Funding and demographic reporting, built for UK therapy CICs
For therapy charities and CICs, every grant comes with criteria, every funder wants different numbers, and the reporting never quite fits the practice management software you were sold. Sessionly is built around how funded services actually work. Track grant allocations and produce the demographic reports funders ask for, so you can demonstrate clearly how service users have benefitted.
The administrative reality of funded therapy
Most therapy practice management software is built for the private-pay model — one client, one therapist, one invoice. Funded services don't work that way. A single client might be partially funded by a local authority contract, partially subsidised by a small grant, partially self-paying on a sliding scale. The work of keeping track of who paid for what, against which pot, is real administrative labour.
And then comes the reporting. Funders, commissioners and trustees all want to see how their money was spent and who it reached. The data exists across your invoices, your client records, your spreadsheets and your memory. Pulling it together at year-end is the kind of work that takes a week and produces something fragile.
One place for every grant and contract
Set up each pot once
Create a funding pot in Settings for every grant, contract, or commissioned programme. Set the amount, the start and end dates, and Sessionly tracks the balance over time. No more reconciling who pays for what at the end of the year — it's tracked as you go.
Split client costs between pots
When you invoice a client, split the cost between the client and one or more funding pots. A client paying £20 with £30 covered by Pot X gets invoiced for £20; Pot X's balance draws down by £30. Mixed funding, sliding scales, and topped-up contributions all work the same way.
Track expenses against pots
Supervision, CPD, training costs and other overheads can be tagged against a funding pot on the finance page. If a grant earmarks £2,000 for clinical supervision, that's tracked against the pot the same way client sessions are. Your funder sees a clean accounting of how the money was actually used.
Demographic reporting that fits how funders actually ask
Every client record in Sessionly captures the demographic detail your funders care about — age, location, gender, ethnicity, employment status, sexual orientation, disability, referral source, previous therapy history. Filter Reports → Demographics by funding pot and you see exactly who that pot reached, broken down visually by every dimension you'd want.
This is the data commissioners and grant funders increasingly require, and Equality Impact Assessments are designed around. Sessionly produces it as a visual report you can export and send. The report your funder wants is the report you have.
Why funders ask, and why getting it right matters
Therapy CICs and charities sit inside a wider accountability framework. Charities must show trustees how restricted funds were used. CICs must file a Community Interest Company Report demonstrating they're still meeting the community interest test. Local authority and NHS commissioners increasingly require demographic data to evidence equality of access. Funders renewing grants want to see who the money reached, not just how many sessions were delivered.
None of this is bureaucratic noise. Funders are answerable to their own boards and grant-makers. The clearer your reporting, the easier it is for them to advocate for renewal. Bad reporting doesn't just create admin stress — it puts the next round of funding at risk.
Built with UK therapy CICs
The funding pots feature wasn't built in the abstract. It was designed and built collaboratively with a UK therapy CIC running both commissioned services and grant-funded therapy programmes. Every part of the workflow — pot setup, cost splitting, expense tagging, demographic reporting — exists because a real organisation needed it.
It's available today to every agency on the £39.99/month plan, alongside the rest of Sessionly's agency tools: secure therapist messaging, waiting list management, leadership oversight, BACP-aligned record retention, and the full practice management workflow your team needs to run safely.
What is funding tracking software for therapy CICs?
Funding tracking software for therapy CICs and counselling charities manages how grant funding is allocated to clients, drawn down over time, and reported back to commissioners and funders. Sessionly's funding pots feature lets counselling agencies set up each grant or contract as its own pot, split client costs across pots, tag expenses against pots, and produce demographic reports showing exactly who each fund reached.
Frequently asked questions
Is this the same as accounting software?
No. Sessionly tracks funding pots within your practice management — who’s funded by what, how much of each pot has been used, and what was spent on training, supervision or overheads. It produces reports for funders and commissioners. For your full statutory accounts you’d still use your accountant or accounting software, but the reporting and reconciliation you’d otherwise do manually is handled here.
Can I split a client’s cost across multiple pots?
Yes. A single invoice can split between the client and multiple funding pots — e.g. £10 client contribution, £20 from a small grant, £20 from a local authority contract. Sessionly tracks each pot’s balance independently.
What demographic data does Sessionly capture?
Age, date of birth, location, gender, ethnicity, employment status, sexual orientation, disability, referral source, and previous therapy history. All optional fields, all captured at the client level, all reportable by funding pot in Reports → Demographics.
Can I export the reports for funders?
Yes. Demographic reports filtered by funding pot can be exported as visual charts ready to send to commissioners or include in grant reports.
Who is this designed for?
UK therapy charities, Community Interest Companies (CICs), and any agency that delivers funded or subsidised therapy. If your service includes grant-funded therapy places, commissioned contracts, or sliding-scale subsidised work, Sessionly’s funding pots are built for you.
How much does it cost?
Funding pots and demographic reporting are included in the Agency plan at £39.99/month, flat — no per-seat charges, no per-pot fees. The full agency feature set is included.
Built for the way your service really runs
If your service depends on funded therapy, you need software that understands it. Start a free trial — no credit card required — and see how Sessionly's funding pots and demographic reporting work in your own agency.
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