Question 1

Is this psychotherapy invoice template really free?

Accepted Answer

Yes, completely free to download in Excel, PDF, and Word formats. No email signup required, no credit card needed, and no hidden fees. Download as many times as you need for your therapy practice, whether you are in private practice or working at a clinic.

Question 2

What information should I include on a psychotherapy invoice?

Accepted Answer

Every psychotherapy invoice must include: your name and credentials (LCSW, LPC, PhD, PsyD, etc.), practice name and address, NPI number and license number, client name (or anonymous client ID for extra privacy), session date and time, session duration, CPT code for the service type (90791, 90834, 90837, etc.), diagnosis code if billing insurance, session rate, co-pay amount if applicable, total amount due, and payment terms. For insurance billing, also include policy number and insurance carrier information.

Question 3

What CPT codes should therapists use for billing?

Accepted Answer

Common psychotherapy CPT codes include: 90791 (psychiatric diagnostic evaluation without medical services), 90832 (30-minute therapy session), 90834 (45-minute therapy session), 90837 (60-minute therapy session), 90846 (family therapy without patient present), 90847 (family therapy with patient present), and 90853 (group psychotherapy). Always verify current codes with insurance carriers as they update periodically.

Question 4

How should I bill for teletherapy sessions?

Accepted Answer

Teletherapy sessions use the same CPT codes as in-person therapy but may require adding modifier 95 to indicate the service was provided via real-time video. Some insurance carriers have specific telehealth billing requirements, so verify coverage before providing virtual services. Most states now have telehealth parity laws requiring insurance to cover virtual therapy at the same rate as in-person.

Question 5

Can I offer sliding scale fees to clients?

Accepted Answer

Yes, offering sliding scale fees is common and ethical in therapy practice. Document your standard rate and the adjusted rate on invoices. Many licensing boards require pro-bono or reduced-fee hours for license renewal, so tracking sliding scale clients helps meet those requirements. Ensure your sliding scale policy is clear and applied fairly.

Question 6

How do I handle insurance billing versus private pay?

Accepted Answer

For insurance billing, include CPT codes, diagnosis codes, and all insurance information on invoices. Submit claims directly to insurance carriers 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 therapists prefer private pay to avoid insurance hassles and maintain more client privacy.

Question 7

Should I charge late cancellation fees?

Accepted Answer

Most therapists charge full session fees for cancellations within 24-48 hours or no-shows. This policy should be clearly outlined in your informed consent paperwork and on your invoices. Note that insurance typically won't cover late cancellation fees, so these are client responsibility. A clear cancellation policy protects your income from last-minute schedule changes.

Question 8

How do I bill for couple or family therapy?

Accepted Answer

Use CPT code 90847 for family therapy with the identified patient present. Bill under the identified patient's name and insurance (if applicable). If the patient isn't present, use code 90846. For couples therapy where both are clients, decide who is the primary account holder for billing purposes. Some therapists bill couples therapy as private pay to avoid insurance complications.

Question 9

What are superbills and when should I provide them?

Accepted Answer

Superbills are detailed invoices that clients can submit to their insurance companies for out-of-network reimbursement. Include all information insurance needs: your NPI and tax ID, client information, diagnosis codes, CPT codes, session dates and fees. Provide superbills to clients with out-of-network benefits or those who prefer to pay upfront and seek reimbursement.

Question 10

Do I need to be HIPAA compliant with my invoices?

Accepted Answer

Yes, HIPAA applies to all protected health information (PHI), including billing records. Keep invoices secure, limit access to billing staff only, and include only minimum necessary information. Don't include therapy notes, treatment details, or sensitive diagnoses on invoices sent to clients. Separate your clinical documentation from financial records.

Question 11

How should I handle unpaid therapy invoices?

Accepted Answer

Send friendly payment reminders at 15 days, 30 days, and 60 days past due. Consider requiring payment at time of service to prevent balances from accumulating. Some therapists pause services until accounts are current. If a client truly can't pay, you might adjust their rate, set up a payment plan, or transition them to sliding scale rather than ending therapy abruptly.

Question 12

Can I charge for report writing and administrative tasks?

Accepted Answer

Yes, therapists can and should charge for time spent writing treatment plans, progress reports, letters for court, disability paperwork, and coordination with other providers. These services take significant professional time. Clearly communicate your administrative fee policy upfront. Typical rates range from $50-200 depending on the task complexity and your location.

Question 13

Why use Invoice Mama instead of free templates?

Accepted Answer

Free templates work for occasional billing, but if you see multiple clients weekly, Invoice Mama saves hours of administrative time. Benefits include: HIPAA-compliant cloud storage, automatic CPT code inclusion, client session history tracking, insurance claim tracking, automated payment reminders, superbill generation, sliding scale management, and revenue reports for your practice. Start with 10 free invoices, then just $69 once for lifetime unlimited access with no monthly subscriptions.

Free Psychotherapy Invoice Template

Insurance Billing Ready

Session Tracking

Sliding Scale Support

Download Your Free Psychotherapy Invoice Template

Excel Template

PDF Template

Word Template

Everything Your Therapy Practice Needs

CPT & Diagnosis Code Integration

Insurance & Co-Pay Management

Sliding Scale & Financial Hardship

Teletherapy Session Documentation

Group Therapy Billing

Confidential Client Information

How to Use Your Psychotherapy Invoice Template

Choose Your Format

Add Practice & License Details

Enter Client & Insurance Info

Document Sessions & Codes

Calculate & Submit

Services to Include on Your Psychotherapy Invoice

Individual Therapy Sessions

Couples & Family Therapy

Group Therapy Services

Psychological Testing

Specialized Services

Teletherapy & Virtual Care

Administrative Services

Additional Fees

Best Practices for Psychotherapy Billing

Invoice Within 48 Hours of Session

Use Standard CPT Codes

Document Session Details

Maintain HIPAA Compliance

Clarify Payment Responsibility

Track Unpaid Balances

Why Therapists Choose Invoice Mama

HIPAA-Compliant Storage

Insurance Billing Made Easy

Track All Sessions

Sliding Scale Support

Superbill Generation

One-Time Payment

Ready to upgrade from templates?

Templates are great. Automation is better.

What you get with Invoice Mama:

Frequently Asked Questions

More Invoice Templates

Consulting Invoice Template

Freelance Invoice Template

Sole Trader Invoice Template