By Clara Team
Best therapy session transcription tools
Therapy transcription is not just recognizing words. It must preserve speakers, uncertainty and a way to check important statements. A transcript is a review source, not an approved clinical record. Choose the workflow too: browser capture, existing-file upload or integration with your current system.
Disclosure: This guide is published by Clara's team, one of the products compared. It describes features and terms advertised on official pages, reviewed October 2, 2026. It is not an independent performance test. We recommend other products when they better fit the stated need.
The short answer
- PsaicoTools: For evaluating upload of an existing recording and its resulting draft.
- Clara: For browser-based work with separate transcripts and notes.
- Psypilot: For checking its time references and links to case documents.
The options at a glance
| Product | Where to start | Published pricing and terms | What to verify |
|---|---|---|---|
| PsaicoTools | For evaluating upload of an existing recording and its resulting draft. | Website advertises plans from €49/month and a seven-day trial. Confirm the current plan and limits. | Do not assume this workflow replaces scheduling, payments or invoices. |
| Clara | For browser-based work with separate transcripts and notes. | From €19.99/month; €29.99 and €49.99 plans. One-month trial without a card. Check plan limits and annual billing. | Do not choose it merely to consolidate tools. |
| Heidi | It may be better than Clara if you work across healthcare specialties, already use its ecosystem or value a broad template community. | Advertises free access; check current paid tiers and feature limits. We do not quote an unverified paid-plan price. | Do not equate a documentation assistant with a solution for Spanish invoicing, consent management and the whole practice. |
| Psypilot | For checking its time references and links to case documents. | Lists three free cases, Pro at €19/month, Max at €59/month and custom Teams pricing. Confirm usage limits and VAT treatment. | Its clinical focus does not establish that it replaces all practice scheduling and invoicing. |
PsaicoTools
- Where to start
- For evaluating upload of an existing recording and its resulting draft.
- Published pricing and terms
- Website advertises plans from €49/month and a seven-day trial. Confirm the current plan and limits.
- What to verify
- Do not assume this workflow replaces scheduling, payments or invoices.
- Where to start
- For browser-based work with separate transcripts and notes.
- Published pricing and terms
- From €19.99/month; €29.99 and €49.99 plans. One-month trial without a card. Check plan limits and annual billing.
- What to verify
- Do not choose it merely to consolidate tools.
Heidi
- Where to start
- It may be better than Clara if you work across healthcare specialties, already use its ecosystem or value a broad template community.
- Published pricing and terms
- Advertises free access; check current paid tiers and feature limits. We do not quote an unverified paid-plan price.
- What to verify
- Do not equate a documentation assistant with a solution for Spanish invoicing, consent management and the whole practice.
Psypilot
- Where to start
- For checking its time references and links to case documents.
- Published pricing and terms
- Lists three free cases, Pro at €19/month, Max at €59/month and custom Teams pricing. Confirm usage limits and VAT treatment.
- What to verify
- Its clinical focus does not establish that it replaces all practice scheduling and invoicing.
Attribution changes clinical meaning
With questions, silences and quoted third parties, the same sentence changes meaning depending on the speaker. Create an example where the clinician repeats a client's words and another recounting a relative's statement. Ensure quotations do not become statements made by the clinician or a supposedly present relative.
In-person, online and existing recordings
Choose the required capture workflow before comparing outputs. Test two people in a room, a headset call or an existing recording as appropriate. Check device requirements, audio permission and interrupted connections. File upload does not establish browser session capture, or vice versa.
What remains after processing
Ask about audio, transcripts and notes separately. Clara may retain encrypted audio for up to 14 days and a local recovery copy for up to 7; processing is not exclusively local and deletion is not immediate. Other vendors describe different policies. Compare contracts and deletion by data category rather than treating a privacy phrase as a universal guarantee.
PsaicoTools
PsaicoTools describes consented recording, audio upload and a structured session draft. It advertises themes, agreements and preparation for the next session, as well as materials and exercises. Consider it if you want documentation separate from practice administration.
Published pricing and terms: Website advertises plans from €49/month and a seven-day trial. Confirm the current plan and limits.
When it may be the better fit
It may fit better if you primarily want to upload an existing recording and receive a document, or explore its materials library. Test a fictional case and review attribution, agreements and suggestions for the next session.
Limits and open questions
Do not assume this workflow replaces scheduling, payments or invoices. Its website says audio is deleted after report generation: request the full terms and check which documents remain. The summary still needs clinical review, like any AI draft.
Clara
Clara brings together client records, scheduling, reminders, invoicing and documentation designed for psychotherapy. It prepares a read-only transcript and a separate editable clinical note draft. The clinician reviews the record, corrects it and decides when it represents their work. Context from earlier sessions can also support preparation for the next appointment.
Published pricing and terms: From €19.99/month; €29.99 and €49.99 plans. One-month trial without a card. Check plan limits and annual billing.
When it may be the better fit
Start with Clara when you want practice administration connected to notes shaped around your therapeutic orientation. Spanish, Catalan and English, explicit clinician review and continuity between sessions are concrete things to evaluate. Invoicing is ready for VeriFactu; product support does not replace advice about your particular tax situation.
Limits and open questions
Do not choose it merely to consolidate tools. If you need clinician commission settlements, full accounting, a public booking portal or a particular messaging channel, verify that requirement before subscribing. AI prepares drafts, not clinical decisions. Processing is not exclusively on-device: encrypted audio may remain for up to 14 days, and a local recovery copy for up to 7 days.
Heidi
Heidi is a clinical assistant across specialties, with a dedicated mental-health offering. It advertises transcription, progress notes, letters and structures adapted to a clinician's modality. Its template community and clinical-information tools belong to a broader healthcare ecosystem rather than a psychotherapy practice-management workflow.
Published pricing and terms: Advertises free access; check current paid tiers and feature limits. We do not quote an unverified paid-plan price.
When it may be the better fit
It may be better than Clara if you work across healthcare specialties, already use its ecosystem or value a broad template community. You can evaluate documentation without starting from a full practice-administration migration. Still test a psychotherapy session: a suitable template does not guarantee that every clinical nuance will be represented well.
Limits and open questions
Do not equate a documentation assistant with a solution for Spanish invoicing, consent management and the whole practice. Check languages, plan limits, data-processing terms and exports. A public mental-health offering is not a substitute for testing your therapeutic orientation or reviewing the legal basis of your particular use.
Psypilot
Psypilot advertises AI documentation for psychologists: transcription, SOAP, DAP and BIRP notes, reports, clinical records, treatment plans and assessment. Its offer connects documents with case management. Official pages also describe scales and references back to session information, which should be checked in a concrete trial.
Published pricing and terms: Lists three free cases, Pro at €19/month, Max at €59/month and custom Teams pricing. Confirm usage limits and VAT treatment.
When it may be the better fit
It may be more suitable than Clara when detailed reports, scales or structured case planning determine the purchase. Trace one fact between a session, report and plan, and check whether an inference can be edited or removed. Do not assume every module is equally developed or included at every price tier.
Limits and open questions
Its clinical focus does not establish that it replaces all practice scheduling and invoicing. Verify each administrative requirement separately. Marketing language about accuracy or compliance is not an independent assessment: review records, correction controls, processors and terms before using real client data.
What to test before choosing
- Use fictional audio with interruptions, quotations and speaker changes.
- Check an important statement against the source before correcting the draft.
- Check permissions, recovery and deletion on a test device.
Frequently asked questions
Does a transcript replace the clinical note?
No. A transcript preserves conversation; a note selects and organizes clinically relevant information. Their functions differ, and the clinician reviews what enters the record.
How were these tools compared?
Clara's team reviewed public vendor offers on October 2, 2026. Recommendations follow needs and documented features, not independent performance tests. Prices and conditions can change; confirm the tier you need.
Sources and review date
Public offers reviewed October 2, 2026. Confirm prices, limits, languages and plan terms before subscribing. Unconfirmed features remain questions to verify, not assumed absences. Review your particular billing and data-protection situation with an adviser.
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PsaicoTools: Public provider information reviewed for this guide.
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Clara: Sources and review date 1; Sources and review date 2; Sources and review date 3; Sources and review date 4; Sources and review date 5
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Heidi: Public provider information reviewed for this guide.
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Psypilot: Public provider information reviewed for this guide.