What therapists need on an invoice

A therapy invoice has to do two jobs at once. It must be clear enough for a private-pay client to understand at a glance, and complete enough for an insurer or HSA/FSA administrator to process if the client submits it for reimbursement. The good news is the same document can do both. Add the standard practice and client blocks, the dates of service, a clear description of each service, and the totals, and you have a private-pay invoice. Add your NPI, license number, and CPT plus ICD-10 codes and the same document becomes a superbill.

Whautomate customers automate this whole step: invoices generate and send themselves the moment a session ends, payment links go in the same message, and the system chases unpaid invoices over WhatsApp until they clear. Use this generator for one-off invoices today, then automate the rest later.

What to include on a therapy invoice

• Practice detailsPractice name, your name, credentials, address, phone, and email. License number and NPI if for insurance.
• Client detailsClient's full legal name and contact. Add date of birth and insurance member ID if the client may submit for reimbursement.
• Invoice number and datesA unique invoice number, the issue date, and a due date. Sequential numbering matters for bookkeeping.
• Dates of serviceOne line per session, with the actual session date. Insurance reimbursement requires this; private-pay clients appreciate the clarity.
• Service descriptionsPlain-language description plus CPT code if for insurance (e.g. 90837 - Individual psychotherapy, 60 minutes).
• Units, rate, and amountHow many units of the service, the rate per unit, and the line total.
• Subtotal, tax, and totalSubtotal, any tax (with label), any discount, and the total due in the practice's currency.
• Payment termsHow and when to pay. Include bank transfer details or a payment link.

Therapy invoice example

For a private-pay weekly therapy client billed monthly, a typical invoice has four to five line items, one per session. The description reads "Individual psychotherapy, 50 minutes" with the date in the date column. Rate matches the contracted session fee. Subtotal sums the lines. Tax is left blank in most US states. Total due is highlighted, with payment instructions in the footer. The whole document fits on one A4 or letter page.

If the same client wants to claim out-of-network reimbursement, the only changes are: prepend "90837" to the description, add the client's diagnosis (ICD-10) and your NPI, license number, and tax ID to the practice block, and label the document "Superbill" or "Invoice / Superbill" at the top. Same data, slightly more fields.

Frequently asked questions

Can I use this invoice for insurance reimbursement?

You can. Most US insurance reimbursement uses a superbill, which adds CPT, ICD-10, and place-of-service codes to the invoice. Add those to the Description column for each line item, plus your NPI and license number to the practice block. Outside the US, requirements vary; check with your client's insurer.

Do I need to include CPT codes?

Only if the invoice will be submitted for insurance or HSA/FSA reimbursement. For private-pay clients, a clear description of the service is enough. If you do include CPT codes, prefix the description with the code (e.g. 90837 - Individual psychotherapy, 60 minutes).

What is a superbill, and is this one?

A superbill is an invoice with the extra information an insurer needs to process an out-of-network claim: your NPI, license number, tax ID, the client's diagnosis (ICD-10) and procedure (CPT) codes, and the place of service. This generator can produce a superbill if you fill in those fields and include the codes in each line item.

Is this invoice template HIPAA compliant?

Nothing you type ever leaves your browser. The form, live preview, and PDF are generated locally on your device. No client data is transmitted to or stored on our servers.

Which currencies does the generator support?

USD, EUR, GBP, CAD, AUD, NZD, SGD, INR, AED, ZAR, JPY, and HKD out of the box. The default is selected from your country, and you can switch at any time. The currency symbol and code both render on the PDF.

Can I save my practice details?

Practice details are saved in your browser's local storage so the next invoice you create on the same device pre-fills automatically. Nothing is sent to our servers. Use the Clear button to wipe the saved details.

Tired of creating invoices one by one?

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