, what was collected, and what's outstanding — in one click. Stop spending hours on what should take seconds.

Core

One platform. One login. One bill. Everything your practice runs on.

Replaces the separate tools a practice buys to get from intake to paid claim.

No implementation fees. No per-client fees. No hidden costs.

Run sessions

Scheduling & authorization tracking
Data collection, goals, mastery
Session notes & clinical analytics
Team collaboration

Get paid

Billing & accounting
Payroll tracking
EDI clearinghouse included

Stay compliant

HIPAA-compliant end to end
Compliance management
BACB supervision tracking

Grow the practice

Client onboarding & intake
Parent portal

Always supported

24/7 in-app support

Optional add-ons

Mix and match. Only pay for what you use.

AI that does the paperwork for you

Drafts session notes, catches billing errors before they happen, and answers questions about your practice in plain English.

Auto-drafted session notes
AI-written treatment plans & progress reports
Pre-submission claim scrubbing
Denial prediction & prevention
Ask-your-practice AI assistant
Automated reminders, follow-ups & tasks
AI receptionist / IVR (with Phone add-on)

Built-in phone, SMS & fax

1 shared practice number, threaded to the client record.

1 shared practice phone number
Make & receive calls
Two-way SMS
Voicemail & auto-transcription
Call recording
Inbound & outbound fax
Fax an ABA report to a payer directly
Calls threaded to client records
Unlocks AI receptionist / IVR when paired with the AI add-on
Additional numbers available for multi-location practices

Price calculator

Your practice size, your selections — exact price, no sales call required.

No per-client fees. No implementation fees. No setup fees.

Multi-location practice? 20+ users? Need additional phone numbers, SSO, or multi-entity billing? Contact sales for custom configurations.

What's in each part

Everything Core includes, plus exactly what each add-on adds.

Core ($30/user/mo)

Client Onboarding & Intake
Scheduling & Authorization Tracking
Data Collection, Goals, Mastery
Session Notes
Clinical Analytics
Billing & Accounting
EDI Clearinghouse
Team Collaboration
Compliance Management
Performance & Payroll Tracking
Parent Portal
BACB Supervision Tracking
24/7 In-App Support

AI add-on (+$20/user/mo)

Auto-drafted Session Notes
AI-written Treatment Plans & Progress Reports
Pre-submission Claim Scrubbing
Denial Prediction & Prevention
Ask-your-practice AI Assistant
Automated Reminders, Follow-ups & Tasks
AI Receptionist / IVR (with Phone add-on)

Phone add-on (+$10/user/mo)

1 Shared Practice Phone Number
Make & Receive Calls
Two-way SMS
Voicemail & Auto-transcription
Call Recording
Inbound & Outbound Fax
Fax an ABA Report to a Payer
Calls Threaded to Client Records
AI Receptionist / IVR (with AI add-on)

Core is $30/licence/month with a 10-licence minimum — $300/month to start, or $250/month on annual prepay. No implementation or setup fees. No per-client fees. Monthly or annual billing — your choice.

Frequently Asked Questions

Everything you need to know about Wilma pricing

Absolutely. We offer personalized demos where we walk you through Wilma and show you exactly how she would work for your practice. Book a demo and our team will tailor the experience to your needs.

Core is our full practice management platform: client onboarding, scheduling, data collection, session notes, clinical analytics, billing, payroll tracking, compliance, team collaboration, parent portal, BACB supervision tracking, and EDI clearinghouse. Everything you need to run an ABA practice. At $30/user/month it is the most complete entry tier in the market.

The AI add-on (+$20/user/month) does the paperwork for you: she drafts session notes from your RBT data for BCBA review and sign-off, writes treatment plans / progress reports / parent letters in your voice, checks every claim before submission to catch coding errors and auth mismatches, flags claims likely to be denied so you fix them first, answers plain-English questions about your practice ("Which authorizations expire next month?" "Who is behind on notes?"), and auto-sends reminders / schedules follow-ups / assigns tasks so nothing slips through. If you also take the Phone add-on, AI unlocks an AI receptionist / IVR that answers inbound calls, routes by intent, and books intakes for you. Most teams save 5–10 hours per BCBA per week on documentation and billing work alone.

The Phone add-on (+$10/user/month) includes a shared practice phone number with two-way SMS, inbound and outbound fax, voicemail with auto-transcription, call recording, and threading to client records automatically. Paired with the AI add-on, it unlocks an AI receptionist / IVR that answers inbound calls, routes by intent, and books intakes. Additional numbers are available for multi-location practices — contact sales. Practices with an existing phone system (RingCentral, Dialpad, OpenPhone) can skip this add-on entirely.

No. Add-ons are optional and independent. Take AI but skip Phone if you already have a phone system. Take Phone but skip AI if you want the integrated telephony without the AI. Take Core alone if you just want the platform. Mix and match.

No. Monthly billing is the default, no long-term commitment. If you prepay annually, you save about 17% across the board — Core drops to $25/user/month, AI to $17, Phone to $8. A full-stack annual customer pays $50/user/month vs $60 monthly. Your choice.

Yes — 10 licences. Core is $30 per licence per month with a 10-licence minimum, so an account starts at $300/month ($250/month on annual prepay at $25 per licence). Every licence beyond 10 is the same $30. Wilma is built for practices with a team — in ABA your RBTs are users too, so most agencies are at or past 10 people from day one. The AI (+$20) and Phone (+$10) add-ons are also per licence, so they apply to all 10 as well.

No. Unlike some competitors, Wilma uses simple per-user pricing with no hidden per-client fees. Your cost is predictable regardless of how many clients you serve.

No. There are no implementation fees, setup fees, or onboarding fees. Your first bill is exactly what the pricing page says.

Our Fair Usage Policy ensures equitable access for all users. Communication services (calls, SMS, email), AI & automation features, EDI claims, and data storage are included for normal business operations aligned with your practice size and number of licensed users. There are no hard caps — usage that significantly exceeds typical patterns for your practice size may be reviewed, and we work with you to find the right service level.

Yes. Adding an add-on takes effect immediately and is prorated. Removing an add-on applies at your next billing cycle. Same platform, same data — changes are configuration, not migration.

Absolutely. Wilma is fully HIPAA compliant with end-to-end encryption. We sign BAAs with all customers and maintain the highest security standards.

For practices with multiple locations, 20+ users, multi-entity billing, SSO requirements, or additional phone numbers per location, we offer custom configurations. Contact sales and we'll put together the right arrangement for your organization.

Still have questions?

Still duct-taping your workflows together?

30 minutes. We'll show you what one platform looks like — and what it costs vs. what you're paying now.

What you get for $30

Everything below is in the price.

Not a starter tier and not a per-feature menu. The whole platform, on one record and one bill.

Clinical

Collected once, reused everywhere it is needed.

Data collection Trial-by-trial, frequency, duration, interval and ABC — offline-first.
Automatic graphing Mastery criteria and goal progress, live rather than warehoused.
ABA reports The report assembles itself from the record. You review and sign.
Goal bank AI-personalized goals drawn from the client’s own plan.
Session notes Written in the way your BCBAs already write them.
Voice notes AI + Phone add-onRecord it, and the note is drafted and transcribed from it.
AI note drafting AI add-onDrafted from the whole client record, not just the audio.
Note auditing Gaps surfaced before a payer finds them.
Supervision tracking One tap to log; BACB ratios tracked against the rules.
Parent-training notes Drafted from the session that generated them.

Billing & revenue

Billing stays with you, and nobody takes a cut of it.

Billing ABA-specific CPT® and HCPCS with per-payer modifier rules.
EDI clearinghouse Included. Not a separate vendor and not a separate bill.
ERA posting Remittances post themselves against the claims they belong to.
Claim scrubbing AI add-onChecked before submission, not after the denial.
Denial workflow A denial arrives with the reason and what to do about it.
Authorization tracking Units decrement per session; renewals surface weeks ahead.
Invoicing & rates Private-pay invoicing and rate management on the same record.
Revenue reporting Who paid, what is owed, what is outstanding — in one place.

Running the day

The moving parts, held together without anyone chasing them.

Scheduling Placed against units, drive time, and who is actually qualified.
EVV Native, with state Medicaid rule packs.
Client intake Families enter their own details and upload their own documents.
Insurance capture Captured and stored at intake, on the record from the start.
Parent portal Schedule, progress, signing and messaging — under your brand.
Taskboards & workflows What is waiting, on whom, and for how long.
Telehealth Works with the Zoom, Teams or Meet account you already have.

Communication

Every conversation lands on the client’s record by itself.

Business phone line Phone add-onWith IVR, forwarding to the phones your team already carries.
Call recording & transcription Phone add-onThreaded to the record, so nobody types the call up after.
Two-way SMS Phone add-onTexts filed where they belong.
Inbound & outbound fax Phone add-onSend the ABA report to the funder without leaving the platform.
Email & secure messaging On the same record as everything else.
AI call summaries AI + Phone add-onThe gist, on the record, before you hang up.

People & compliance

The business layer most platforms hand to somebody else.

Employee records Profiles, onboarding, and time-off in one place.
Credential expiry tracking Surfaced weeks ahead, not the week after.
Timesheets Reconciled against the sessions that were actually delivered.
Payroll-ready exports For Gusto, ADP and Paychex — you keep your payroll provider.
HIPAA compliance Encryption, role-based access, and audit logging on every record.
Consents & signatures Captured, stored, and findable when someone asks.
Incident reporting Logged against the client and the staff member both.
Reporting & dashboards Revenue, clinical and compliance views, exportable.

Everything above is in the Core plan except the items badged AI or Phone, which are the optional AI (+$20/user/month) and Phone (+$10/user/month) add-ons.