Therapist / Counsellor Invoice Example

What should a therapist / counsellor invoice include?

• Client's name and date of birth if the invoice will be used for insurance reimbursement
• Date of each session and the session type (individual, couples, intake)
• CPT code for each session if the practice supports insurance submission, for example 90837 for a 60-minute session
• Provider's name, license type, and NPI number
• Any late-cancellation or no-show fees, listed separately from session fees
• Sliding-scale rate applied, if different from the standard fee, noted so the record stays consistent
• Diagnosis code, if required for a superbill, kept in a separate document rather than the invoice itself

How to create a therapist / counsellor invoice

1. 1Add your business details. Your name, address, contact details and tax number if you are registered.
2. 2Add the client. Their name and billing address. Save them to reuse next time.
3. 3List the work. Break the job into clear line items the way a therapist / counsellor bills (see below).
4. 4Add tax. Apply your tax rate, or leave it at zero if you are not registered.
5. 5Set payment terms and a due date. State when payment is due and how the client can pay.
6. 6Download or send. Export a clean PDF, or email it to the client. No signup, no watermark.

How do you itemise a therapist / counsellor invoice?

List each session on its own line with the date, since insurers and clients both expect a session-by-session record rather than a lump sum for the month. A late-cancellation or no-show fee should appear as its own line clearly separate from a session that was actually held, since it is billed at a different, often flat, rate. If a sliding-scale rate applies, bill at that rate directly rather than showing a discount off the standard fee, to avoid confusion if the invoice is ever used for reimbursement.

What do therapist / counsellors typically charge?

Indicative ranges for guidance. Your rate depends on experience, location and the job.

Do therapist / counsellors charge tax on invoices?

In the United States, licensed mental health services are generally exempt from sales tax, and many practitioners never charge tax on session fees. This is a state-by-state determination, so a practice operating in more than one state should confirm the rule for each. Insurance reimbursement is a separate matter from sales tax and does not affect whether tax applies.

What payment terms should a therapist / counsellor use?

Most practices collect payment at the time of service, either by card on file or at the end of the session, rather than invoicing net terms. A monthly summary invoice is still useful for clients submitting to insurance for reimbursement or paying from a health savings account. Late-cancellation fees are typically due at the time of the missed session, not deferred to the next visit.

Frequently asked questions