Physical Therapy (PT) Invoice Template

Free invoice templates for physical therapists built for treatment sessions, copays, and no-show fees. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: physical therapy invoice, physical therapy bill, or physio invoice.

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Download Free Physical Therapy (PT) Invoice Templates

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

Custom Physical Therapy (PT) Invoice Template

Best for:

Logo, NPI, claim and auth fields.

Editable Physical Therapy (PT) Invoice Template

Best for:

Edit codes, units, modalities, notes.

Free Physical Therapy (PT) Invoice Template

Best for:

CPT units, minutes, goals, visit count.

Printable Physical Therapy (PT) Invoice Template

Best for:

Copay, insurance, plan note, signatures.

How to Invoice as a Physical Therapist (PT)

A simple flow that tracks visits, handles deposits, and ends with a clean balance.

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In 5 Steps:

Record the visit from your notes and confirm billable time and units.
Check payer status and any approvals you need before you bill.
Build the invoice from the visit summary and add any allowed supplies or travel.
If it’s a new client or a package, add a deposit request and send the invoice with clear terms.
When payment arrives, post it and apply any deposit to the balance, then issue a receipt.

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What to Include in a Physical Therapist (PT) Invoice

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

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

Provider business name, address, phone, and email
Client name and contact details
Invoice number
Issue date and due date
Payment terms and accepted methods
Professional license or registration number and provider ID
Insurance member ID and authorization or referral number, if applicable
Diagnosis and treatment codes where required, with plain descriptions (check local rules)
Service date or dates, location or telehealth note, and session duration or units
Deposits recorded, prior payments, and balance due, plus taxes on supplies if applicable

Billing Scenarios for Physical Therapists (PTs)

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

Initial Evaluation; Home Exercise Program Setup

New patient first visit

The first visit is a distinct service and often takes extra time for assessment and education.

Mobile Visit Surcharge; Travel Time

Workplace or home visit that requires travel

Travel adds cost and time that should be shown separately from treatment.

Late Cancellation Fee; Missed Appointment

Late cancellation inside your policy window

A clear fee for lost time deters no-shows and protects your schedule.

Therapy Supplies; Sales Tax

Providing a brace, tape, or exercise band

Tax only the taxable items and show tax as its own line so the math is transparent; check local rules.

Package Deposit; Prepaid Session Applied

Starting a prepaid session package

Show money collected up front and how each visit reduces the remaining balance.

Manual Therapy; Modalities

Listing the main components helps payers and clients see what drove the total.

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Session rates and services for PT clinics

Itemize treatment sessions, evaluations, copays, and no show fees with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Initial Evaluation

Time

First visit or new condition

Time × hourly rate. Document history, tests, and plan of care so treatment and medical necessity are crystal clear.

Re-evaluation

Time

Status change or recertification

Time × hourly rate. Compare outcomes to baseline and update goals; reference visit count and objective measures.

Therapeutic Exercise

Time

Strength, mobility, or endurance goals

Time × hourly rate. Log sets/reps and targeted regions to support progress toward measurable functional goals.

Manual Therapy

Time

Joint or soft-tissue restrictions

Time × hourly rate. Note techniques and regions treated to justify skilled intervention and response.

Neuromuscular Re-education

Time

Balance, coordination, or motor control

Time × hourly rate. Record cueing and carryover; tie activities to fall risk or movement quality outcomes.

Gait & Stair Training

Time

Ambulation or device training

Time × hourly rate. Capture distance, surfaces, and assist level; include safety and patient tolerance.

Therapeutic Activities

Time

Functional tasks and lifting mechanics

Time × hourly rate. Describe task-specific practice tied to return-to-work or daily-living goals.

Modalities (e-stim/ultrasound)

Time

Pain, swelling, or tissue healing

Time × hourly rate. Note parameters and placement; pair with active care when possible.

Home Exercise Program Setup

Time

Prescribing a take-home program

Time × hourly rate. Provide written or digital plan; teach dosage and form for independent carryover.

Custom Brace/Orthosis

Item

Taxable

Patient keeps a device

Cost × markup factor. List brand/size; fitting time is billed as treatment, device is billed as a product.

Save and reuse your PT services and fees

Create a free account and save session rates, eval fees, and copays once, so nothing gets retyped.

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Common Physical Therapist Invoicing Mistakes

Invoices break down when details get vague or hidden. Use these fixes to keep payments smooth and disputes rare.

Mistake

How to fix it

Lump-sum invoices with no breakdown cause confusion and pushback.

Split the bill into clear parts for labor time or units, supplies, surcharges, and any fees so people can match charges to care.

Missing visit dates or session units delays payment and creates audit issues.

Always show date of service, location or telehealth note, and duration or units in the invoice body.

Capture active approval details and place them on the invoice header and notes so reviewers can verify quickly; check local rules.

Tax only the taxable items and show tax as its own line so the math is transparent; check local rules.

Using only treatment codes without plain words confuses clients and payers.

Pair every code with a short, consumer-friendly description so anyone can understand the service.

Vague payment terms and no late-fee policy lead to slow pay.

State the due date, accepted methods, late-fee policy, and how to contest a charge in writing to set expectations.

Physical Therapy (PT) Invoice FAQs

PT billing for evals, modalities, travel, DME, insurance math, and packages built for rehab clinics. Use our Physical Therapy (PT) Invoice Template, clear answers.

How should PTs charge for initial evaluation vs follow-up sessions?

Bill the evaluation as a separate service, then list treatment units. Example: “97161 Initial Evaluation, $120” and “97110 Therapeutic Exercise, 2 units, $90.”

How do I show deductible, copay, and coinsurance clearly?

Put your full fee, then list insurance math as separate lines. Example: “97110 Fee $90, Insurance allowed $70, Deductible applied $40, Copay $20, Patient owes $60.”

Do I bill for home visits travel and setup?

Yes, add a trip fee and any setup time if allowed. Example: “Home visit mileage, 12 miles, $0.65 per mile, $7.80” and “Portable table setup, $15.” Rules vary—check local rules.

Can I charge a no-show or late cancel fee?

If it is in your policy and shared with the patient, you can. Example: “Late cancel fee, less than 24 hours, $50.” Rules vary—check local rules.

How should I list modalities like dry needling, taping, or cupping?

List each as its own line with code and time or unit. Example: “Dry Needling 20560, 1 muscle group, $45” and “Kinesio Taping supply, per visit, $10.” Rules vary—check local rules.

What needs to be on the invoice for workers’ comp or auto claims?

Include claim number, adjuster contact, date of injury, and prior auth reference. Example: “97140 Manual Therapy, 1 unit, $45, Claim WC-11892, Auth A12345.”

How do I bill and track DME like braces or bands?

Create a separate section for supplies with HCPCS if used. Example: “Knee brace L1833, $180” and “TheraBand set, red-green-blue, $25,” with tax if required. Rules vary—check local rules.

How do package discounts and prepaid plans appear on the invoice?

Show the full rate and the discount so value is clear. Example: “10-session package, list $900, prepaid discount $150, amount paid $750, remaining visits 8.”