Psychotherapy Invoice Template

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

Also called: psychotherapy invoice, psychotherapy bill, or psychotherapy session invoice.

Browse Templates

PDF, Word, Excel, Google Docs.

Create Online Invoice

Free Generator. No sign-in.

Download Free Psychotherapy 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 Psychotherapy Invoice Template

Best for:

Logo, claim and consent fields.

Editable Psychotherapy Invoice Template

Best for:

Edit rates, telehealth, packages.

Printable Psychotherapy Invoice Template

Best for:

Copay, insurance ref, signatures.

Free Psychotherapy Invoice Template

Best for:

Session length, CPT, notes, balance line.

How to Invoice as a Psychotherapist

Keep sessions, admin time, and deposits tidy so clients know exactly what they owe.

Free Online Invoice Generator

☝️ No sign-in. Save as PDF.

In 5 Steps:

Confirm the session details and agreed rates before care.
Record the date, length, format (in person or telehealth), and any add-ons.
Add a deposit or retainer when required to hold the slot or service.
Calculate the total, subtract any deposit, and set a clear due date and payment options.
Send the invoice and store a copy with the client record.

Free Online Invoice Generator

☝️ No sign-in. Save as PDF.

What to Include in a Psychotherapist Invoice

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

Provider name and practice contact info
Client full name and date of birth
Invoice number
Invoice date and due date
Payment terms and accepted methods
Service location (in person or telehealth)
License # and professional registration/NPI
Client ID or chart #
Insurance payer and member ID if billing insurance
Diagnosis and service codes where required (check local rules)

Billing Scenarios for Psychotherapists

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

Initial assessment (90 min); Intake file setup

First session with longer intake and paperwork

Shows the extra time and admin that make the first visit cost more.

No-show fee; Late cancellation fee

Missed appointment or late cancellation inside the policy window

Sets the agreed policy so charges are not a surprise.

Couples session; Additional participant intake

Couples or family therapy with more than one participant

Clarifies the session type and one-time onboarding for the second client.

Clinical letter; Records review time

Client requests a clinical letter or summary for work or school

Show the deposit as a credit and display the net amount due so the math is obvious.

Care coordination call; Documentation time

Care coordination call that goes beyond a brief check-in

Bills non-session work that supports treatment outcomes.

Court testimony retainer; Preparation time

Shows the higher-risk work and upfront retainer for legal matters.

Free Online Invoice

No sign-in. Save as PDF.

Create a Free Account

☝️ Risk-free 30-day trial.

Session rates and policies for psychotherapy

Include session length, copays, cancellations, and superbill items with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Intake Assessment

Time

First visit or re-start

Duration × hourly rate. Include diagnostic interview and screening; document consent and treatment goals.

Individual Therapy Session

Time

Standard 1:1 therapy hour

Duration × hourly rate. Record start/end time and brief note tied to the plan.

Couples/Family Session

Time

Couple or family present

Duration × hourly rate. Account for added coordination and shared goals.

Group Therapy Seat

Item

Per client in group

Qty × unit rate. Track seats per meeting; keep signed group guidelines.

After-Hours Crisis Session

Time

Urgent care outside hours

Duration × after-hours rate. Note reason, risk level, and safety plan.

No-Show / Late Cancellation

Item

Client cancels late

Item × set fee. Match your policy and cutoff window stated in your agreement.

Clinical Report or Letter

Time

Document for third party

Duration × hourly rate. Clarify purpose and format; deliver via secure method.

Care Coordination With Provider

Time

Call with PCP or school

Duration × hourly rate. Log parties, topics, and time for continuity of care.

Records Request & Summary

Item

Client requests records

Qty × unit rate. Include verification and fulfillment steps; add Time line if heavy prep.

Therapy Workbook/Materials

Item

Taxable

Printed workbook or kit

Cost × (1 + markup%). Client keeps materials; list title and edition.

Save and reuse your psychotherapy 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 Psychotherapist Invoicing Mistakes

If you bill for care, admin, or prep, small errors can turn into disputes. Use these fixes to keep payments smooth.

Mistake

How to fix it

Not setting a clear due date and terms leads to late or missed payments.

Add a due date and plain payment terms on every invoice. List accepted methods and any late fee policy.

Leaving off license or registration numbers blocks reimbursement and erodes trust.

Include your license, registration/NPI, and full practice details on every invoice so payers and clients can verify you.

State the date, start and stop times, total length, and whether it was in person or telehealth.

Show the deposit as a credit and display the net amount due so the math is obvious.

Adding extra fees after the fact triggers complaints and chargebacks.

Get written consent for any extra work before you start and confirm the rate in your intake paperwork.

Charging tax incorrectly on therapy services creates compliance issues and refunds.

Only apply tax where required and note any exemptions on the invoice; check local rules.

Psychotherapy Invoice FAQs

CPT codes, superbills, copays, no-show fees, and Good Faith Estimates for therapists and counselors. Line items, terms, and markup that get you paid. Clear answers.

How should I list CPT codes for sessions?

Use the exact service code and duration. Example line items: “90837 Psychotherapy, 60 minutes: $160” and “90791 Diagnostic evaluation: $220.” You can drop these straight into your Psychotherapy Invoice Template.

What goes on a superbill for out-of-network clients?

List clinician name, NPI, tax ID, date of service, CPT, fee, payment, and diagnosis. Example: “90834: $150; Payment received: $50; Balance: $100; Dx: F41.1.” Rules vary—check local rules.

How do I bill couples or family sessions?

Use the proper family codes and note who attended. Example: “90847 Family psychotherapy with patient present, 50 minutes: $180” or “90846 Family psychotherapy without patient, 50 minutes: $170.” Coverage varies—check local rules.

Do I add a separate intake fee?

Yes. Intake is a different service and rate. Example: “90791 Diagnostic evaluation: $220” followed by “90834 Psychotherapy, 45 minutes: $150.”

How should sliding scale show up on the bill?

Show your standard rate, then a discount line so the math is clear. Example: “90837: $160” and “Sliding scale discount: ($40)” with “Amount due: $120.”

Can I charge for late cancellations or no-shows?

Yes if it’s in your policy and the client signed it. Example: “Late cancellation under 24 hours: $100.” Rules vary—check local rules.

How do I note telehealth sessions?

Mark the visit as telehealth and include the payer-required modifier or place of service. Example: “90837-95 Telehealth, POS 10: $160.” Payer rules vary—check local rules.

How do I handle copays, deductibles, and coinsurance?

Record what you collected at session and the remaining responsibility. Example: “90834: $150; Copay collected: $30; Estimated deductible balance: $120.” Insurer math varies—check local rules.