Caregiver Invoice Template

Free invoice templates for caregivers built for hours of care, mileage charges, and overtime rates. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: caregiver invoice, caregiver bill, or in-home caregiver invoice.

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Download Free Caregiver Invoice Templates

Download a template, then edit in PDF, Word, Excel, Google Docs or Google Sheets. Print or email when ready.

Sheets, Excel, Word and Doc Templates Coming November 21, 2025.

Custom Caregiver Invoice Template

Best for:

Logo, care plan, payer and PO fields.

Editable Caregiver Invoice Template

Best for:

Edit rates, overnights, travel, extras.

Printable Caregiver Invoice Template

Best for:

Totals, client signoff, dates, shifts.

Free Caregiver Invoice Template

Best for:

Hours, tasks, meds, mileage, notes.

How to Invoice as a Caregiver

Track your hours, keep proof, and bill in a way that makes payment easy.

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In 5 Steps:

Confirm the care plan, approved hours, and terms before the first visit.
Track start and stop times, travel, and tasks each shift in a signed timesheet.
If a deposit is required, invoice or collect it before care starts and record the receipt.
At week’s end, total billable units and any surcharges per your policy, then build the invoice with attachments.
Send the invoice, apply the deposit as a credit, set the due date, and follow up until paid.

Free Online Invoice Generator

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What to Include in a Caregiver Invoice

These are the must-have fields for clear, compliant invoices clients can approve fast.

These are the must-have fields for clear, compliant invoices clients can approve fast.

Business name, address, email, and phone
Tax ID or business ID
Certification or license # (if required; check local rules)
Client name and service location
Invoice number and issue date
Service period (from–to)
Care plan ID or authorization #
Timesheet or visit log reference
Deposit received reference #
Payment terms and due date
Late fee policy
Accepted payment methods

Billing Scenarios for Caregivers

How to label charges so every invoice makes sense the moment your clients see it.

Hourly care; Personal care tasks

Weekly recurring hourly care

Shows routine support is billed by hour and lists what was done.

Overnight shift; Sleep break (non-billable)

Overnight shift with a planned sleep break

Clarifies the paid hours and the unpaid break in one view.

Live-in day; Active hours cap

Live-in day with capped active hours agreed

Sets expectations for a flat day of care and flags when overages apply.

Care visit; Holiday surcharge

Holiday visit on a recognized holiday

Set clear terms with a due date, accepted payment methods, and late fee policy. Put the same terms on every invoice and in your agreement.

Errand time; Mileage and parking

Errands by car with parking or tolls

Separates labor from travel costs so clients see both parts.

Late cancellation fee; Reserved time blocked

Covers income lost when a slot cannot be refilled at short notice.

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Caregiver rates and expenses

Itemize hours of care, mileage, overtime, and reimbursements with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Initial care assessment

Time

First visit to scope needs

Hours × hourly rate. Document abilities, risks, schedule, and care plan so future visits run smoothly.

Hourly personal care

Time

Ongoing ADL support by the hour

Hours × hourly rate. Track start/stop times and tasks completed in the care notes.

Bathing & grooming assistance

Time

Help with bathing, hair, shaving

Hours × hourly rate. Log safety measures and client preferences to stay consistent.

Mobility/transfer assistance

Time

Lifts, transfers, or ambulation

Hours × hourly rate. Record techniques and equipment used to reduce injury risk.

Medication reminders

Time

Cueing and charting only

Hours × hourly rate. Note reminder times and client confirmation; no medication handling beyond prompting.

Dementia care session

Time

Memory care or redirection time

Hours × specialty rate. Capture behaviors, triggers, and wins to refine the plan.

Transportation & escort to appt

Time

Drive and stay with client

Hours × hourly rate. Include wait time; note pickup/drop-off and provider seen.

Overnight shift (awake)

Time

Night monitoring or frequent needs

Hours × hourly rate. Define sleep/awake expectations and document checks each hour.

After-hours premium

Item

Evenings, weekends, or holidays

Qty × after-hours rate. Apply only to qualifying hours and label the covered window.

Incontinence supplies

Item

Taxable

Client keeps disposable supplies

Cost × (1 + markup%). Pass-through as billed; list item types and quantities.

Save and reuse your caregiver rates and expenses

Create a free account and save hourly rates, mileage, overtime, and reimbursements once, so nothing gets retyped.

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Common Caregiver Invoicing Mistakes

Invoicing gets messy fast, but a few small fixes keep cash flow steady and clients happy.

Mistake

How to fix it

Missing a signed timesheet or approval causes delays and disputes over hours.

Always collect a signature or written approval for each shift, even digitally. Attach the proof to the invoice so hours are instantly verified.

Not applying the client’s deposit credit inflates the amount due and breaks trust.

Record deposits when received and store the reference number. Subtract the credit on the first applicable invoice and show the remaining balance.

Summarize tasks in plain language tied to the care plan. Keep notes short, specific, and consistent across invoices.

Set clear terms with a due date, accepted payment methods, and late fee policy. Put the same terms on every invoice and in your agreement.

Leaving out your certification or business ID undermines credibility and may breach local rules.

Add your certification or license number and tax or business ID to the header. If requirements vary, check local rules and update your template.

Folding reimbursable costs into your labor rate hides true costs and triggers disputes.

Track receipts for supplies or client purchases and keep them separate from labor. List them in their own section with a short note on purpose.

Caregiver Invoice FAQs

Bill home care shifts, overnights, mileage, cancellations, EVV, and LTCI claims the right way. Use our Caregiver Invoice Template to get paid faster, clear answers.

How do I bill hourly shifts with a 3-hour minimum?

List actual hours and apply your minimum as a separate line. Example: “2.25 hrs Personal Care @ $30/hr = $67.50” + “Minimum Shift Adjustment (to 3.0 hrs) = $22.50.”

What should I include on an invoice for overnight or live-in care?

Spell out start/end times, sleep time, and on-call interruptions. Example: “Overnight 10p–6a, 6 hrs active + 2 hrs interrupted sleep @ $32/hr = $256.”

Can I charge a higher holiday or weekend rate?

Yes, if disclosed in your terms; rules vary—check local rules. Example: “Holiday Premium, Thanksgiving Day +25% on 8.0 hrs @ $30/hr = $60.”

How do I handle mileage and errands?

Bill IRS-rate mileage or your set rate for client errands, plus parking or tolls. Example: “Errand Mileage 18.6 miles @ $0.67/mile = $12.46” and “Parking/Tolls = $7.00.”

What about cancellations inside 24 hours?

Use a clear window and fee cap. Example: “Late Cancellation (<24 hrs) Flat Fee = $50” or “2-hr Minimum Cancellation Charge @ $30/hr = $60.”

How do I price dementia or memory-care support?

Add a complexity premium for redirection, wandering prevention, or cueing. Example: “Dementia Care Add-On 4.0 hrs @ +$4/hr = $16.”

Can I bill for couples care in the same home?

Yes—either a second-client add-on or a higher hourly. Example: “Couples Care Surcharge (2 clients) 5.0 hrs @ +$8/hr = $40.”

How do I invoice long-term care insurance so claims get paid?

Match the policy: use CPT-style descriptions when provided, attach care notes, and include time blocks. Example: “ADL Assistance 7–11a, 4.0 hrs @ $31/hr = $124; Notes attached.”