Nurse Invoice Template

Free invoice templates for Nurses built for hours of care, mileage charges, and medical supplies. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: nurse invoice, nurse bill, or private duty nurse invoice.

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Download Free Nurse 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 Nurse Invoice Template

Best for:

Logo, care plan and payer fields.

Editable Nurse Invoice Template

Best for:

Edit rates, overtime, travel, meds.

Printable Nurse Invoice Template

Best for:

Totals, signatures, times, notes.

Free Nurse Invoice Template

Best for:

Hours, shift, tasks, mileage, supplies.

How to Invoice as a Nurse

A simple workflow that covers shifts, travel, and supplies so you get paid on time.

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In 5 Steps:

Agree on scope, rates, premiums, and cancellation terms before the first shift, then request a deposit if needed.
Track dates, start and stop times, tasks, and miles in real time.
After each service period, itemize labor by hours and list any approved add-ons or equipment.
Apply the deposit on the first invoice, add travel, and note tax only on taxable items if any; check local rules.
Send the invoice with a clear due date and payment options, then follow up and record payment.

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What to Include in a Nurse Invoice

These are the must-have fields for clear, compliant invoices.

Business name, address, email, and phone
Client name and service location
Invoice number
Issue date and due date
Service dates with start and stop times
Itemized services with hours or units and rates
Mileage and travel charges
Taxes on taxable items only, check local rules
Deposit or retainer received and amount applied
Professional license number and provider ID (if issued), plus malpractice policy number

Billing Scenarios for Nurses

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

Overnight shift 12 hr; Weekend premium

Overnight weekend shift, 12 hours

Premiums and long shifts price differently, so showing both prevents confusion.

Mileage 18 mi; Parking fee

Home visit across town with paid parking

Travel costs are separate from care and are easier to approve when split out.

Wound care visit 60 min; Sterile supplies kit

Wound care with a fresh dressing

Supplies are consumables, so listing them keeps labor clear.

IV setup and monitor 90 min; Infusion pump rental

IV therapy setup and monitoring

Set a clear due date, accepted methods, and late policy in the footer of every invoice.

Late cancellation fee; Reserved hours hold

Client cancels inside 24 hours

You held time and could not rebook, so the policy must be visible.

On-call availability fee; Minimum call-out 1 hr

Availability blocks your calendar, and a minimum covers short calls.

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Rates and visit fees for private duty nursing

Itemize hours of care, mileage, supplies, and visit notes with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Initial assessment & vitals

Time

First visit or new issue

Qty × hourly rate. Document vitals, allergies, and chief concern clearly for the chart.

Wound care & dressing change

Time

Ongoing wound or post-op care

Qty × hourly rate. Note wound stage, photos if allowed, and patient tolerance.

Medication administration

Item

Per-dose injection or oral admin

Qty × unit rate. Verify orders, check rights of medication, and record lot if applicable.

IV start & infusion monitoring

Time

New IV or supervised infusion

Qty × hourly rate. Track start time, site, and infusion totals for audit.

Catheter change & care

Time

Routine change or troubleshooting

Qty × hourly rate. Use sterile technique and document size, output, and patient education.

Care plan update & charting

Time

Progress notes or care revisions

Qty × hourly rate. Align with provider orders and include measurable goals.

Telehealth check-in

Time

Remote follow-up or education

Qty × hourly rate. Confirm identity, consent, and connectivity; summarize plan next steps.

Home-visit travel/mileage

Item

Drive time and miles to patient

Miles × per-mile rate. Log addresses and times to support the visit.

After-hours call-out

Item

Nights, weekends, or holidays

Trip × call-out rate. Use when start time falls outside standard hours.

Take-home wound dressing kit

Item

Taxable

Patient keeps a supply kit

Qty × cost × (1 + markup%). Itemize contents; give usage instructions for safety.

Save and reuse your nursing rates and fees

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

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Common Nurse Invoicing Mistakes

Invoices go sideways when details are fuzzy. Use these quick fixes to prevent disputes and speed up payment.

Mistake

How to fix it

Putting medical details on the invoice breaks privacy rules and alarms clients.

Keep health details off invoices. Use neutral service names and store clinical notes separately, and check local rules.

Leaving off your professional license or provider ID delays payment and hurts trust.

Add your license number and provider ID to the header on every invoice so clients can verify credentials.

List the service, visit date, and start and stop times for each entry to match your time log.

Set a clear due date, accepted methods, and late policy in the footer of every invoice.

Charging tax on non-taxable care or missing tax on taxable items causes compliance issues.

Only tax items that are taxable where you work, such as certain supplies. Check local rules.

Adding extra hours or tasks without documented approval leads to pushback or short pay.

Record who approved changes and when, and reference the message or note on the invoice summary.

Nurses Invoice FAQs

Build accurate shifts, mileage, PPE, and charting time into your Nurses Invoice Template. Pricing models, adders, and compliance tips, clear answers.

How do I price a 12-hour shift versus a one-hour visit?

Bill shifts at an hourly or flat shift rate. Bill visits per hour or per visit. Example line item: “RN shift, 12 hrs @ $65/hr = $780.”

Can I add mileage for home visits?

Yes, when you use your car for patient travel. Note distance on the claim and your rate. Example: “Mileage, 28 miles @ $0.67/mile = $18.76.”

How do I bill for wound dressings, IV supplies, and PPE?

List supplies as pass-through items with unit counts. Add your agreed markup if allowed. Example: “Wound care kit x2 @ $18 = $36.”

How do night, weekend, and holiday rates work?

Use differentials for off-hours. State the rule in terms. Example: “Night differential, 10 pm–6 am, +$7/hr, 6 hrs = $42.”

Can I bill for care coordination and charting time?

Yes, if the client approved it. Cap it per visit to avoid surprises. Example: “Care coordination, 0.5 hr @ $55/hr = $27.50.”

What’s a fair late cancellation policy?

Charge when notice is too short to rebook. Post the window in your terms. Example: “Late cancel under 24 hrs, flat $95.”

Can I set a minimum shift?

Yes, common for private duty RNs and LPNs. State the minimum and what happens if released early. Example: “Minimum shift, 4 hrs @ $60/hr = $240.”

What details should appear on the invoice for a clinic client?

Add your NPI, license number, dates of service, patient initials, and units. Include rate, differentials, and supplies. Example: “LPN clinic coverage, 6 hrs @ $48/hr = $288.”