Invoice Template for Psychologists
This psychology invoice template is built for clinical psychologists, neuropsychologists, child psychologists, and forensic psychologists in private practice or group settings.
Download Your Free Psychologist Invoice Template
Professional invoicing for clinical psychologists, counseling psychologists, school psychologists, and neuropsychologists. Track therapy sessions, psychological testing, assessments, and consultation services with insurance-ready billing codes.
Excel Template
Auto-calculate sessions and testing fees
- Session rate formulas
- Testing hour tracking
- CPT code integration
PDF Template
Professional invoices for clients and insurance
- Insurance-ready format
- Clean presentation
- Secure delivery
Word Template
Customize for your practice specialty
- Flexible editing
- Add practice details
- Custom billing terms
Used by psychology professionals • Insurance-ready • Free download
Everything Psychologists Need for Professional Billing
Comprehensive invoice features designed for psychology professionals
Psychology-Specific CPT Codes
Pre-formatted fields for common psychology billing codes including 90791 (diagnostic evaluation), 90832-90837 (psychotherapy sessions), 96130-96139 (psychological testing), and 90846-90847 (family therapy). Include diagnosis codes for insurance claims and track which services were provided each session.
Testing & Assessment Billing
Document psychological testing hours, assessment administration time, scoring and interpretation, feedback sessions, and report writing. Track cognitive testing, personality assessments, ADHD evaluations, autism screenings, and neuropsychological batteries with appropriate CPT codes.
Insurance & Self-Pay Management
Handle both insurance billing and private pay clients seamlessly. Calculate client co-pays, track insurance authorization numbers, document session limits, and manage out-of-network reimbursements. Split billing between insurance and client responsibility clearly.
Multiple Therapy Modalities
Track individual therapy sessions, couples counseling, family therapy, group psychotherapy, and consultation services. Document telehealth sessions with appropriate modifiers, in-person visits, and hybrid care models with accurate billing codes.
Sliding Scale & Financial Flexibility
Offer reduced rates to clients with financial hardship while maintaining professional documentation. Track pro-bono hours for licensing requirements, document scholarship spots, and manage various fee structures across your client base.
Practice Details & Licensing
Include all necessary professional information: your name with credentials (PhD, PsyD, EdD), license number, NPI number for insurance billing, practice name, tax ID, and contact information. Professional presentation that meets insurance and state requirements.
How to Create Your Psychology Invoice
Follow these simple steps to create your first invoice
Choose Your Format
Download Excel for calculations, PDF for finished invoices, or Word for customization.
Add Your Credentials
Include your name, degree (PhD, PsyD, EdD), license number, and NPI for insurance.
Enter Client Information
Add client name, insurance details, policy number, and authorization code if applicable.
List Services Provided
Document sessions, testing, assessments with dates, CPT codes, and duration.
Calculate & Send
Apply rates, calculate totals with co-pays, and send to clients or insurance.
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Try Invoice Mama FreeWhat to Bill for in Your Psychology Practice
Common items and services you might bill for
Psychotherapy Services
- Individual psychotherapy 45 minutes (90834)
- Individual psychotherapy 60 minutes (90837)
- Psychotherapy 30 minutes (90832)
- Diagnostic evaluation (90791)
- Crisis psychotherapy 60 minutes (90839)
- Cognitive-behavioral therapy (CBT)
- Dialectical behavior therapy (DBT)
- Acceptance and commitment therapy (ACT)
- Psychodynamic psychotherapy
- Exposure therapy
- Trauma-focused therapy
Psychological Testing
- Test administration and scoring (96136)
- Psychological testing evaluation (96130)
- Neuropsychological testing (96132)
- Cognitive assessment
- IQ testing (WAIS, WISC)
- Personality assessment (MMPI, PAI)
- ADHD evaluation
- Autism spectrum assessment (ADOS)
- Learning disability testing
- Memory and cognitive screening
- Test interpretation and feedback
- Comprehensive psychological report
Family & Couples Services
- Family psychotherapy with patient (90847)
- Family psychotherapy without patient (90846)
- Couples therapy
- Marriage counseling
- Parent training and support
- Family systems therapy
Group Therapy
- Group psychotherapy (90853)
- Skills training group
- Process-oriented group therapy
- Psychoeducational groups
- Support group facilitation
Specialized Services
- Forensic psychological evaluation
- Custody evaluation
- Competency assessment
- Disability evaluation
- Pre-surgical psychological evaluation
- Sports psychology consultation
- Executive coaching for psychologists
Consultation & Supervision
- Professional consultation
- Treatment planning consultation
- Case review and supervision
- Multidisciplinary team meetings
- School consultation services
Administrative Services
- Report writing
- Record review and summary
- Letter writing for patients
- Coordination with other providers
- Treatment plan development
- Progress note preparation
Best Practices for Psychology Invoicing
Follow these proven strategies to maintain compliance, get paid faster, and reduce administrative burden.
Invoice Immediately After Each Session
Send invoices within 24-48 hours of service delivery. Prompt billing leads to faster payment and reduces outstanding balances. For insurance claims, timely submission prevents denials due to filing deadlines. Most insurance companies require claims within 90 days of service.
Use Accurate CPT Codes
Always include correct CPT codes for psychology services: 90791 for diagnostic evaluations, 90834/90837 for therapy sessions, 96130-96139 for testing services. Accurate coding ensures proper reimbursement and prevents claim rejections. Verify codes annually as they change.
Document Session Details Thoroughly
Record exact start and end times, total session duration, service location (office, telehealth, school), and any relevant session notes for billing purposes. Detailed documentation protects you during insurance audits and provides evidence if billing questions arise later.
Clarify Financial Responsibility Upfront
Discuss fees, insurance coverage, co-pays, and payment expectations during the initial consultation. Provide written fee policies and have clients sign acknowledgment. Clear financial agreements upfront prevents misunderstandings and improve payment compliance.
Track Insurance Authorizations
Monitor pre-authorization requirements and session limits for insurance clients. Document authorization numbers, approved session counts, and expiration dates on invoices. Alert clients when approaching session limits to avoid unexpected out-of-pocket costs.
Maintain HIPAA Compliance
Keep clinical notes separate from billing records. Include only minimum necessary information on invoices: dates, service codes, and amounts. Never include treatment details, progress notes, or sensitive diagnoses on invoices sent to clients or third parties.
Why Psychologists Choose Invoice Mama
Move beyond templates and transform your invoicing workflow
Save Hours on Billing
Create professional psychology invoices in under 2 minutes instead of 15+ minutes per invoice.
Insurance Billing Simplified
Auto-populate CPT codes, NPI numbers, and diagnosis codes for faster insurance claim submission.
Track Every Client Session
Remember session dates, payments received, outstanding balances, and authorization status for all clients.
HIPAA-Compliant Storage
Store client billing information securely with encrypted, HIPAA-compliant data protection.
Sliding Scale Made Easy
Manage reduced-fee clients, track pro-bono hours, and adjust rates quickly for financial hardship cases.
Affordable Pricing
Start free. Upgrade anytime for unlimited invoicing and faster payments. Cancel whenever.
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Frequently Asked Questions
Everything you need to know about psychology & mental health invoices
Is this psychologist invoice template really free?
Yes, completely free to download in Excel, PDF, and Word formats. No email required, no credit card needed, no hidden charges. Download as many times as you need for your psychology practice. Works for clinical psychologists, school psychologists, neuropsychologists, and all psychology specializations.
What information should I include on a psychology invoice?
Every psychology invoice should include: your name with credentials (PhD, PsyD, EdD), license number and state, NPI number for insurance billing, practice name and contact information, client name (or client ID for privacy), session date and duration, CPT code for service type (90791, 90834, 90837, 96130, etc.), diagnosis code if billing insurance, session fee or hourly rate, co-pay amount if applicable, total amount due, insurance information (carrier, policy number, authorization number) and payment terms.
What CPT codes do psychologists use for billing?
Common psychology CPT codes include: 90791 (psychiatric diagnostic evaluation), 90832 (30-minute psychotherapy), 90834 (45-minute psychotherapy), 90837 (60-minute psychotherapy), 90839-90840 (crisis psychotherapy), 90846-90847 (family therapy), 90853 (group therapy), 96130-96131 (psychological testing evaluation services), 96136-96137 (psychological test administration and scoring), and 96138-96139 (neuropsychological testing). Always verify current codes with insurance carriers.
How should I bill for psychological testing?
Psychological testing uses different codes than therapy: 96130-96131 for the first hour of testing evaluation and each additional hour, 96136-96137 for test administration and scoring, and 96138-96139 for neuropsychological testing. Bill separately for administration time, scoring time, interpretation, report writing, and feedback sessions. Document total hours spent and which tests were administered.
Can I offer sliding scale fees as a psychologist?
Yes, offering sliding scale fees is ethical and common in psychology practice. Clearly document your standard rate and the adjusted rate on invoices. Many state licensing boards require psychologists to provide some pro-bono or reduced-fee services. Tracking sliding scale clients helps meet these requirements and demonstrates community service.
How do I handle insurance billing versus private pay clients?
For insurance billing, include all required information: CPT codes, diagnosis codes, NPI number, authorization numbers, and session details. Submit claims directly to insurance or provide clients with superbills for out-of-network reimbursement. For private pay clients, invoices can be simpler with just session details and amounts due. Many psychologists prefer private pay for better reimbursement rates and less administrative burden.
Should I charge for missed appointments or late cancellations?
Most psychologists charge full session fees for no-shows or cancellations within 24-48 hours. This policy should be clearly outlined in your informed consent paperwork and practice policies. Note that insurance typically will not cover cancellation fees, so these are always client responsibility. A clear cancellation policy protects your income and encourages clients to attend scheduled sessions.
How do I bill for telepsychology sessions?
Telepsychology sessions use the same CPT codes as in-person sessions (90834, 90837, etc.) but may require adding modifier 95 to indicate telehealth service. Some insurance companies have specific telehealth requirements. Verify coverage and billing procedures with each insurance carrier. Most states now require insurance to reimburse telehealth at the same rate as in-person services.
What are superbills and when should psychologists provide them?
Superbills are detailed invoices that clients can submit to their insurance companies for out-of-network reimbursement. Include all information insurance needs: your NPI number, tax ID, license number, client information, diagnosis codes (ICD-10), CPT codes, session dates, fees charged, and amount paid. Provide superbills to clients with out-of-network benefits who prefer to pay upfront and seek reimbursement themselves.
Do psychology invoices need to be HIPAA compliant?
Yes, HIPAA applies to all protected health information including billing records. Keep invoices secure, limit access to authorized billing staff only, and include only minimum necessary information. Never include therapy notes, detailed treatment information, or sensitive diagnoses on invoices sent to clients. Maintain separate clinical and financial documentation systems.
Can I charge for report writing and administrative time?
Yes, psychologists should charge for professional time spent on report writing, treatment plan development, consultation with other providers, court report preparation, and disability paperwork. These services require significant professional expertise and time. Communicate your administrative fee policy clearly during intake. Typical rates range from $100-250 per hour depending on complexity and your location.
How should I handle unpaid psychology invoices?
Send professional payment reminders at 15, 30, and 60 days past due. Consider collecting payment at time of service to prevent balances accumulating. Some psychologists pause services until accounts are current. If a client genuinely cannot pay, you might adjust their rate, establish a payment plan, or transition them to sliding scale rather than terminating therapy abruptly for financial reasons.
What payment methods should psychologists accept?
Accept multiple payment methods for client convenience: credit/debit cards, bank transfers, checks, and digital payments (PayPal, Venmo, Zelle). Online payment options significantly reduce payment delays. Consider absorbing credit card processing fees (typically 2.5-3%) as a cost of doing business since faster payment is often worth more than the fees.
Do I need different invoices for different psychology specialties?
The same invoice template works for all psychology specialties (clinical, counseling, school, neuropsychology, forensic, sports) but customize it for your specific services. Clinical psychologists focus on therapy and testing codes, neuropsychologists emphasize testing batteries and assessment codes, forensic psychologists bill for evaluations and court time, and school psychologists include consultation and IEP-related services.
How do I bill for couples or family therapy as a psychologist?
Use CPT code 90847 for family psychotherapy with the identified patient present, or 90846 when the patient is not present. Bill under the identified patient's name and insurance if applicable. For couples where both are clients, decide who is the primary account holder. Some psychologists bill couples therapy as private pay to avoid insurance complications around who is the "patient."
Should I include my psychology license number on invoices?
Yes, always include your license number and the state where you are licensed. Many insurance companies require this information for claim processing. Including your license number also demonstrates professionalism, meets state regulatory requirements, and provides clients with verification of your credentials.
How do I invoice for forensic psychology services like custody evaluations?
Forensic evaluations typically use different billing structures than therapy. Bill by the hour for all time spent: interviews, testing, record review, report writing, and potential court testimony. Common rates are $200-500 per hour depending on expertise and location. Require retainers upfront (typically 50% of estimated total). Clearly outline what services are included and bill additional hours as needed. Note that insurance rarely covers forensic services, so these are usually private pay.
What is the difference between psychologist and psychotherapist invoicing?
Psychologists hold doctoral degrees (PhD, PsyD, EdD) and can perform psychological testing, which uses different CPT codes (96130-96139) than therapy. Psychotherapists may hold masters-level licenses (LCSW, LPC, LMFT) and primarily provide therapy services. Psychologist invoices often include both therapy codes and testing codes, while psychotherapist invoices focus mainly on therapy session codes. Both should include appropriate credentials and license information.
Why use Invoice Mama instead of these free templates?
Free templates work for occasional invoicing, but if you see multiple clients weekly, Invoice Mama saves significant time. Benefits include: automatic client and session tracking, CPT code auto-population, insurance claim tracking with authorization management, HIPAA-compliant cloud storage, automated payment reminders for overdue invoices, superbill generation for out-of-network clients, sliding scale rate management, and detailed revenue reports for your practice. Try free, upgrade when ready, cancel anytime - zero commitment.
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