Therapy session invoice
Invoice template for therapists and counsellors: individual session, assessment and written report. Fill it in online, download Excel or Word, or print to PDF.
Templates by industry
- Individual session
- Assessment
- Written report
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Individual session" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Written report". 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 therapy invoice has to work as a payment record without saying more about the client than necessary. It names the service, the date and the length of each session, not what was discussed. Assessments and written reports take time outside the session and are billed on their own lines, which matters when an insurer or a referring agency pays for part of the work and needs to see exactly what it covers.
Fields to prepare
- Deliverables and line items
- Individual session, Assessment, Written report: record the quantities actually supplied and the service period.
- Individual session
- Give each session's date and length, such as 50 minutes, and keep the description neutral, for example individual therapy session, without clinical details.
- Assessment
- Bill the time for administering and scoring the assessment, and name it only as far as the payer requires; the results belong in the report, not on the invoice.
- Written report
- State who requested the report, its delivery date and the time spent, and to whom it is billed if not to the client.
- 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
- Record the number and length of sessions, the cancellation policy, and whether a report is needed for an insurer or an agency.
Before sending
- Does “Individual session” show the quantity actually supplied, not the quantity first quoted?
- Is “Assessment” charged at the rate the customer agreed to, with any change approved?
- Is “Written report” finished and accepted, or does it belong on a later invoice?
Show 3 more
- 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: 3 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Individual session | 5 × $1,200.00 | $6,000.00 |
| Assessment | 1 × $1,500.00 | $1,500.00 |
| Written report | 8 × $1,500.00 | $12,000.00 |
| Subtotal | $19,500.00 | |
| Sales tax (8%) | $1,560.00 | |
| Total | $21,060.00 | |
Net amount $19,500.00, sales tax $1,560.00, total payable $21,060.00.
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
How should a late cancellation appear on the invoice?
Show it as its own line with the date and your cancellation fee, described plainly as a late cancellation under the agreed policy. Keep the session lines for sessions that took place, so the payer can tell the two apart.
Can one invoice cover a whole month of sessions?
Yes. List each session as a line with its date, or use one line with the number of sessions and the dates in the description. A monthly invoice often suits clients who claim from an insurer, as long as each date is visible.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $1,560.00 on a net amount of $19,500.00, for a total of $21,060.00. The editor recalculates all three when you change a quantity, a price or the country.
Can I change the layout and colour?
Yes. The editor offers other layouts and a document colour for the printed page. Changing them moves no figure: the lines and totals stay as they are, and the PDF, Word and Excel files follow the layout you pick.
Can I email it to the customer?
Yes, from your own mail app. With a free account, the editor’s download menu offers Email this document, which opens your mail app with a message about the document already written. QuoteBill sends nothing itself, so save the PDF and attach it before you send.
Read next
Reading for the Therapy session invoice: How to write an invoice: a step-by-step example and Credit note vs invoice (and credit memo): how to issue one. The VAT and GST calculator works out the tax line for you.