How Zanda Can Save You Hours Every Week in Private Practice

Running a private practice means wearing many hats, and sometimes the admin side of things can eat up more time than you realise. In the workshops I’ve been running this week I have asked therapists how long they are spending on admin, and it seems that for every hour in the therapy room you are also doing an hour of admin. It doesn’t have to be this way!

In this blog post, I’m sharing how having an EHR like Zanda can save you time, reduce overwhelm, and ultimately free you up to do more of the work you love.  Seeing clients.

Yes, investing in an EHR like Zanda is an added expense. But my aim is to show you how much time it can save you. Time you could use to bring in even one extra client, which would likely pay for the system itself. Or even time to relax or see a friend. Imagine that!

Woman Wearing Many Hats

Email Templates That Do the Work for You

If you have followed me for a while you might already be using my free Gmail templates for enquiries, cancellations, or common responses. But with Zanda, you can go a step further. Zanda allows you to create set-it-and-forget-it email templates that automatically include things like your client's name, appointment time, or other key details all using smart fields.

Whether it’s a welcome email, appointment reminder, or holiday notice, once it’s set up, you’ll never have to type it again. Just click and send. Less admin for you, and more consistency (and less spelling mistakes😂) for your clients.

Streamlined Forms That Sync Automatically

Zanda lets you create digital forms like  therapy contracts, intake forms, third-party payment notices, and more. These aren’t just easy to send, they automatically populate your client’s profile and save to their file once submitted.

That means less time copying over information, fewer errors, and no chasing paperwork. And yes, you can even link forms directly in your email templates for seamless onboarding.

Effortless Appointment Management

Once you’ve added a client to Zanda and selected their session type and any discounts, booking an appointment is as easy as clicking a time slot and typing their name. Zanda takes care of the rest — reminders, invoices, session details, and recurrence.

See a client weekly? Click "recur," and you’re done. Want to confirm the next session? Just change the status from pending to confirmed. Simple.

Invoicing Without the Headache

Invoicing is the number one reason clients come to me wanting a VA. You don’t want to spend hours each month creating invoices, double and triple checking them and emailing them? Good news.  Every time you book an appointment in Zanda, an invoice is automatically created. You just click to send it and you can even decide in advance who receives it (parent, guarantor, both partners, etc.).

If you sync Zanda with Stripe, you can add pay links to your invoices so clients can settle up with just one click. They can even save their card for future sessions. You’ll get paid faster with no awkward follow-ups required.

Need to check who’s behind on payment? You can either glance at your calendar (a red pound symbol shows unpaid sessions) or run a full overdue invoice report. Then send reminders with a couple of clicks or set these up to send automatically.

Kim has an invoicing headache

Automated Booking Confirmations & Reminders

Set up appointment confirmations and reminders once in Zanda, and they’ll go out automatically. You can even customise different reminders for different session types — Zoom, in-person, bilateral base, and more. Decide if you want them sent an hour, a day or a week before the session, or even all three.

Clients expect reminders from their hairdresser, GP and mechanic to the point we have become reliant on them. Send reminders ensures no-shows go down. Good for you AND the client.

Quick & Accessible Client Notes

Taking and reviewing client notes is fast with Zanda. Just click the appointment, add a note, and save. You’ll land right back on your calendar, ready for your next task.

On the go? Use voice-to-text on your phone to jot down session highlights. Clean them up later if needed, but you won’t forget anything.

Need a refresher before your next appointment? All notes are saved chronologically and easy to skim — no flipping through notebooks required.

Zanda has also recently released it’s optional note taking feature BizzyAI: Scribe which securely transcribes your live sessions and creates clinical notes based on the template of your choice. It uses your style and preferred formats, with no cut-and-paste needed, leaving you free to be fully present with clients. (This is a chargeable extra.)

Bulk Emails That Feel Personal

Want to let all your clients know about your upcoming holiday? Or send a post-session reflection form? With Zanda’s bulk email feature, you can send personalised messages to selected clients using smart fields.

No need to copy and paste. Just set up your template, select your audience, and hit send. You’ll look personal and professional, while saving tons of time.

Conclusion

If you’re drowning in admin, chances are you’re spending more time on tasks that Zanda could handle for you. With saved hours each week, you could take on one more client — or just reclaim some breathing room in your schedule.

I’m a proud affiliate for Zanda because I truly believe in the system. Our team uses it with therapists every day, so we know it inside and out.

If you’re curious, I’ve got an affiliate link for you to try Zanda, for free, for 14 days and a Zanda Setup Course to guide you through the setup within those 2 weeks so you can decide if Zanda is right for you.