Airbase vs Procurify for Multi-Provider Behavioral Health Groups

Neither platform was built specifically around a per-clinician licensing model, but both can get you there with the right setup. Airbase lets you assign a card or a spend category to an individual, which works well if most of your recurring tools are billed per seat and you want to see cost per clinician at a glance. Procurify's requisition model is stronger when a purchase needs review before it's committed, useful if you want a practice manager to approve a new tool license before a clinician starts expensing it, rather than catching it after the fact.

This is the single most common leak in behavioral health group finances: a departing clinician's telehealth seat, assessment tool license, or continuing education subscription keeps renewing because offboarding a person from the clinical roster and offboarding their software aren't the same checklist. Neither Airbase nor Procurify automatically ties a person's employment status to their software spend. Build a simple offboarding step into your HR process, whoever handles departures should also flag their name against a list of active recurring licenses, and confirm each one is canceled or reassigned within the same pay cycle.

Add these steps to your standard offboarding process:

1. Include software license cancellation on the same checklist that removes the departing clinician from the clinical roster.
2. Have whoever processes the departure review that person's active recurring subscriptions, such as telehealth seats, assessment tools and continuing education.
3. Confirm each subscription is canceled or reassigned within the same pay cycle as the departure.
4. Tag recurring tools to the individual clinician so every leftover license is easy to spot in spend reports.

Yes. A W-2 clinician's tools are usually the practice's responsibility to provide and pay for directly. An independent contractor may be expected to cover some of their own tools and simply bill the practice, or may use a stipend model instead. Set up separate spend categories for each so your reporting doesn't conflate practice-provided infrastructure with contractor reimbursements, which matters for both your own budgeting and for keeping 1099 documentation clean.

Clinical supervision fees for associate-level clinicians working toward licensure are a recurring, predictable cost that's easy to lose track of if it's paid ad hoc rather than set up as a recurring bill tied to each supervisee. Set these up as scheduled recurring payments in whichever platform you choose, linked to the specific clinician being supervised, so the cost is visible per person rather than buried in a general professional services line.

If your group is under a dozen clinicians and most of your recurring spend is a handful of platform licenses, Airbase's simpler card-based model is probably enough, and the lighter setup burden matters more than the reporting depth you'd get from Procurify. Once you're managing licensing and supervision costs across a larger and more variable roster, Procurify's requisition and approval structure earns its extra setup time by catching new commitments before they're made, not just reporting on them after.

Malpractice coverage and credentialing fees for each clinician are another recurring cost that tends to get tracked separately from the rest of practice spend, often in a spreadsheet the office manager maintains by hand. Bring these into the same platform you use for software and supervision, tagged per clinician, so a full picture of per-clinician cost, licenses, supervision, insurance, credentialing, sits in one place instead of three. This also makes it much easier to price a new clinician's true cost to the practice before an offer goes out, rather than discovering the full number months later.

A newly hired clinician often can't bill insurance until panel credentialing clears, which can take a couple of months and shapes when it actually makes sense to activate their software licenses and supervision arrangement. Activating everything on day one for a clinician who can't yet generate billable sessions ties up cash earlier than necessary. Stagger the activation: core access on day one, but hold optional or higher-cost tool licenses until credentialing clears and the clinician is actually seeing a full caseload.

Practices that host graduate trainees or postgraduate fellows have a category of people using practice tools and receiving supervision without being on the regular payroll at all. Tag this group distinctly from both W-2 clinicians and contractors, since their software access and supervision costs typically end on a fixed academic or training calendar rather than an open-ended employment date, and an offboarding process built only around employment departures will miss them.