Dietitian invoice template
Dietitian invoice template: initial assessment, dated follow-ups, a written meal plan and short video check-ins, each on its own line for clients and insurers.
Templates by industry
- Initial nutrition assessment, 60 minutes
- Follow-up consultation, 30 minutes
- Personalised meal plan, 4 weeks
- Video call check-in, 15 minutes
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Initial nutrition assessment, 60 minutes" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Video call check-in, 15 minutes". Confirm completed services and quantities with the customer and retain the handover record.
Send the billing record
Send the final charges, delivery reference and due date to the customer, then reconcile payment against the invoice number.
A dietitian’s work splits into appointments and the written work between them: a meal plan, a food diary review, a check-in message. Clients and their insurers see the appointment dates easily but not the preparation, so the invoice should name both. This template separates the initial assessment, follow-up consultations, a personalised plan and short check-ins, and leaves the notes for a referral and for whether sessions were held in person or by video.
Fields to prepare
- Deliverables and line items
- Initial nutrition assessment, 60 minutes, Follow-up consultation, 30 minutes, Personalised meal plan, 4 weeks, Video call check-in, 15 minutes: record the quantities actually supplied and the service period.
- Initial nutrition assessment, 60 minutes
- Give the date and say whether the assessment was in person or online; some insurers treat the two differently.
- Follow-up consultation, 30 minutes
- List the follow-up dates, or put them in the notes when several are billed on one line.
- Personalised meal plan, 4 weeks
- Describe what the plan covers and the weeks it runs for, so it reads as written work rather than a vague extra.
- Video call check-in, 15 minutes
- Short check-ins add up; date each one and keep them on their own line rather than inside the follow-ups.
- Intake and service
- Record the intake reference, service date, quantity and agreed service scope.
- Extras and handover
- Separate approved extras, supplied items and the completion or handover time.
- Scope to agree
- Date each consultation, say whether it was in person or online, and keep written meal plans apart from appointment time.
Before sending
- Does “Initial nutrition assessment, 60 minutes” show the quantity actually supplied, not the quantity first quoted?
- Is “Follow-up consultation, 30 minutes” charged at the rate the customer agreed to, with any change approved?
- Is “Personalised meal plan, 4 weeks” finished and accepted, or does it belong on a later invoice?
Show 4 more
- Does “Video call check-in, 15 minutes” show the quantity actually supplied, not the quantity first quoted?
- Reconcile the booked scope with any extra services actually supplied.
- Check that services included in a package have not also been billed separately.
- Match completed work to the order or approval record, and confirm the payment due date and amounts already received.
Worked example with sample figures
The figures below are invented to show how the template adds up: 4 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Initial nutrition assessment, 60 minutes | 1 × $110.00 | $110.00 |
| Follow-up consultation, 30 minutes | 3 × $55.00 | $165.00 |
| Personalised meal plan, 4 weeks | 1 × $90.00 | $90.00 |
| Video call check-in, 15 minutes | 2 × $20.00 | $40.00 |
| Subtotal | $405.00 | |
| Sales tax (8%) | $32.40 | |
| Total | $437.40 | |
Net amount $405.00, sales tax $32.40, total payable $437.40.
What the document must show
The details an invoice has to show, and why each one matters, are set out in the guide below.
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Full requirements: How to write an invoice: a step-by-step example
Frequently asked questions
Can my client claim this invoice from health insurance?
That depends on their policy and on whether it recognises your professional title. Put your registration on the invoice, list each date, and let the client check with their insurer before the first appointment.
How do I bill a package of sessions paid upfront?
Invoice the package once when it is bought, listing what it includes, and record in the notes each session as it is used. A later invoice then only covers sessions or plans beyond the package.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $32.40 on a net amount of $405.00, for a total of $437.40. The editor recalculates all three when you change a quantity, a price or the country.
Is this template free?
Yes. You can fill in this template and print it or save it as a PDF without an account, and there is no payment step and no watermark on the document. Saving it to your account and downloading Excel or Word files need a free account.
Can I download it as Excel, Word or PDF?
Yes. A PDF needs no account: fill in the template and use Print / PDF. The Excel and Word files download from this page with a free account, and the spreadsheet keeps its formulas, so changing a quantity updates the tax and the total.
Read next
Reading for the Dietitian invoice template: How to write an invoice: a step-by-step example and Invoice numbering: sequences and corrections. The VAT and GST calculator works out the tax line for you.