Psychologist Invoice Template

Free invoice templates for psychologists built for session fees, copays, and cancellation fees. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: psychologist invoice, psychologist bill, or therapy invoice.

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Download Free Psychologist 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 Psychologist Invoice Template

Best for:

Logo, claim, diagnosis and PO fields.

Editable Psychologist Invoice Template

Best for:

Edit rates, telehealth, sliding scale.

Free Psychologist Invoice Template

Best for:

Session length, CPT, notes, balance due.

Printable Psychologist Invoice Template

Best for:

Copay, insurance ref, signatures.

How to Invoice as a Psychologist

Keep sessions, testing, and admin time clear so clients see what they got and what they owe.

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In 5 Steps:

Confirm the session type, duration, rate, and policies at booking, and collect a deposit if required.
Right after each appointment, record date, start and end time, minutes, and any add-ons like testing, travel, or report writing.
Create the invoice with separate lines per service and add required codes only if needed by the client or payer.
Apply the deposit and any approved discounts or credits, then calculate subtotal, tax if required, and balance due.
Send securely with payment terms and ways to pay, store a copy, and follow up before the due date.

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What to Include in a Psychologist Invoice

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

Practice and provider name with contact details
Client full name and contact details
Invoice number and invoice date
Service date, session type, and duration
Rate per session or per hour
Line-item totals and invoice subtotal
Deposit received and amount applied
Balance due, due date, and payment terms
Professional license number and registration ID
Diagnosis or procedure code and claim or authorization reference if required (check local rules)

Billing Scenarios for Psychologists

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

Initial assessment; 60-min therapy session

New client intake plus first 60-minute session

Shows that intake and treatment are separate services with different rates.

Testing and scoring; Report writing

Psychological testing across multiple hours with a written report

Splits active testing time from the written report so time is clear.

Telehealth session; Secure platform fee

Telehealth video session

Makes remote care and platform costs transparent; check local rules on platform fees.

On-site session; Travel time

On-site visit at a school or workplace

Pair any required code with a plain-language name. Write short, clear descriptions.

Late cancellation fee; Policy window fee

Late cancel inside the policy window

States the fee and policy basis in one view; check local rules.

Standard session fee; Sliding scale discount

Shows the original price and the approved reduction without hiding value.

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Session fees and policies for psychologists

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

Charge or Service

Unit

Taxable

When to use

How to show it

Initial diagnostic interview

Time

First appointment or intake

Duration × hourly rate. Document symptoms, history, and provisional diagnosis to set the care plan.

Individual therapy session

Time

Standard 45–60 minute visit

Duration × hourly rate. Note CPT-equivalent and modality for clean records and reimbursement.

Couples/family therapy session

Time

Relationship or family treatment

Duration × hourly rate. Record participants and focus to protect outcomes and boundaries.

Psychological testing & assessment time

Time

Administer and interpret tests

Hours × hourly rate. Track face-to-face, scoring, and interpretation as separate billable time.

Test materials & scoring licenses

Item

Taxable

When paid test items are used

Qty × unit rate or pass-through as billed. List publisher, edition, and per-use license for transparency.

Clinical report writing

Time

Formal evals, summaries, letters

Time × hourly rate. Block focused time; tie to assessment or treatment dates in the chart.

Care coordination/consult call

Time

With physician, school, or caregiver

Minutes × hourly rate. Note party, purpose, and outcomes to support continuity of care.

Court testimony & prep

Time

Subpoena or legal matter

Hours × hourly rate. Include prep, standby, travel, and testimony; set minimum blocks in terms.

After-hours crisis session

Time

Urgent care outside hours

Duration × after-hours rate. Record risk steps and safety plan; flag for follow-up.

No-show/late cancellation fee

Item

Missed or late-canceled visit

Qty × unit rate. Apply per policy with stated notice window; document client notification.

Save and reuse your psychology services and fees

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

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Common Psychologist Invoicing Mistakes

Invoices go sideways when details are fuzzy or missing. Use these quick fixes to keep payments smooth and prevent disputes.

Mistake

How to fix it

Leaving off session duration causes rate disputes and claim denials.

Always record minutes for each service. Match the time to your rate and any required code.

Bundling assessment, therapy, and travel into one line hides costs and triggers pushback.

Use separate lines for each service. That makes time, rate, and scope obvious.

Show the deposit as a prior payment and subtract it from the subtotal. Keep the receipt attached or referenced.

Pair any required code with a plain-language name. Write short, clear descriptions.

Leaving off license or registration identifiers blocks reimbursement and creates audit risk.

Include your license number and any required registration ID on every invoice. Update them when they change.

Charging tax when it is not required leads to overpayment and refunds.

Check local rules on tax before adding it. If tax applies, show the rate and total as separate lines.

Psychologists Invoice FAQs

Bill for therapy sessions, testing blocks, cancellations, CPT/ICD codes, court time, and EAP work. Use our Psychologists Invoice Template for clear answers.

How do I bill for a 50-minute session vs a 90-minute session?

Use the CPT that matches time. Many clinicians use 90834 for 45–59 minutes and 90837 for 60+. Example line item: “90837 - 60 min psychotherapy - $160.”

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

Yes, if it’s in your policy and clients sign it. Rules vary—check local rules. Example line item: “No-show fee - less than 24 hrs - $100.”

How should I list psychological testing time, scoring, and report writing?

Break it out. Testing is billed by administration time, plus scoring and report writing. Example: “96130 - test eval first hour - $200; 96131 - each addl hr - $175; Report writing - 1 hr - $175.”

Do I include a diagnosis code on out-of-network superbills?

Most insurers require an ICD-10 code and a CPT. Therapists may omit a diagnosis only if client agrees and plan allows. Example: “ICD-10: F41.1; CPT: 90834 - $140.”

What are typical rates and minimums for court prep and testimony?

Set different rates and a prepaid minimum. Include travel and wait time. Example: “Court testimony - 3 hr minimum - $900; Travel - 1.5 hr - $225; Document prep - 1 hr - $200.”

How do I bill for couples or family sessions?

Use the family psychotherapy CPT when appropriate. Many counselors use 90847 when the patient is present, 90846 when not. Example: “90847 - family session - 60 min - $180.”

How should telehealth be labeled to get reimbursed?

State it’s telehealth and add required POS or modifier. Rules vary—check payer guidance. Example: “90837-95 - POS 10 - 60 min telehealth - $160.”

For school observations or on-site consults, can I bill travel time?

Yes, if your agreement states it. List on-site time and travel separately. Example: “School observation - 2 hr - $300; Travel - 45 min - $90.”