Should Therapists Offer Free Consultations? A Practical Workflow Guide (From Inquiry to First Session)

When a new inquiry lands in your inbox, what should happen next?

For many therapists, this is where things get fuzzy.

Do you:
Offer a free 15–30 minute consultation?
Go straight to a paid intake session?
Let the client choose?
Or decide case by case?

There’s no single “right” workflow — but there are clearer, more sustainable ones depending on your goals, capacity, and practice model.

This post breaks down the most common therapist workflows, when free consultations help (and when they hurt), and how to choose a structure that actually supports your practice.

First: What We Mean by “Workflow”

In private practice, a workflow is simply:

The repeatable path someone follows from first contact → first session.

A clear workflow answers:

• What happens when someone reaches out?
• How quickly do you respond?
• What’s the next step?
• Who decides if it’s a fit — you or the client?
• When does paid clinical work begin?

Without a defined workflow, therapists can feel like they're constantly reactive, unsure how to respond to inquiries, overbooked but underpaid, or drained by unpaid time. When clients reach out and the workflow is unclear they can be overwhelmed by choice and end up scheduling with another practice who makes the next steps much clearer.

The 3 Most Common Inquiry Workflows for Therapists

Option 1: Inquiry → Free Consultation → Paid Session

This is one of the most common models, especially for newer practices.

How it works:

1. Client submits an inquiry
2. You schedule a 15–30 minute free consultation
3. You assess fit, answer questions, explain your approach
4. If it’s a match, you schedule a paid session

When this works well:

• You’re building confidence or a newer practice
• You offer niche or specialized work
• You want more control over who you accept
• You have capacity for unpaid time

Potential downsides:

• Free consults can become unpaid emotional labor
• Some clients “shop” without committing
• It adds an extra scheduling step
• It can slow down conversion if follow-up isn’t tight

Best used when:
You’re intentional about boundaries, length, and purpose of the consult.

Option 2: Inquiry → Paid Intake Session (No Free Consult)

In this workflow, you skip the free meeting entirely.

How it works:

1. Client submits an inquiry
2. You send information + availability
3. Client books a paid intake session
4. Fit is assessed within the clinical session

When this works well:

• You’re established or in high demand
• You’re insurance-based or structured
• You want to reduce unpaid time
• Your niche is clear and well-defined

Potential downsides:

• Some clients feel nervous committing upfront
• You may see more early drop-offs
• Requires very clear communication on your site

Best used when:
Your messaging already pre-qualifies clients well.

3. Inquiry → Choice-Based Path (Consult or Intake)

This is a flexible hybrid model.

How it works:

• Clients choose between:
  • A brief free consultation or
  • Booking a paid intake directly

When this works well:

• You serve a wide range of clients
• You want to respect different comfort levels
• You’re transitioning between models
• You want data on what converts better

Potential downsides:

• Requires a clear system to manage both paths
• Can get messy without automation
• Needs clear expectations for both options

Best used when:
You have systems that keep everything organized and tracked.

The Real Question Isn’t “Free or Paid”

The more important question is:

Do you have a clear, repeatable process — or are you deciding every time?

Problems arise when:

• Free consults are offered inconsistently
• Some clients get one option, others get another
• You explain your process differently each time
• Follow-up falls through the cracks

This is where therapists lose clients before the first session — not because of the model, but because of the execution.

How to Choose the Right Workflow for You

Ask yourself:

• How much unpaid time can I realistically offer?
• Do my website and intake forms clearly explain next steps?
• Am I trying to screen heavily — or reduce friction?
• Do I want more control, or faster booking?
• Do I have systems to track inquiries and follow-ups?

A Simple Rule of Thumb

• If you’re feeling drained: your workflow likely has too much unpaid labor
• If you’re feeling confused: your workflow likely isn’t defined
• If you’re feeling ghosted: your follow-up probably isn’t systemized

Fixing the workflow usually fixes the stress.

One Important Factor: Insurance vs. Private Pay

One major factor that shapes your workflow is whether you accept insurance.

If you’re primarily insurance-based, free consultations often:

• Create confusion around benefits and coverage
• Duplicate information that must be gathered again
• Add unpaid admin time before reimbursement is even possible

Many insurance-based practices move directly into a paid intake session, where eligibility, consent, and fit are addressed in one structured step.

If you’re private pay, free consultations can:

• Help clients understand your approach and pricing
• Reduce early drop-off
• Feel more aligned with how clients “shop” for care

Neither approach is better on its own. The key is aligning your workflow with your payment model — and making sure the process is clear, consistent, and easy to follow.

Final Thought

You don’t need the “perfect” inquiry process.

You need one that:

• You can repeat
• You can explain
• You can maintain
• You can improve over time

Whether you offer free consultations, paid intakes, or both — the key is building a workflow that supports you, not just your clients.