Download Free Counseling 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 Counseling Invoice Template

Best for:

Logo, intake, consent and payer fields.

Editable Counseling Invoice Template

Best for:

Edit packages, sliding scale, add-ons.

Printable Counseling Invoice Template

Best for:

Totals, copay, signatures, dates.

Free Counseling Invoice Template

Best for:

Session time, notes, telehealth, rate line.

How to Invoice as a Counselor

Keep it simple from booking to paid, so clients know what they owe and you get paid on time.

Free Online Invoice Generator

☝️ No sign-in. Save as PDF.

In 5 Steps:

Confirm the service, rate, and session length in writing, and collect an intake deposit if you require one.
Right after the appointment, note the date, session length, and any add-ons or admin time.
Create the invoice with clear lines for each service, then apply the deposit to reduce the balance.
Set the due date and payment terms, and send the invoice through your portal or email.
When payment arrives, mark it paid, send a receipt, and file the record for taxes and compliance.

Free Online Invoice Generator

☝️ No sign-in. Save as PDF.

What to Include in a Counselor Invoice

These are the must-have fields for clear, compliant invoices clients and payers can process.

These are the must-have fields for clear, compliant invoices clients and payers can process.

Provider legal name and credentials; license #
Practice name, address, and phone/email
Tax ID/EIN and NPI
Client full name and client ID
Invoice number and issue date
Service date(s) and session duration
Service type and code
Diagnosis code (if required; check local rules)
Rate, quantity, and line total
Deposit applied, payments, balance due, and due date

Billing Scenarios for Counselors

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

Intake assessment (60 min); New client setup

First-time intake assessment

Intake takes longer and has extra admin, so the rate and work should be obvious.

Standard session (50 min); Extended session add-on (20 min)

Individual session runs long

Showing the base session and the extra time prevents confusion about overage.

Couples/family session (75–90 min); Additional participant

Couples or family session

More people and longer time change the work and rate, so label both.

Telehealth session (secure video); Place of service noted

Telehealth appointment

Record the deposit when received and show it as a payment on the invoice, with the remaining balance clearly stated.

Late cancellation fee; Missed session fee

Late cancellation or no-show

A clear fee line sets expectations and reduces disputes about time held.

Documentation prep time; Letter for employer/school

Writing and coordination are billable professional services that take time.

Free Online Invoice

No sign-in. Save as PDF.

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Session rates and policies for counselors

List session fees, cancellations, copays, and treatment notes with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Intake assessment

Time

New client evaluation

Time × hourly rate. Document assessment scope and include screening tools used.

Individual counseling session

Time

Standard 1:1 appointment

Time × hourly rate. Note session length and modality in the description.

Couples therapy session

Time

Relationship-focused appointment

Time × hourly rate. Identify both partners and tie notes to the shared treatment plan.

Telehealth session

Time

Video or phone appointment

Time × hourly rate. Confirm consent for telehealth and record platform used.

Crisis intervention

Time

Urgent, unscheduled care

Time × after-hours rate if applicable. Document risk assessment and safety planning.

Clinical report or letter

Time

Employer, school, or referral note

Time × hourly rate. Summarize purpose and attach to the client record.

No-show/late cancellation

Item

Missed within policy window

Qty × policy rate. Reference cancellation policy acknowledged by the client.

Records request & copies

Item

Client or third-party records

Qty × per-page rate. Include retrieval time if allowed by policy.

Onsite workshop (materials included)

Item

Tax Varies

Training delivered at a site

Session fee + bundled materials. Use flat fee; note attendee count and objectives.

Workbooks & printed materials

Item

Taxable

Client keeps physical materials

Qty × unit cost × (1 + markup%). List title or SKU for clarity.

Save and reuse your counseling services and fees

Create a free account and save session pricing, copays, and policies once, so nothing gets retyped.

Create a Free Account

☝️ Risk-free 30-day trial. No card.

Common Counselor Invoicing Mistakes

Real billing snags come from tiny gaps. These fixes keep invoices clean, compliant, and payable.

Mistake

How to fix it

Leaving out your license or credentials leads to rejected reimbursements and trust issues.

Include your license type and number on every invoice. Add your NPI and Tax ID so payers can verify you.

Skipping invoice numbers and dates makes tracking and tax prep messy.

Use a unique invoice number and issue date every time, and keep a simple numbering system in your records.

List each service on its own line with duration and a brief description so clients see exactly what they paid for.

Record the deposit when received and show it as a payment on the invoice, with the remaining balance clearly stated.

Using only codes or jargon confuses clients and slows payment.

Pair any code with plain language, like “individual session,” so people understand the charge without looking it up.

Omitting session length and place of service causes claim denials.

Always include duration and whether care was in-person or telehealth, and add any required identifiers; check local rules.

Counseling Invoice FAQs

Bill intakes, sessions, telehealth, cancellations, letters, and EAP terms the right way. Use our Counseling Invoice Template. Faster pay, fewer disputes, clear answers.

How should I bill an intake vs a regular session on the invoice?

List the intake as its own service with the correct CPT. Then list each therapy session separately. Example line items: “90791 Intake - $180” and “90834 45 min psychotherapy - $150.”

Can I charge for no-shows or late cancellations?

Yes, if your consent form spells it out. Some states limit amounts, so rules vary—check local rules. Example line item: “Late cancellation fee - $75.”

What should a superbill include for out-of-network clients?

Add CPT, ICD-10 diagnosis, your NPI, tax ID, place of service, and paid amount. Include client DOB and dates. Example lines: “90837 60 min psychotherapy - $165” and “ICD-10: F41.1.”

How do I bill telehealth sessions properly?

Use the correct CPT and add modifier 95 when needed. Many payers use POS 02 for telehealth. Example line item: “90834 Telehealth 45 min, mod 95, POS 02 - $150.”

How do I price couples or family therapy?

Set a separate rate for conjoint or family sessions. Use family therapy CPT when appropriate. Example line item: “90847 Family therapy with client present 50 min - $180.”

Can I bill for paperwork, letters, or court time?

Yes. Charge per hour or flat fee for letters, reports, and testimony. Example line items: “Letter for school - $40” and “Court appearance, 2 hours - $400.”

How do sliding scale discounts show up?

Show your standard rate, then the discount as a separate line so it is clear. The client sees the true value. Example lines: “90834 45 min - $150” and “Sliding scale discount - $30.”

How do I handle EAP or employer-paid sessions?

Include the authorization number, session limit, and approved rate. Note when the cap is reached and client pays your private rate. Example lines: “EAP auth 12345, Session 3 of 6 - $0 client” and “Session 7 private pay - $150.”