Physiotherapy Software UK: Prices in GBP (2026)

Physiotherapy software for a UK clinic costs from about £20 a month for a solo practitioner to £100–£150 a month for a four-clinician practice, before SMS, payments and add-ons. Because physio treatment is usually VAT exempt, most clinics can't reclaim the VAT on that bill, so the real cost is often 20% higher than the price on the page.

The pages that rank for this search today are mostly vendor home pages and US review sites that list "physical therapy" tools priced in dollars for US insurance billing. This guide is for UK clinic owners. It compares what the platforms UK physios actually use publish on their own pricing pages, explains the UK-only parts of the decision (Healthcode insurer billing, HCPC record-keeping standards, the ICO fee, VAT), and works through a hypothetical four-clinician clinic. Every price below was read from the vendor's own page on 13 November 2026.

What UK physiotherapy software costs in 2026

Prices are per month and exclude VAT unless the vendor says otherwise. Several popular platforms only show US dollars or Canadian dollars even to UK visitors, which matters because your bill will move with the exchange rate.

A few things stand out once the prices sit together.

The two UK-built platforms, PPS and WriteUpp, price per user in pounds. Cliniko prices in bands, so a two-person clinic and a five-person clinic pay the same $95. If you're about to hire, a banded price can work out cheaper than per-user pricing at the top of a band and dearer at the bottom.

Cliniko, Zanda and Jane don't show a pound price. None of them is a bad choice for a UK clinic on that basis, but you should ask for the price in writing in GBP, or budget for the exchange rate moving against you.

Introductory offers are common and they distort comparisons. On the day we checked, Zanda showed 50% off for the first six months and WriteUpp advertised 50% off a plan until January 2027. Compare the full price, then treat the discount as a bonus.

The VAT point most comparisons miss

HMRC's VAT Notice 701/57 lists physiotherapists among the professionals registered under the Health Professions Order 2001. Their services are exempt from VAT when two conditions are met: the service is within the profession they're registered for, and its primary purpose is protecting, maintaining or restoring the patient's health.

For most clinics, that means treatment income is exempt. The side effect is on costs. A business whose income is all exempt can't usually reclaim the VAT it pays, so a £75.95 software plan is really £91.14 a month to you. The notice has a full section on when VAT-registered health professionals can recover VAT, and some clinics with taxable income (retail, some sports massage, gym memberships) are in a different position. Ask your accountant which applies to you, then compare every option with VAT added.

This also affects the US-priced platforms. Whether VAT is added to a dollar invoice depends on how the vendor bills UK customers, so ask before you sign.

What a UK physio clinic should check before choosing

Most physio platforms do the same core jobs: online booking, a diary, clinical notes with templates, invoicing, reminders and reports. The differences that matter in the UK sit around those basics.

Insurer billing and Healthcode

If you treat patients funded by private medical insurance, invoicing insurers is often the most time-consuming admin in the clinic. In the UK that usually runs through Healthcode, which says it processed 9,493,651 invoices between January and September 2026 and has 59,984 practitioners registered on its practitioner register.

PPS lists insurer billing with optional Healthcode claims on its home page. WriteUpp's pricing page doesn't mention insurer billing. Jane's insurance billing add-on is priced in Canadian dollars and built around Canadian insurers. If insurer work is a big share of your income, ask each vendor three questions: can it send claims to Healthcode directly, can it track part-paid and rejected claims, and can it split one invoice between an insurer and a patient excess.

Clinical notes that meet HCPC standards

The HCPC standards of conduct, performance and ethics require physiotherapists to keep full, clear and accurate records (10.1), complete them promptly (10.2) and keep them secure from loss, damage or inappropriate access (10.3).

The Chartered Society of Physiotherapy's record keeping guidance says poor record keeping is the most common reason physiotherapists are referred to the HCPC. That makes the notes module the part to test hardest in a trial. Check that templates fit how your team actually assesses (SOAP, body charts, outcome measures), that notes lock with a time stamp once signed, and that the audit trail shows who changed what.

AI scribes are now sold as add-ons by WriteUpp (£23.95 per user) and Zanda (US$19 per user). They can save time, but the clinician still signs the note and still owns its accuracy under the HCPC standards. Read what the vendor does with the audio, where it's processed and how long it's kept before you switch one on.

Retention, and who owns the records

The CSP guidance says adult records are usually kept for eight years from the date of last treatment, with longer periods for children. Your software needs to keep records for that long, including for patients you discharged years ago, and it needs to let you export them in a usable format if you leave.

The same guidance covers a point that catches out clinics that use self-employed physios. When a physio works under a contract with a clinic company, the guidance says the company should normally retain the records, while the physio must still be able to access them to defend themselves. Set user roles in the software so that's possible, and write it into your contracts.

UK GDPR and the ICO fee

Patient notes are health data, which is special category data under UK GDPR and needs extra protection. In practice, ask each vendor where the data is hosted, whether it offers two-factor login and audit logs, and whether it will sign a data processing agreement. PPS lists ISO 27001 data centres, user access controls, audit trails and two-factor authentication on its home page.

Most clinics also have to pay the ICO's data protection fee. Tier 1 is £52 a year for organisations with turnover up to £632,000 or no more than 10 staff. Tier 2 is £78 (turnover up to £36 million or no more than 250 staff), and tier 3 is £3,763.

NHS work

If you hold NHS contracts or plan to sell a digital product into the NHS, the bar is higher. NHS buyers use the Data Security and Protection Toolkit and, for digital products, the DTAC. Our NHS DTAC guide covers what the 2026 form asks and the evidence each answer needs.

Worked example: a four-clinician clinic

These numbers are hypothetical. Picture a clinic with three physiotherapists and one sports therapist, a part-time receptionist, and no VAT registration because its treatment income is exempt. Prices are the published list prices from 13 November 2026, before introductory offers.

Then add the running costs that don't show on the plan price:

• SMS reminders. At 400 reminders a month, Cliniko's 10¢ rate is $40 and Zanda's US$0.09 is US$36. WriteUpp includes 100 credits per clinical user, which covers this example.
• Card and Direct Debit fees for block bookings or rehab packages. GoCardless Standard charges 1% + 20p per transaction, excluding VAT. Zanda lists a US$0.50 Stripe Connect fee plus card processing.
• Add-ons you'll actually use, such as an AI scribe for four clinicians: £95.80 a month on WriteUpp, US$76 on Zanda.
• The ICO fee, £52 a year at tier 1.

On these numbers the cheapest plan isn't automatically the cheapest clinic. A clinic doing a lot of insurer work might save more admin time with PPS's Healthcode claims than it spends on the higher licence price. Run the same table with your own clinician count, reminder volume and insurer share before you decide.

Off-the-shelf or custom?

For almost every physio clinic, the answer is to buy a practice management system, not build one. The platforms above already handle diaries, notes, invoicing and compliance basics for a monthly fee, and they carry the cost of keeping up with security and hosting.

Custom software starts to make sense around the edges of that system, and usually on top of it rather than instead of it. Common examples are a branded patient app that delivers home exercise programmes and collects outcome scores between sessions, a booking flow on your own website that matches your brand and pricing, or reporting that pulls data from the practice system and your accounting tool into one view. PPS lists an API for custom development, which is the kind of hook these projects need. Before you commission anything, check the API documentation and whether the vendor charges for access.

If you sell a rehab or exercise app to patients outside your clinic, the regulatory questions change. Our guides on whether a wellness app is a medical device and health tech MVP cost and timeline cover that path, and telehealth app development cost prices the video-consult side.

A 10-point checklist for your demo calls

1. Ask for the full monthly price in pounds for your clinician count, including VAT treatment.
2. Ask what changes when you add one more clinician, and when you cross a band.
3. Ask whether insurer claims go to Healthcode directly, and how rejected claims are tracked.
4. Test the notes module with a real (anonymised) assessment and a follow-up.
5. Check that signed notes lock and that the audit trail shows edits.
6. Ask where data is hosted, whether a data processing agreement is available, and whether two-factor login is enforced.
7. Ask how long records are kept after an account closes, and in what format you can export them.
8. Count your monthly reminders and price SMS at the vendor's rate.
9. Ask which payment providers it supports for packages and card-on-file.
10. If you might build a patient app or custom booking later, ask for the API documentation now.

How Zee Palm helps UK clinics

Zee Palm has built software for health, wellness and fitness businesses since 2017, including UK clients. For one UK Pilates studio we built a virtual training course for new instructors that cut onboarding time by 60%.

We don't resell practice management software and take no commission from any vendor above. When a clinic outgrows what its platform can do, our custom software and health app MVP work builds the patient app, booking flow or integration on top of the system you already pay for, and our telehealth app development service covers video consults and remote exercise programmes. We also work with health tech startups building products for physios.

FAQ

How much does physiotherapy software cost in the UK?

Published UK prices start at £16.80 a user a month for PPS Express and £19.95 for WriteUpp Flex. A four-clinician clinic will typically pay £75 to £150 a month before VAT, SMS and add-ons.

Can a physio clinic reclaim VAT on software?

Usually not. Physiotherapy treatment by an HCPC-registered physio is VAT exempt under HMRC Notice 701/57, and a business with only exempt income generally can't reclaim VAT on its costs. Check with your accountant if you also have taxable income.

Which physio software works with Healthcode?

PPS lists insurer billing with optional Healthcode claims. For any other platform, ask the vendor directly whether it sends claims to Healthcode and how it handles rejected or part-paid claims.

How long do physios have to keep patient records in the UK?

CSP guidance says adult records are usually kept for eight years from the last treatment, with longer periods for children. Your software should keep them that long and let you export them if you leave.

Do I need to pay the ICO fee as a physio clinic?

Most clinics do, because they process patient data. Tier 1 is £52 a year for organisations with turnover up to £632,000 or no more than 10 staff.

Sources

All checked on 13 November 2026.

• PPS (Rushcliff) features and pricing: https://www.privatepracticesoftware.co.uk/
• WriteUpp pricing: https://www.writeupp.com/pricing
• Cliniko pricing: https://www.cliniko.com/pricing/
• Zanda pricing: https://zandahealth.com/pricing/
• Jane pricing: https://jane.app/pricing
• GoCardless pricing: https://gocardless.com/pricing/
• Healthcode: https://www.healthcode.co.uk/
• HMRC VAT Notice 701/57, Health professionals and pharmaceutical products: https://www.gov.uk/government/publications/vat-notice-70157-health-professionals-and-pharmaceutical-products/vat-notice-70157-health-professionals-and-pharmaceutical-products
• HCPC standards of conduct, performance and ethics: https://www.hcpc-uk.org/standards/standards-of-conduct-performance-and-ethics/
• CSP record keeping guidance: https://www.csp.org.uk/publications/record-keeping-guidance
• ICO, what is special category data: https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/lawful-basis/special-category-data/what-is-special-category-data/
• ICO data protection fee: https://ico.org.uk/for-organisations/data-protection-fee/data-protection-fee/