IntakeQ vs Vagaro

Jotform

SimplePractice

Jotform is a cloud-based form builder platform that helps businesses streamline form creation via ready-made templates, integrations with third-party applications, and design features that cater to organizations globally.

Vagaro

Vagaro is all-in-one software for beauty, wellness, and fitness professionals. Manage appointments, accept payments, run marketing campaigns, and grow your business all from one easy-to-use platform designed to help you save time and boost revenue.

SimplePractice is an all-in-one practice management solution that helps businesses simplify administrative tasks, such as scheduling, billing, and documentation, allowing health and wellness professionals to focus on providing excellent client care. The platform offers a robust set of features designed to help practitioners thrive.

Office manager

Nurse Practitioner and owner of the business

I know that I have available education and support of the staff of Intake Q whenever I need it

Owner

IntakeQ is an online intake form solution that enables healthcare professionals to securely exchange electronic forms with their patients prior to appointments

Access Controls/Permissions

Activity Dashboard

Activity Tracking

Alerts/Notifications

Appointment Scheduling

Autofill

Billing & Invoicing

Bill Payment

Chat/Messaging

Claims Management

Client Chart Audit Tools

Client Portal

Clinical Notes

Collaboration Tools

Communication Management

Compliance Tracking

Confirmations/Reminders

Contact Database

Customer Database

Customizable Branding

Customizable Fields

Customizable Forms

Customizable Reports

Customizable Templates

Data Import/Export

Documentation Management

Document Management

Document Storage

Document Templates

Drag & Drop

EHR-Agnostic

Electronic Signature

Email Alerts

Email Reminders

EMR/EHR

Event Scheduling

File Sharing

For Medical Purposes

For Mental/Behavioral Health

Forms Creation & Design

Forms Management

For Occupational Therapists

For Physical Therapy

For Speech Therapists

Goal Setting/Tracking

Health Record Access

HIPAA Compliant

Initial Assessments

Intake Management

Invoice History

Invoice Management

Live Chat

Medical History Records

Messaging

Mobile Access

Mobile Alerts

Multi-Channel Communication

Multi-Location

Multi-Physician

Multi-Provider Practice

Notes Management

Onboarding

One-to-One Messaging

Online Booking

Online Forms

Online Intake Forms

Patient Database

Patient Engagement

Patient Intake

Patient Management

Patient Portal

Patient Questionnaires

Patient Scheduling

Payment Processing

Physician Scheduling

Practice Management

Process/Workflow Automation

Progress Notes

Progress Tracking

Real-Time Notifications

Real-Time Reporting

Records Management

Reminders

Remote Treatment Planning

Reporting/Analytics

Reporting & Statistics

Rescheduling

Scheduling

Secure Messaging

Self Service Portal

Session Notes

SMS Reminders

SOAP notes

SSL Security

Surveys & Feedback

Telemedicine

Template Management

Therapy Notes

Third-Party Integrations

Most reviewers indicate IntakeQ offers strong value for money, as they appreciate its affordable pricing and included features. Some users report that certain features, like the secure portal, can seem costly compared to alternatives.

Value for money

By industry, IntakeQ reviewers are most commonly professionals in health, wellness and fitness (39%). The most frequent use case for IntakeQ cited by reviewers is forms automation (53% of reviewers).

IntakeQ

Web-based

iPad

iPhone

Android

Jane

TherapyAppointment

NextGen Office

Phreesia

Tebra

TherapyNotes, LLC

Zanda

Forms

Admin

It allows multiple forms to be created for the same patient and there is no easy way for the patient to come back and finish their unfinished forms.

Business Ops Coord

However, the lack of full integration with our EHR has created a bit of extra manual work, especially when updating demographic information. Despite that, IntakeQ has been a valuable tool for enhancing our practice’s efficiency, and I would recommend it to others looking for a solid intake solution.

The platform feels professional, user-friendly, and reliable, which has helped our team save time and focus more on client care.

Reception and Billing associate

The only change I’d suggest is having a way to notify when a document is completed, as it would help keep things clear and avoid any confusion.

BCBA

The lack of automations and the ability to share a document to sign as a docusign.

Licensed Psychotherapist

The ability to create your own forms and having so many question types to choose from; user friendly; responsive support team; easy to navigate

This integration gap means we still have to manually enter some data, which takes extra time and effort.

Chiropractor

Wish there was a way to format forms to print on fewer pages when a patient requests a paper version.

The ease of sending customized forms to patients and monitoring if they have been received and completed

Speech Language Pathologist

Being able to customize my forms, put my label on them.

Functional Medicine Practitioner

It truly is an all-in-one from the audio/video appointments, scheduling, appointment reminders, links to put on my website, and the connection to Fullscript, and it documents right in my notes.

The reporting feature is bit limited, it covers the basics but a need is felt to have more details.

IntakeQ has definitely improved our efficiency and streamlined daily operations.

Patient Care Coordinator

There is also not an option to upload documents that have been filled out by hand.

It really allows our office to be efficient, professional, and responsive to our patients

I also really like the convenience of knowing when patient's have returned their completed forms to me.

The setup process was straightforward, and I was able to start using it right away without any confusion or extra training.

No choice to skip a form and still submit intakes (example: photo release)

Wish you could integrate with Square credit card processing.

I'm able to easily and quickly write up documents for my clients.

The ease of sending out an intake form and the creation of a client profile.

Tech

I also wish I had more freedom with my filters to look up patients.

Therapy

I feel like my privacy is being protected when I receive docs from intakeQ .

I like being able to store documents that are commonly used.

Sometimes patients do not complete the forms entirely because they don't know to continue

Each document I need translated into Spanish has to be hand translated.

I wish the intake form header was easier to customize.

The easiness to import the information into our systems.

Pt records easily accessible and HIPPA compliant.

I love how professional and easy it looks for clients, too!

Director

There's no available option to incorporate personal branding with a unique domain or to employ a white label solution.

Care takes

It connects you with the right service provider

It makes it easy to store and send the documents.

You're stuck sending there email templets that look like Spam and you can't brand your own domain or white label.  

Administrative Clerk - Psychological Clinic

I had a problem understanding signature boxes.

CEO | MS, RDN, CEDS

With IntakeQ, all it takes is 3 button clicks and the claim is submitted, and the integrated clearinghouse options automatically update status and communicate this back to IntakeQ.

Users are cornered into utilizing their default email templates, which unfortunately have a strong spam-like appearance.

Owner and therapist

The customization options for setting up your work flows are pretty good.

Doctor of Physical Therapy

For instance, events on google calendar can be selected to appear in IntakeQ calendars and visits can appear on google calendar, while still remaining HIPAA compliant by labeling ‘busy.’

IntakeQ vs Vagaro Comparison (2026)

IntakeQ

Vagaro

Overview

Video & Screenshots

Pricing

User reviews

Key features

Integrations

Alternatives