Free template

Therapy invoice template

By Albert Wong, PhD, Clinical Psychologist

A therapy invoice has one job: tell the client clearly what they owe and how to pay it. It is not a superbill — the insurance-reimbursement document with codes and diagnoses — and keeping the two separate protects your clients' privacy and your own sanity. This template is the payment half: practice details, a sequential invoice number, dated service lines, payments received, and a balance due, with a closing note that points clients to a superbill when they want to file with their plan.

If what you actually need is the insurance half, the free superbill generator builds that document, codes and all, in your browser.

The template

Plain text — paste into any EHR or document

[PRACTICE NAME]
[Street address]
[City, State ZIP]
[Phone]  |  [Email]

INVOICE

Invoice #: [YYYY-001]                     Invoice date: [date]
Bill to:   [Client or responsible party]  Payment due:  [on receipt / within 15 days]
           [Address, if mailing]

-------------------------------------------------------------------------------
Date of service     Description                        Duration        Fee
-------------------------------------------------------------------------------
[MM/DD/YYYY]        Psychotherapy session              [50 min]        $[amount]
[MM/DD/YYYY]        Psychotherapy session              [50 min]        $[amount]
[MM/DD/YYYY]        [Other service, e.g. report]       [--]            $[amount]
-------------------------------------------------------------------------------
                                              Subtotal ............ $[amount]
                                              Payments received ... $[amount]
                                              BALANCE DUE ......... $[amount]

How to pay: [online portal link / card on file / check payable to (practice name)]
HSA and FSA cards are generally accepted for therapy services.

Questions about this invoice? Contact [name] at [phone / email].

Note: this is an invoice for payment, not a superbill. If you plan to seek
reimbursement from your health plan, ask us for a superbill — it adds the license,
diagnosis, and service-code details your plan requires.

How to use it

Paste it into your word processor or email template, fill the brackets, and keep the numbering sequential — one series, never reused.
Leave clinical detail off: no diagnosis, and no CPT codes unless a specific payer situation requires them on the invoice itself.
Describe sessions generically ("Psychotherapy session") — invoices travel further than you expect.
State the payment method you actually prefer first; friction is the main reason balances age.
Set your fee deliberately, not by habit — the session rate calculator works it out from your real costs and caseload.

Common questions

What is the difference between an invoice and a superbill?

An invoice asks the client to pay you; a superbill helps the client get paid back by their insurance. A superbill adds the fields a plan requires to process an out-of-network claim — your NPI and license, CPT service codes, and a diagnosis code. Keep them separate documents: many clients need only the invoice, and a diagnosis should not appear on paperwork that does not need it.

Should I put CPT codes or a diagnosis on my invoices?

Only if there is a reason. For a private-pay client who just needs to pay you, codes add clutter and a diagnosis adds a confidentiality cost — invoices get forwarded to employers, accountants, and ex-spouses more often than you would think. Put the clinical detail on the superbill, which exists for exactly that purpose and goes only where the client sends it.

How should I number invoices?

Any scheme works if it is sequential and never reused — a year prefix plus a counter, like 2026-001, is the common pattern. Consistent numbering matters more than the format: it lets you and the client refer to a specific bill unambiguously, and it makes gaps (an invoice you forgot to send) visible.

Can clients pay therapy invoices with an HSA or FSA card?

Generally yes — psychotherapy for a medical or mental health concern is an eligible medical expense, and HSA and FSA cards typically work like any other card. Clients are responsible for their own plan’s substantiation rules, and a few plan administrators ask for a receipt or statement afterward, which your invoice or a superbill satisfies.

When should I send invoices — per session or monthly?

Charging at time of service (card on file) beats invoicing at all, when your clients accept it — no receivables, no chasing. When you do invoice, monthly is the usual rhythm for ongoing clients, weekly if balances make you nervous. The real rule is: never let a balance grow larger than a conversation can comfortably resolve.

Related tools

Practice Harbor — an EHR built by a psychologist — generates invoices and superbills from your calendar automatically, so the numbering, the math, and the chasing take care of themselves.

More free templates

Browse the full template library → · See our free practice tools →

A starting point for your own paperwork — adapt it to your practice, and confirm any payer- or state-specific billing requirements that apply to you.