Invoice Template for Therapists
Therapists bill for individual, couples, or group sessions. Your invoice—or superbill for insurance—must include credentials, CPT codes, diagnosis, and session details. Clear documentation supports client reimbursement and ensures compliant, timely payment.
Key takeaways
- Include all essential details: your info, client info, invoice number, itemized services, and payment terms
- Be specific about deliverables — vague line items lead to payment disputes
- Set clear payment terms with a due date and late fee policy
- Follow up promptly when payments are overdue — use a tracking system
What to Include on Your Therapists Invoice
- Your name, credentials (LCSW, LMFT, PhD), license number, and NPI
- Client name (or "Self" for privacy) and date of birth
- Invoice number and session date
- CPT code and session type (90834, 90837, etc.)
- Diagnosis code (ICD-10)
- Session duration and fee
- Payment received or balance due
Need help crafting a professional reminder for an overdue invoice? Use the free email generator to create payment reminders in seconds. For UK businesses, the HMRC invoice requirements outline exactly what every invoice must include to be legally valid.
Common Therapists Invoicing Mistakes to Avoid
- Missing NPI or license — required for insurance superbills
- Incorrect CPT codes — 90834 (45 min) vs 90837 (60 min)
- Vague diagnoses — use specific ICD-10 codes
- Not dating the session — insurance requires service date
- Including more client info than necessary for privacy
How Therapistss Get Paid Faster
- Use superbill format for clients who submit to insurance
- Include only essential info for privacy (avoid full notes)
- Invoice session-by-session or monthly
- Specify sliding scale or reduced fee if applicable
- Keep records for 7+ years for compliance
Tracking invoices manually is error-prone. Track your outstanding invoices with a visual Kanban board, built-in chase history, and a plan your follow-up timeline tool.
Already Sent the Invoice? Now Track It and Get Paid.
The real problem starts after you send the invoice
Creating an invoice takes minutes. Getting paid can take weeks. The hard part is knowing which clients haven't paid, when to follow up, and what you already said. Spreadsheets and memory don't cut it when you have multiple invoices in flight.
InvoiceGrid is built for exactly this. Open it each morning, see who to chase today, generate the right follow-up email, and log everything — so you have a paper trail if things escalate.
- Today View — shows exactly which invoices need attention each morning
- Chase History — log every email, call, or message sent per invoice
- Email Generator — professional reminder emails in 5 tones, from friendly to final notice
- Evidence Pack — dispute-ready documentation if a client refuses to pay
Free Chase Tools for Invoice Payments
Once you've sent your invoice, these free tools help you manage due dates, calculate late fees, and track what you're owed — no signup required.
Due Date Calculator
Calculate exact due dates for Net 7, 15, 30, 45, 60, 90 or custom terms
Late Fee Calculator
Calculate how much a client owes including late fees and accrued interest
Reminder Email Generator
Generate payment reminders in 5 tones — from friendly to final notice
AR Aging Report Generator
See all outstanding invoices bucketed by 0–30, 31–60, 61–90, 90+ days
Other Invoice Templates
Looking for a template for a different profession? Browse our other guides:
Frequently Asked Questions
How do therapists typically bill?+
Per session ($100-250 for 50-60 min). Sliding scale for some clients. Superbills for out-of-network insurance. In-network: bill insurance directly.
What CPT codes do therapists use?+
90834 (45 min individual), 90837 (60 min individual), 90846/90847 (couples/family). Use correct code for session length. 90832 for 30 min.
What should therapists include on a superbill?+
Provider NPI, credentials, diagnosis (ICD-10), CPT code, session date, fee charged. Client info needed for insurance submission. Keep format consistent.
Ready to Track Your Invoices Visually?
Stop losing track of who owes you money. InvoiceGrid gives you a visual Kanban board, chase history, and professional email reminders.