Invoice Template for Psychotherapy
HIPAA-compliant invoice templates built for psychotherapists, counselors, psychologists, and mental health clinicians. Track individual therapy, couples counseling, group sessions, psychiatric consultations, and psychological assessments. Works perfectly for private practice therapists, clinic directors, teletherapy providers, and insurance billing.
Insurance Billing Ready
Include CPT codes, diagnosis codes, and insurance information for seamless claim submission.
Session Tracking
Document every therapy session with date, duration, modality, and treatment notes.
Sliding Scale Support
Easily adjust rates for sliding scale clients while maintaining professional documentation.
Download Your Free Psychotherapy Invoice Template
Professional invoice templates designed specifically for psychotherapists, licensed counselors, psychologists, and mental health professionals. Track therapy sessions, insurance claims, co-pays, and billing codes with automatic calculations. Perfect for private practice, group therapy, teletherapy, and sliding scale billing.
Excel Template
Auto-calculate sessions, insurance, and co-pays
- CPT code tracking
- Insurance claim formulas
- Session rate calculations
PDF Template
HIPAA-compliant invoices ready to send
- Secure format
- Insurance-ready
- Print-friendly
Word Template
Customize for your practice needs
- Easy editing
- Add custom codes
- Practice branding
Used by mental health professionals • HIPAA-compliant • Free forever
Everything Your Therapy Practice Needs
Complete billing features designed for mental health professionals
CPT & Diagnosis Code Integration
Include standard CPT codes (90791, 90834, 90837, 90847) for individual, couples, and family therapy. Add ICD-10 diagnosis codes for insurance claims. Track which codes apply to each session for accurate billing and reimbursement.
Insurance & Co-Pay Management
Calculate patient co-pays, track insurance payments, and document out-of-pocket expenses. Split billing between insurance carriers and clients automatically. Perfect for managing multiple insurance panels and direct billing.
Sliding Scale & Financial Hardship
Offer reduced rates to clients experiencing financial difficulty while maintaining professional invoicing. Document adjusted fees, track scholarship spots, and manage pro-bono hours for license renewal requirements.
Teletherapy Session Documentation
Document virtual therapy sessions with platform used, session duration, and technical notes. Include telehealth-specific CPT modifiers for insurance billing. Track synchronous video sessions versus asynchronous messaging.
Group Therapy Billing
Invoice multiple participants for group therapy sessions. Calculate per-person rates, track attendance, and manage group-specific billing codes. Perfect for process groups, psychoeducational groups, and support groups.
Confidential Client Information
Maintain HIPAA compliance with secure client information handling. Include only necessary billing details without exposing sensitive treatment information. Separate clinical notes from financial documentation as required by privacy laws.
How to Use Your Psychotherapy Invoice Template
Follow these simple steps to create your first invoice
Choose Your Format
Download Excel for automatic calculations, PDF for secure sending, or Word for customization.
Add Practice & License Details
Include your name, credentials (LCSW, PhD, PsyD), practice name, NPI number, and license number.
Enter Client & Insurance Info
Add client name (or anonymous ID), insurance carrier, policy number, and authorization codes.
Document Sessions & Codes
List each therapy session with date, duration, CPT code, and diagnosis code for billing.
Calculate & Submit
Apply co-pays, calculate totals, and send to clients or submit directly to insurance.
Want to skip these steps entirely?
With Invoice Mama, your business details are saved once and auto-filled on every invoice. Create invoices in under 2 minutes.
Try Invoice Mama FreeServices to Include on Your Psychotherapy Invoice
Common items and services you might bill for
Individual Therapy Sessions
- Diagnostic interview (90791)
- Psychotherapy 45 minutes (90834)
- Psychotherapy 60 minutes (90837)
- Psychotherapy 30 minutes (90832)
- Crisis intervention session
- EMDR therapy session
- Cognitive behavioral therapy (CBT)
- Dialectical behavior therapy (DBT)
- Psychodynamic therapy
Couples & Family Therapy
- Family therapy with patient (90847)
- Family therapy without patient (90846)
- Couples counseling session
- Marriage therapy
- Parent-child therapy
- Pre-marital counseling
- Relationship counseling
Group Therapy Services
- Group psychotherapy (90853)
- Process group therapy
- Psychoeducational group
- Support group facilitation
- Skills training group (DBT)
- Substance abuse group
Psychological Testing
- Psychological diagnostic evaluation
- Cognitive testing
- Personality assessment
- ADHD evaluation
- Autism spectrum screening
- Learning disability assessment
- Test scoring and interpretation
Specialized Services
- Psychiatric diagnostic evaluation
- Medication management session
- Play therapy session
- Art therapy
- Sand tray therapy
- Biofeedback session
- Hypnotherapy
Teletherapy & Virtual Care
- Video therapy session (95 modifier)
- Phone therapy consultation
- Asynchronous messaging therapy
- Virtual crisis intervention
- Online group therapy
Administrative Services
- Initial consultation (free/paid)
- Treatment plan development
- Progress report preparation
- Court testimony preparation
- Records review and transfer
- Coordination with other providers
- Insurance pre-authorization
Additional Fees
- Late cancellation fee (within 24 hours)
- No-show fee
- After-hours session premium
- Weekend appointment surcharge
- Extended session time
- Report writing fee
Best Practices for Psychotherapy Billing
Follow these proven strategies to maintain HIPAA compliance, get paid faster, and reduce billing disputes.
Invoice Within 48 Hours of Session
Send invoices immediately after therapy sessions while details are fresh. Prompt billing leads to faster payment and reduces outstanding balances. Most insurance claims require submission within specific timeframes, so don't delay your invoicing process.
Use Standard CPT Codes
Always include appropriate CPT codes for insurance billing: 90791 (intake), 90834 (45-min session), 90837 (60-min session), 90847 (family therapy). Accurate coding prevents claim denials and ensures proper reimbursement rates from insurance carriers.
Document Session Details
Record date, start time, end time, and total duration for each therapy session. Include session modality (in-person, video, phone) and any special circumstances. Detailed documentation protects you during insurance audits and billing disputes.
Maintain HIPAA Compliance
Keep financial records separate from clinical notes. Include only minimum necessary information on invoices: client name, date, service code, and amount. Never include diagnoses, treatment details, or sensitive information on invoices sent to clients.
Clarify Payment Responsibility
Clearly state what client owes versus what insurance covers. Show co-pay amounts, deductibles, and out-of-pocket maximums. Transparent billing reduces confusion and increases payment compliance from clients managing complex insurance benefits.
Track Unpaid Balances
Monitor outstanding invoices carefully and send payment reminders at 15, 30, and 60 days. Many therapists lose significant revenue from forgotten unpaid balances. Consider requiring payment at time of service to reduce collections issues.
Why Therapists Choose Invoice Mama
Move beyond templates and transform your invoicing workflow
HIPAA-Compliant Storage
Store client billing information securely with encrypted, HIPAA-compliant data protection.
Insurance Billing Made Easy
Include CPT codes, diagnosis codes, and NPI numbers automatically for faster claim submission.
Track All Sessions
Remember every client session, payment status, and outstanding balances in one secure place.
Sliding Scale Support
Manage reduced-fee clients and pro-bono hours with flexible rate adjustments and tracking.
Superbill Generation
Create detailed superbills for clients to submit to out-of-network insurance carriers.
Affordable Pricing
Try free. Upgrade to unlock unlimited invoices and faster payments. Cancel anytime.
Ready to upgrade from templates?
Join thousands of professionals who've switched to Invoice Mama for faster, easier invoicing.
No credit card required • 5 invoices & estimates per month for free
Templates are great. Automation is better.
Stop filling out the same information over and over. Invoice Mama remembers your details, tracks your clients, and automates the boring stuff so you can focus on your work.
Save 5+ hours every month on invoicing tasks.
What you get with Invoice Mama:
Get started for free. No credit card required.
Frequently Asked Questions
Everything you need to know about mental health & therapy invoices
Is this psychotherapy invoice template really free?
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.
What information should I include on a psychotherapy invoice?
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.
What CPT codes should therapists use for billing?
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.
How should I bill for teletherapy sessions?
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.
Can I offer sliding scale fees to clients?
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.
How do I handle insurance billing versus private pay?
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.
Should I charge late cancellation fees?
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.
How do I bill for couple or family therapy?
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.
What are superbills and when should I 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 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.
Do I need to be HIPAA compliant with my invoices?
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.
How should I handle unpaid therapy invoices?
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.
Can I charge for report writing and administrative tasks?
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.
Why use Invoice Mama instead of free templates?
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. Try free, upgrade when you're ready, cancel anytime - no long-term commitment required.
More Invoice Templates
Find the perfect template for your industry
Consulting
Consulting invoice template (free): hourly, retainer, and project billing. Download Excel, PDF, or Word with line items, expenses, and payment terms.
Get StartedFreelance
Freelance invoice template for hourly, project, and retainer billing. Download free in Excel, PDF, and Word.
Download FreeSole Trader
Sole trader invoice template with ABN and GST fields for Australia. Download free in Excel, PDF, and Word.
Use This