ClinicFlow automates contractor payroll and invoicing for psychology and counselling clinics. Specifically, it:

• Calculates contractor payouts — tiered rates, splits, thresholds — from session data you import.
• Generates downloadable Excel payroll workbooks.
• Emails PDF invoices to contractors and tracks their approvals.

• All payments are processed by Stripe. ClinicFlow never stores your credit card details.
• You can update your payment method, download receipts, or cancel anytime via the Billing link in the navigation (Stripe customer portal).
• Prices are shown in CAD, AUD, or USD depending on your region. Applicable taxes may apply.

After your trial ends, you can subscribe on the Pricing page. Unpaid accounts are suspended (not deleted) — your data is retained for 30 days, after which accounts may be removed.

ClinicFlow is intended for psychology, counselling, and allied health clinics operating in Canada, Australia, or the United States. You may use ClinicFlow to:

• Process payroll for legitimate independent contractor relationships.
• Deliver invoices to contractors at your clinic.
• Track session revenue for your own clinic's internal records.

You may not use ClinicFlow to:

• Process payroll for employees (as opposed to independent contractors).
• Misrepresent session data or generate fraudulent invoices.
• Resell access to the platform or provide it as a white-label service to other clinics.
• Attempt to reverse-engineer, scrape, or disrupt the service.

ClinicFlow calculates payroll based entirely on the data you provide. You are responsible for:

• The accuracy of your CSV export — ensure the correct date range and report type are selected in your scheduling platform before exporting.
• Contractor pay rates and thresholds entered in Settings — verify these before each payroll run.
• Contractor names — they must match exactly between your CSV and ClinicFlow Settings, including spacing and capitalisation.
• Contractor email addresses — invoices are delivered to the addresses you enter; confirm they are correct before sending.

ClinicFlow is provided as a tool to assist with payroll administration. To the fullest extent permitted by law:

• ClinicFlow and iMentalHealth Counselling are not liable for payroll errors that result from inaccurate, incomplete, or incorrectly formatted data uploaded by the clinic.
• We are not liable for any tax, employment, or legal consequences arising from how you classify or pay your contractors.
• We are not liable for service interruptions, data loss resulting from force majeure events, or issues caused by third-party providers (e.g. Railway, Stripe).

Our aggregate liability to you for any claim arising under these Terms shall not exceed the amount you paid for ClinicFlow in the three months preceding the claim.

These Terms are governed by and construed in accordance with the laws of the Province of Ontario, Canada, without regard to its conflict-of-law principles. Any disputes arising under these Terms shall be resolved in the courts of Ontario. If you are located outside Canada, you still agree that Ontario law governs your use of ClinicFlow.

Questions about these Terms? Get in touch:

We may update these Terms from time to time. We'll notify you by email before any material changes take effect. Continued use of ClinicFlow after the effective date of updated Terms constitutes your acceptance of the changes.