Jane vs. OWL: Which Platform Is Right for You?
Jamie Letcher • May 31, 2025
An honest comparison for Canadian therapists (from folks who use both!)
If you're in private practice, there's a good chance you’ve heard of both Jane and OWL: two of the most popular practice management platforms for therapists in Canada. They both help you do the essentials: schedule sessions, take notes, send forms, invoice clients, and generally keep your practice running.
But which one is the right fit for you?
As a team that works behind the scenes with therapists every day (hi, we're Wellnix 👋), we’ve seen both platforms in action - what works, what doesn’t, and what tends to make life easier vs. more complicated.
Here’s an honest, side-by-side breakdown of Jane and OWL, plus our take on which one we usually recommend.
Scheduling
Jane: Clean, flexible, and intuitive. You can set availability, colour-code appointments, and easily book, rebook, or cancel sessions. Clients can book themselves in through a beautiful, mobile-friendly interface.
OWL: Basic but functional. You can still set availability and book sessions, but the interface feels a bit clunkier and less modern, especially for clients booking online.
✅ Our take: Jane wins here.
Billing & Payments
Jane: Processing payments in Jane is truly just a click of a button. You can save client credit cards, automate receipts, and easily process payments. Invoices are easy to view, track, and resend if needed, all in one clean dashboard.
OWL: While OWL processes payments too, it’s a bit more manual. There are more steps involved in processing each transaction, and it’s not as easy to view all invoices at a glance. Searching for a specific invoice or payment history can feel clunky, and the platform doesn’t support direct insurance billing as robustly as Jane does.
✅ Our take: Jane’s billing tools are more polished.
Client Portal & Experience
Jane: Clients create a secure login where they can view upcoming appointments, complete forms, and update payment info. It looks professional and is easy to use.
OWL: The client portal exists, but it’s more limited in design and function. Many therapists find themselves fielding more emails because clients can’t navigate things as independently. You have to manually create a client’s portal account for them, which can lead to confusion or extra back-and-forth.
✅ Our take: Jane just feels better: for you and your clients.
Notes, Forms & Documentation
Jane: Offers customizable templates for notes, progress tracking, and intake forms. You can build and reuse forms, and the drag-and-drop builder is a nice bonus.
OWL: Also has customizable notes and form options. It’s a bit more old-school in feel but gets the job done.
✅ Our take: Both are solid here. If you love customizing, Jane gives a bit more flexibility and ease.
User Experience
Jane: Sleek, modern, easy to learn. There’s a reason therapists often describe it as “just nice to use.” It has a calming interface that doesn’t overwhelm you with options.
OWL: Functional, but can feel clunky or outdated in places. The navigation isn’t always intuitive, especially for newer users.
✅ Our take: Jane is simpler, smoother, and more beginner-friendly.
Support & Updates
Jane: Excellent customer support (seriously). Their team is responsive, friendly, and often adds new features based on user feedback.
OWL: Decent support, but with fewer regular updates or improvements.
✅ Our take: Jane wins again!
Pricing
Jane: Starts at around $79 CAD/month for solo practitioners. Worth it for the features and polish.
OWL: Slightly more affordable depending on your plan, but you may spend more time navigating limitations.
✅ Our take: OWL might be cheaper, but Jane’s time-saving tools often make it the better value.
So… which one should you choose?
Here’s our honest take:
Both platforms can get the job done. But if you’re looking for something that’s easy to learn, smooth for clients, and designed to grow with you: Jane is our go-to recommendation.
It’s modern, intuitive, and takes a lot off your plate. Most of the therapists we work with end up happier (and more organized) when they make the switch to Jane. That said, if you're already using OWL and it's working for you? Great! We work with both, and we’re happy to support whichever platform you prefer.
Need help deciding, switching or setting things up?
Whether you're moving from OWL to Jane, or just trying to figure out how to get the most out
of what you're using, we’ve got you. At Wellnix, we offer flexible virtual assistant plans to take admin headaches like these off your plate.
Book a consultation with us
to learn more!
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Running a private practice means wearing a lot of hats, and that includes making sure your phone system works just as hard as you do. Whether you’re a solo therapist or managing a group practice, having a secure, professional, and easy-to-use phone setup can make a big difference. But with so many options out there, how do you know which one’s the best fit for your practice? We’ve rounded up three of the most popular phone systems used by Canadian therapists and ranked them based on features, price, and overall ease of use. 1. OpenPhone: Best for Growing Practices 🏆 Price: Starting at $17/month CAD Platform: Desktop and mobile app (iOS and Android) OpenPhone is one of the most therapist-friendly options out there, especially if you’re growing a team or planning to. It gives you a dedicated business number that works from both your computer and phone, so you’re never tied to one device. You can call, text, send voicemail, and even share access with a team member (like a virtual assistant). Why Therapists Love It ✔️ Seamless call and text integration ✔️ Shared inbox (perfect if you work with an admin) ✔️ Canadian numbers available ✔️ Voicemail transcription ✔️ Easy to use and scale Heads-Up To ensure PHIPA compliance, you’ll want the Business plan and a signed BAA if you work with clients outside of Ontario too. Best For Therapists who want a professional, flexible setup that can grow with them. 2. Fongo Works: Best Free Option 🏆 Price: Free (basic version) Platform: Desktop and mobile app (iOS and Android) Fongo has been a staple for Canadian therapists who want a professional number without the extra monthly cost. You can get a Canadian number for free, use it for calling and texting, and upgrade if you want features like voicemail transcription or call recording. Why Therapists Love It ✔️ It’s free ✔️ Works on your phone and computer ✔️ Easy to set up and start using ✔️ No separate phone needed Things to Note Fongo doesn’t offer as many integrations or shared access features, so it may be better suited for solo therapists. Best For Therapists just starting out or keeping costs low. 3. Telus Business Connect (by RingCentral): Good for Large Teams Price: Starting at $35/month CAD Platform: Desktop and mobile app (iOS and Android) Telus Business Connect is a robust option built for businesses that need more traditional phone infrastructure. It’s a solid choice if you have a larger clinic with multiple therapists and want more advanced call routing and team features. Why Therapists Use It ✔️ Established provider ✔️ Good for clinics with multiple locations ✔️ High-quality call system ✔️ Option to integrate fax and conference calls Drawbacks It’s pricier, has a steeper learning curve, and may be more than you need if you’re a solo or small group practice. Best For Larger group practices with complex needs. Our Verdict For most Canadian therapists, OpenPhone and Fongo are the clear winners. If you're ready to invest in a sleek, scalable solution, OpenPhone is worth it. If you’re just starting out and need something simple and affordable, Fongo is a great choice. Want help setting up your phone system or managing client calls? Wellnix offers virtual assistant support tailored to Canadian therapy practices so you can spend more time with clients, not troubleshooting tech. ✨ Book a free consultation today to learn more! ✨
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