ABA Billing Services: Compare Fees, Software, and Who Does the Work

An ABA billing service handles the insurance side of your practice. Its work can include checking benefits, sending claims, posting payments, and chasing denials. The exact jobs depend on the service you buy.

Three of the companies below publish a percent fee. Theralytics lists 4.5%, with a separate 5% startup plan. Raven Health lists 5%. VG Soft Co lists 6% for full service, or 3% for unpaid claims and family-balance follow-up while your own biller keeps claim submission and payment posting. All three tie the service to their own software.

The percent is not the whole bill. Software can add to it. So can credentialing, the work of getting your practice and clinicians enrolled with each insurer. And some jobs may stay with your staff, like authorizations (the insurer's approval for specified services, dates, and units).

Below are five companies side by side, a calculator for your own numbers, and a list of questions to send before you sign.

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Compare ABA billing companies

Run your own numbers · Get the 30-question checklist

Compare ABA billing companies

These five are listed A to Z. We picked them because each shows a different setup: a big software vendor's billing team, a company that works in the software you already have, and three that publish a price.

Everything in the table is what the company says on its own site. It is not a rating. "Not published" means we did not find it. It does not mean $0, and it does not mean the company can't do it.

Sources: CR BillMax terms of service · Cube Therapy Billing · Raven Health pricing · Theralytics billing service, current plans, and its April 2026 pricing post · VG Soft Co billing services and pricing. All checked October 5, 2026.

Three things to get in writing

We found these on the companies' own pages.

1. Theralytics: 4% or 4.5%? The page says 4.5%. The page's metadata still says 4%. Ask which one is yours.
2. Theralytics: percent or per claim? Its blog says per-claim pricing may apply in some states. It does not name them. Ask if your state is one.
3. VG Soft Co: is software on top of the 6%? Its service page lists VGPM at $50 per staff member per month, and its pricing FAQ says software licensing is separate. A cost table on that same pricing page instead lists $0 for software and clearinghouse under full service, and says the claims platform is included. Ask for the monthly total.

Go to the source

Each button opens that company's own page. No form on our side, and nothing is sent for you.

View CR BillMax

View Cube Therapy Billing

View Raven Health pricing

View Theralytics billing service

View VG Soft Co billing services

Not ready to click yet? The next section shows why two "full service" offers can leave you with very different workloads.

What an ABA billing service does, and what stays with you

"Full service" is a label, not a contract. Before you compare prices, find out who does each job.

Here is how the five companies describe it. Every "Yes" is a company-published statement, not a result we tested. "Yours" means the company's published terms leave that job with your practice. Confirm what is included in the actual fee.

"Ask" means the reviewed pages did not settle that scope. Sources are the company pages above, plus Raven Health's managed billing page.

Two responsibilities stay with your practice.

Your session notes. Your clinical team remains responsible for accurate documentation. A billing company can flag gaps, but it cannot supply clinical details that were never recorded. Missing or insufficient notes can delay a claim or lead to a denial. CR BillMax's terms say it plainly: it will not search your records to decide which ones to send or whether they are good enough.

Your name on the claim. Claims identify your practice and the providers whose services are being billed. CR BillMax's terms make you confirm that every billed service was actually delivered. The BACB Ethics Code, sections 2.06 and 3.11, also requires accurate billing and documentation from the behavior analysts it covers.

So when you read a proposal, put a name beside each job in that table. If a job stays with your team, count the hours it takes. That time is part of the price.

What ABA billing services cost

The published full-service rates in this comparison run from 4.5% to 6% of eligible collections. VG Soft Co's 3% tier covers A/R and family-balance follow-up; you still pay for your own biller's daily submission and posting work.

VG Soft Co and Theralytics also publish wider market ranges of about 3% or 4% up to 8%. We could not trace them to a published study. They are vendors' estimates, not a measured market benchmark.

Your real cost has five parts:

1. The percent fee. Ask what it is charged on. Insurance payments only? Family payments too? VG Soft Co says its fee covers money from both insurers and families.
2. Software you must buy. VG Soft Co's service page adds $50 per staff member each month, although its pricing table conflicts. Raven Health adds no software fee. Theralytics discounts software with its general 4.5% service and lists $0 software fees on Start-Up Pro.
3. A monthly minimum. We did not find a dollar floor for the managed billing fee in these three companies' reviewed offers. That does not confirm there is none. Theralytics also publishes software minimums for some packages.
4. Other monthly charges. Clearinghouse, per-claim, statements, or an additional base fee. Ask whether a base fee is added to the percent or is a minimum that replaces it.
5. One-time costs. Setup, moving your data, and credentialing.

Example: a practice that collects $40,000 a month

Say you have 12 staff who each need a paid VGPM seat and collect $40,000 in a normal month. For this example, assume every dollar falls within each company's quoted fee basis. Raven's stated basis is claims it collects for you; confirm how each proposal treats family payments.

The VG Soft Co calculation uses its service page's separate $50 software charge. Its conflicting $0 software table means this is an assumption to settle in the quote. No unquoted minimum or other charge is included.

CR BillMax and Cube are not in this table because neither publishes a rate.

Now add credentialing. Raven Health's own example is one practice/group with 2 BCBAs and 5 insurers: (1 group + 2 BCBAs) × 5 insurers × $200 = $3,000, one time. If collections stay at $40,000 for all 12 months and the setup waiver applies, the modeled first year with Raven Health is $24,000 + $3,000 = $27,000. That is 5.63% of $480,000 in annual collections, rounded from 5.625%. VG Soft Co says credentialing is included in its 6% tier; confirm the payers and clinicians covered.

Raven Health's and VG Soft Co's headline rates differ by 1 percentage point. After the assumed software charge, the recurring subtotals are 5% versus 7.5%: a $1,000 monthly difference for this practice. VG Soft Co's modeled year is $36,000, leaving a $9,000 first-year difference after Raven Health's credentialing charge. These figures compare the listed charges; the work each company leaves with your team still matters.

Example: a small practice that collects $8,000 a month

Say you have 3 staff who need paid VGPM seats. Use the same fee-basis and software-charge assumptions as above.

A note for small practices: Theralytics' current pricing page lists BCBA Start-Up Pro at 5% with $0 software fees and no client or user minimum. If you qualify and all $8,000 falls within its fee basis, that is a $400 monthly subtotal, before any other quoted charges.

Its core software plans and separate 4.5% BCBA Start-Up Package list a 10-client or user minimum. The pricing page also lists $200 or $300 minimum software fees by package; the Start-Up Package has a 1-year subscription. Ask which package, software discount, and term apply. Do not assume the undiscounted software minimum applies to Pro.

These examples use the published rates and the assumptions above. They are our math, not quotes or complete invoices. A missing fee stays unknown.

Try your own numbers

How the calculator works. It multiplies monthly collections by the share subject to the fee, then by the percent fee. If you enter a minimum fee floor and it is higher, it uses the minimum. Then it adds required software and other monthly charges. One-time costs show up in the first-month and first-year totals. Each monthly charge rounds to cents. The year assumes the same collections and recurring costs for all 12 months. Blank costs stay unknown and make the result a subtotal.

A made-up example of a minimum. A proposal says 6% with a $1,500 monthly minimum. You collect $15,000. Six percent is $900, so the minimum kicks in and you pay $1,500. That is 10% of what you collect. At $25,000, the 6% fee equals the minimum; above that, the percent fee is higher. This assumes the fee applies to all collections. Our homepage shows the same effect with a real company's outpatient mental-health terms. Those are a minimum example, not evidence of ABA support.

Which kind of help fits your practice

Start with your software. Several services on this page require their own system.

You want to keep your current software. Look for a company that works inside it. Cube Therapy Billing says it does this. VG Soft Co says plainly that it does not, and tells readers in that spot to hire a company that works in any software. Ask any company how many ABA clients it has on your exact system.

You already use CentralReach. CR BillMax runs inside your account. Read its public terms before the sales call, because they leave codes, authorizations, and credentialing with you unless your order says otherwise. The term renews for 12 months at a time.

You already use Rethink. Rethink offers billing services to its software customers and says the cost depends on your size and claim volume. Its page on this is from 2020, so ask for current terms. Rethink's billing services page

You are opening a practice and have not picked software. A bundle is worth a look, because you are choosing software anyway. Compare Raven Health, Theralytics' 4.5% offer and 5% Start-Up Pro, and VG Soft Co at the collections you expect in year one. Try the clinical side of the software first. You will use it all day.

You have a biller, but old claims are piling up. You may not need full service. VG Soft Co's 3% tier is the published option here for A/R and family-balance follow-up, and it still requires its software. The fee is described as a share of collected revenue; ask which accounts and receipts it covers. It is not automatically 3% only of old debts recovered. You can also ask other companies for a quote on a one-time cleanup of old claims.

You prefer a flat monthly fee. Piece By Piece Billing Solutions advertises ongoing ABA billing priced by the number of clients, plus separate hourly consulting and A/R projects. It does not publish the dollar schedule. Ask for a quote with the same task list.

Your team will keep doing the billing. If you only need tools for that team, see what to check when billing stays in-house.

You are a parent with a question about an ABA bill. This page is for practices. For your bill, call your clinic's billing office and the member number on your insurance card. We can't see or fix an account.

The ABA billing codes change on January 1, 2027

This matters when you hire, because your billing company will carry you through it.

The adaptive behavior CPT codes below use 15-minute units. The American Medical Association has published changes that start January 1, 2027. The ABA Coding Coalition's conversion table, dated September 11, 2026, lists them. In short:

One new code is a real change for many practices. 97180 covers specified work by a qualified health care professional without the client present, such as analysis of treatment data and ongoing treatment planning. The 2019 set had no separate code for that ongoing work; assessment-related work was already included in 97151.

The Coalition's new supplemental guidance, released October 5, 2026, says 97180 does not include writing session notes or internal compliance reviews. Qualifying time is reported once per seven-day period for each client, with each date of service documented.

Here is what still needs checking with each insurer: its implementation instructions, coverage and payment, and how it handles an authorization that starts in 2026 and ends in 2027. A new code does not guarantee coverage. The Coalition says there is no grace period for deleted codes 0362T and 0373T: they are invalid for services dated January 1, 2027 onward. We have not checked any company's readiness.

Ask every billing company these four questions now:

1. Which of my payers have said they will take the new codes on January 1? Which have not said?
2. What happens to authorizations that start in 2026 and run into 2027?
3. Who updates my rates for the six new codes with each payer?
4. How will you distinguish BCBA work under 97155 and 97173, and document and report 97180 time?

A company that has a clear answer today is showing you how it handles change. One that has not thought about it is showing you that too.

What to ask before you sign

Send every company the same request. Then the answers line up and you can compare them.

Ask them to show you, not tell you

Two quick tests tell you a lot.

Test 1: the authorization count. Ask to see how their report tracks units left on an authorization. Here is a made-up example:

480 − 360 − 48 = 72 units. At the example's 15 minutes a unit, that is 18 hours. The delivered and future-scheduled rows do not overlap. There are 120 units not yet delivered; 48 are already scheduled, leaving 72 uncommitted. This tracks an authorization; it is not a recommendation to add therapy hours or a guarantee of payment.

The catch is the middle rows. If a report only counts sessions that were billed, it will show more units than you really have. Ask: "Does your count include sessions that were delivered but not billed yet?"

Test 2: the stuck-work report. Ask for a sample report that shows:

• Sessions delivered but not billed, and why each one is waiting
• Denied claims, the last action taken, and who owns the next step
• Unpaid claims by insurer and by age
• Authorizations about to run out

A single "collection rate" number can't show you any of that. If a company quotes one, ask how it is calculated and over what months.

The checklist

Thirty questions in eight groups, with a column for each company's answers. No email needed.

Download the checklist (PDF)

A request you can copy

Fill in the brackets and send it to each company on your list. It has no client information in it, and it should stay that way.

One point on privacy. If your practice is covered by HIPAA, an outside company handling protected health information to bill for you is your "business associate". Have the required business associate agreement in place before giving it access. HHS publishes what that agreement should cover. Have whoever handles privacy for your practice read the real one.

How to switch ABA billing companies

A switch can leave claims nobody owns. Plan the handoff before you give notice.

1. Read your current contract. Find the term, the renewal date, and the notice you owe. CR BillMax's public terms, for example, renew for 12 months unless you give written notice 30 days ahead. Also check for fees on payments that arrive after you leave.
2. List the open work. Unpaid claims, denials, appeals in progress, family balances, and authorizations.
3. Decide who works what. A simple rule is to split by service date. You might agree that the old company finishes claims for sessions before the switch and the new one takes sessions after. Confirm both companies accept the split, including denials, appeals, and later payments. Write it down so no claim gets sent twice or dropped.
4. Get your data and your logins. Ask what you can export and in what format. VG Soft Co says its clients can export standard claim and payment files at any time at no charge. Not every company says that. Keep practice-controlled administrator access to payer portals and clearinghouse accounts where available, and give the vendor its own authorized user access.
5. Check a sample before you rely on it. Have the new company match a small set of real sessions, claims, and payments to your records.

How long does it take? Raven Health says about three weeks from signing to the first claim. VG Soft Co says two to three weeks if you are already enrolled with your payers and have a clean data export. New payer enrollment can take much longer, and no billing company controls that clock.

Common questions

Is ABA billing software the same as an ABA billing service?

No. Software gives your own staff the tools. A service gives you people who do the work. Raven Health, Theralytics, and VG Soft Co sell both, so check which one a price is for.

Can a billing company get all my old unpaid claims paid?

No one can promise that. Some claims are past the insurer's deadline. Some lack the notes to back them up. Ask the company to look at how old the claims are and why they were not paid before it quotes a price.

Do I need a billing company in my state?

Location matters less than experience. Ask which Medicaid plans and insurers in your state it bills today, by name. "We work in all 50 states" is not an answer to that.

Will a billing company protect me in an audit?

It can catch missing signatures and bad dates before a claim goes out. It can flag missing information for your clinical team to address. Your clinical team remains responsible for accurate notes and supervision records. For how risk is shared in your contract, ask a healthcare attorney.

How we checked

On October 5, 2026, we read each company's own service, pricing, and terms pages. Those pages are linked next to each claim.

We did not get custom quotes, use these services, or talk to their clients. A company's page shows what it advertises. It does not show how well it performs.

The five main-table companies and additional options here are examples. This is not a full list or a ranking, and no company paid to be on it. Read more about how we compare.

See a price or term that has changed? Tell us and send the source.

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