ABA Software for Solo BCBAs and Small Practices

Buying advice for ABA practices is almost entirely written for organizations. It assumes a procurement conversation, an implementation team, and a budget that absorbs a five-figure first year. If you are one BCBA with eight clients and two RBTs, that advice is not slightly off — it is aimed at a different business.

This page is for the other buyer. It covers what determines whether a platform is viable at one to five clinicians: the published entry price, the unit it is charged in, whether there is a floor beneath it, how long you are committed, what you pay before go-live, and what the vendor’s own contract says about your data if you leave.

Every figure below was read on the vendor’s own website on 6 August 2026. Rates and pages change; verify the one you care about. We take no vendor payment and run no affiliate links.

Start with the unit, not the number

The most consequential thing about small-practice ABA pricing is not how much it costs. It is what it is charged per.

Three units are in circulation. Per staff seat: Office Puzzle at $19.99 per user per month, AlohaABA at $29.99 per staff member per month, Artemis ABA at $39.99 per user per month on its Emerging plan. Per client or learner: Motivity at $24 per learner per month for data collection, $24 for practice management, $48 per learner combined; Portia at $30 per client per month; Raven Health at $29 per learner per month on its standalone software plan. And a block model: Noteable at $300 per month including the first five users, with additional users tiered. Theralytics publishes both bases and lets you pick — $20 per client or $30 per user for a single module, $30 per client or $45 per user combined.

If your caseload grows faster than your staff — what happens when a solo BCBA takes on clients before hiring — per-learner pricing compounds against you and per-seat pricing does not. Hire ahead of caseload and the reverse holds. Model both against where you expect to be in eighteen months. This one decision moves the five-year number more than any feature on any comparison table.

Worked example: three staff, eight clients

Here is the same practice priced against every platform that publishes a rate. One BCBA, two RBTs, eight active clients. Arithmetic performed on published list rates only — this is not a quote, and it excludes taxes, clearinghouse fees, and optional add-ons.

Platform	Published basis	Monthly at 3 staff / 8 clients	Up-front	Commitment
Office Puzzle	$19.99 per user/month, all features	$59.97	None published; 30-day free trial, no credit card	No contract, cancel anytime
AlohaABA	$29.99 per staff/month + $10 per client/month data collection	$169.97	”No implementation fee”; 30-day free trial	Not published on pricing page
Artemis ABA	$39.99 per user/month (Emerging)	$119.97	30-day guided free trial	Not published on pricing page
Raven Health	$29 per learner/month (Standalone Software)	$232.00	$500 implementation fee	Annual commitment
Portia	$30 per client/month	$240.00	Billing add-ons carry a $300 implementation fee	Month-to-month software
Theralytics	$30 per client/month combined; 10-client minimum	$300.00 (minimum applies)	“No onboarding fees or hidden charges"	"No annual contract required”
Noteable	$300/month including first 5 users	$300.00	Setup fee at sign-up, varies by configuration	Month-to-month, 30 days’ notice
Motivity	$48 per learner/month (all-in-one)	$384.00	Not published	Not published on pricing page

Two things to notice. First, the spread is roughly sixfold across platforms that all describe themselves as serving small practices — explained by the unit, not by feature depth. Second, the ordering inverts as you grow: add ten clients without hiring and the per-seat options stay flat while the per-learner options rise by $290 to $480 a month.

Three vendors publish a percentage-based alternative that bundles software with revenue-cycle service. Raven Health’s Premium All-In-One is published at 5% of monthly claims paid, billed month-to-month, with the $500 implementation fee marked as currently waived and no additional software fee. Noteable’s Elite plan is 3.9% of monthly collections, with the monthly charge being the greater of the percentage fee or the Standard software fee. Portia publishes a full-service billing option at an unstated percentage of claims paid, plus a $300 implementation fee and an annual contract. That is a genuinely different purchase from software alone, and worth pricing out — the alternative is hiring billing expertise you do not yet have.

Minimums are the trap at this size

A per-client rate is meaningless if there is a floor beneath it. Several vendors publish theirs.

Theralytics publishes a 10-client minimum charge and a minimum monthly fee of $200 or $300 depending on the package, noting additional clearinghouse fees may apply. At eight clients you pay for ten. Portia publishes a 1-learner minimum for the first 12 months, then a 10-learner minimum thereafter — accommodating in year one, a floor in year two, and exactly the kind of detail worth reading twice. Raven Health states “No Client Minimums. No Hidden Costs.” AlohaABA and Office Puzzle publish per-staff rates with unlimited clients, which removes the question.

Theralytics also publishes a BCBA Startup Package: free for six months or until you land your first client, including practice management, data collection, and one month of free full-billing services, with a 1-year subscription required and the 10-client minimum applying thereafter. If you are pre-revenue, judge that structure on its own terms rather than against a monthly rate.

Vendors that do not publish pricing may still apply minimums. CentralReach, CR Essentials, Rethink Behavioral Health, Hi Rasmus, Passage Health, and Lumary are quote-only. CentralReach publishes a dedicated small-practice product, CR Essentials, which it announced in January 2023 as the rebrand of Behaviorsoft and positioned, in CEO Chris Sullens’ words, as “the anchor product for startup and small ABA practices,” serving practices with fewer than 50 employees. Its pricing is not published; its terms are, below.

Contract length, published

This is where the small-practice buyer has the most to lose and the least leverage, so read the published documents rather than the sales conversation.

Office Puzzle publishes no contract, cancellation at any time, and billing that begins after the first month of use. Noteable publishes month-to-month with cancellation on 30 days’ notice. Portia publishes month-to-month for software; its full-service billing option carries an annual contract. Theralytics publishes “No annual contract required” against its paid packages, with the startup package requiring a 1-year subscription. Raven Health’s standalone software plan is published with an annual commitment; its percentage-based plan as month-to-month.

CentralReach publishes its Terms of Service, and small practices should read them before a demo, not after. The default subscription runs twelve months, auto-renews for additional twelve-month periods, and terminates only on written notice given at least 45 days before the end of the current term, sent to a named contracting address. The document states: “For the avoidance of doubt, Customer does not have an early termination right.” Its separate published Pricing Policy states that on each anniversary of a customer order, CentralReach reserves the right to automatically increase subscription fees, without prior notice, by up to seven percent compounding annually, and to automatically increase — but not decrease — committed seats semi-annually based on the average seats billed over the preceding three months. CR Essentials’ published terms set a one-month default term auto-renewing monthly, with the same 45-day unsubscribe notice. Negotiated orders can differ from published standard terms; read the agreement that applies to you.

None of that is unusual for enterprise software, and CentralReach publishes it where a buyer can read it — most vendors in this category publish no contract terms at all. The point is that a 45-day notice window and a seat count that adjusts in one direction are operationally significant for a three-person practice, and they are knowable before you sign.

Motivity’s published Subscription Services Agreement allows either party to terminate on thirty days’ written notice when no orders are outstanding, with a thirty-day cure period for material breach.

What happens to your data if you leave

Ask this before you sign, and read the answer in the vendor’s own document rather than accepting a verbal assurance. Three published examples show how much the terms vary.

CentralReach’s Terms of Service state that it “will retain all Customer Content for a minimum of sixty (60) days after the termination of the Service Agreement,” that “the Customer is solely responsible for exporting all Customer Content prior to the termination,” and that after the retention period it “may remove or delete any Customer Content.” The CR Essentials terms carry the same 60-day structure. That is a written commitment you can plan a migration around.

AlohaABA’s published service agreement states that AlohaABA “will have no obligation to provide Customer Information or Content to Customer upon termination of this Service Agreement,” and that it “may retain Customer Information and Content for sixty (60) days from such termination” and “may provide Customer access to such information upon Customer’s request.”

Raven Health’s published terms state: “Upon termination, you will lose access to all Raven Health Services and all content thereon.”

Motivity’s published agreement addresses termination in terms of licenses ending and access ceasing; we did not find a post-termination data export or retention window in its published Effect of Termination section.

The practical instruction is the same whichever platform you choose: run your full export today, open the files, and archive a copy. Client demographics, authorization history, session data, clinical programs. What you can export cleanly while the relationship is calm is what you will have when it is not. Our migration guide covers what typically transfers and why the accounts-receivable cutover is the part that bites.

The short checklist

1. Decide your unit. Per seat or per client — model both at your eighteen-month size, not today’s.
2. Find the floor. Minimum client count, minimum seat count, minimum monthly fee, in writing, even from vendors who publish rates.
3. Get the second-year number. Ask what renewal looks like and whether a published uplift policy applies.
4. Price implementation separately. Published fees here range from explicitly none to $500; several vendors publish none at all.
5. Read the termination clause before the feature list. Notice period, term length, retention window, export responsibility.
6. Trial it on your own programs. Office Puzzle, AlohaABA, Artemis, and Theralytics publish trial or startup terms — use them on your real caseload.

If billing is the part that worries you most — at this size it usually is — the software-versus-service decision comes first, because several platforms above sell you both.

Every rate and clause here was read on the vendor’s own site on 6 August 2026. Corrections from anyone, vendors especially: [email protected].