Free Therapist Invoice Template — No Signup
You see clients back-to-back, jot a note between sessions, and the last thing you want at 7 p.m. is rebuilding a superbill in a word processor. Out-of-network clients need a clean document with CPT codes, an ICD-10 diagnosis code, your NPI, and the place-of-service code to file with their insurer — and they need it formatted the way claims departments expect. Generic invoices don't have a CPT 90834 line or a field for the late-cancel policy you set in your intake paperwork. Billify handles private-practice billing: sessions by CPT code, late-cancel and no-show fees, and superbills with tax set to 0 since therapy isn't taxable. No signup. Data stays in your browser.
By KSP Labs, Software Studio behind Billify · Updated June 2026
Live editor — Therapist invoice. No signup. Data stays in your browser.
What to include on a therapist invoice
- CPT code & session length (90834, 90837, etc.)
- ICD-10 diagnosis code
- NPI number
- Place-of-service code
- Late-cancel / no-show fee
- Sliding-scale adjustment
- Couples / family session add-on
- Superbill / statement for out-of-network
Billing tips for therapists
On every superbill, list your NPI, the client's name and date of birth, the service date, the CPT code (90834 for 45-minute individual, 90837 for 60-minute), the ICD-10 diagnosis code, and place-of-service code (11 for office) — insurers reject submissions missing any of these. Use the diagnosis code your treatment plan supports, and never add a diagnosis the client doesn't have just to improve reimbursement odds; that's fraud and it puts your license at risk. Set tax to 0 — psychotherapy is not subject to sales tax in any U.S. state, and a tax line on a superbill only confuses the claims department. Spell out your late-cancel policy (typically 24 or 48 hours) in your intake paperwork and repeat the fee as a line item when you charge it, so the client agreed to it before the missed session. Bill the full session fee for a late cancel, not a reduced 'cancel fee,' because insurance won't cover a no-show and the client is responsible. For out-of-network clients, generate the superbill at the end of each session, not monthly — clients who batch superbills lose them and lose reimbursement. If you offer a sliding scale, show the full fee, then a 'sliding-scale adjustment' line as a negative amount, so the client sees both your real rate and the discount you gave. Keep superbills on file for at least seven years to match medical-record retention. Never put clinical notes on an invoice — superbills carry diagnosis codes, not session content, and mixing them breaches HIPAA.
Therapist invoice FAQ
Do I charge sales tax on therapy sessions?
No. Psychotherapy is a medical service and isn't subject to sales tax in any U.S. state, so set tax to 0 on your invoices. Adding a tax line to a superbill only confuses the insurance claims department and can delay reimbursement. If your invoicing tool defaults tax on, override it.
What has to be on a superbill for out-of-network reimbursement?
Your NPI, the client's name and date of birth, service date, CPT code (e.g., 90834 for 45 minutes), ICD-10 diagnosis code, and place-of-service code. Insurers reject submissions missing any of these. Generate the superbill each session, not monthly — clients who batch them tend to lose reimbursement windows.
How do I handle late-cancel and no-show fees?
State your 24- or 48-hour cancel policy in your intake paperwork so the client agreed before the missed session, then bill the full session fee as a line item when they no-show. Insurance won't cover a no-show, so the client is responsible. Don't reduce it to a smaller 'cancel fee' — charge the full session rate.
Can I put session notes on the invoice?
No. A superbill carries diagnosis codes, dates, and CPT codes — not clinical content. Putting therapy notes on an invoice blurs a billing document with a medical record and can breach HIPAA if the client shares it with an insurer. Keep clinical notes in your EHR, separate from billing.
How should I show a sliding-scale discount?
List your full fee first, then a 'sliding-scale adjustment' line as a negative amount, so the client sees both your real rate and the discount you offered. That transparency protects you if they submit the superbill to insurance and the insurer questions the reduced amount.
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