Invoice template · For therapists
Invoice template for therapists.
A therapist invoice (often called a superbill) should list each session by date and duration, the service or CPT code (90791, 90834, 90837 in the US), the diagnosis code where required, your provider details and licence number, and any sliding-scale or out-of-pocket adjustments. Inbill's Clinic Receipt template provides this format for cash-pay and superbill use; it does not submit claims directly to insurers.
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Clinic Receipt — why it fits
A purpose-built receipt format for clinical practice — calm, formal, and structured around session-based billing with a place for diagnosis or service codes. Clients submitting for insurance reimbursement need exactly this format, and the layout signals professional clinical care without feeling cold.
Open this template in InbillWhy invoicing matters for therapists
Most independent therapists in private practice don't bill insurance directly — they collect from the client at the time of session and provide a "superbill" the client submits to their own insurance for partial reimbursement. The superbill is a specific kind of invoice with strict requirements: session dates and durations, the service code (most commonly 90791 for intake, 90834 for a 45-minute session, 90837 for a 60-minute session in the US), the diagnosis code if the client is seeking insurance reimbursement, the provider's NPI and licence number, and the amount paid. Generic invoice tools either leave fields blank or force the therapist to type all this manually each time. Inbill's Clinic Receipt template was built to handle session-based billing with the formal, calming aesthetic clinical practice expects, and the recurring-invoice feature is well-suited to weekly or biweekly therapy schedules. Important caveat: Inbill produces invoices and superbills, not direct insurance claims — therapists who bill insurance through clearinghouses (like Office Ally or SimplePractice) need a dedicated EHR/billing platform for that workflow.
What goes on the invoice
Typical line items for therapists.
| Line item | Unit | Typical 2026 USD |
|---|---|---|
| Initial intake session (CPT 90791, ~60 min) | per session | $150–$400 |
| Standard 45-minute session (CPT 90834) | per session | $100–$275 |
| Extended 60-minute session (CPT 90837) | per session | $130–$350 |
| Couples / family therapy (CPT 90847) | per session | $150–$350 |
| Group therapy (CPT 90853) | per session | $40–$150 |
| Sliding-scale session (income-adjusted) | per session | $50–$150 |
| Crisis / emergency session (out-of-hours) | per session | $175–$500 |
| Late-cancellation / no-show fee (≤24 hr) | flat | $50–$200 |
On rates
How much should therapists charge?
Private-practice therapy rates in 2026 vary by region, speciality, and licence level. Master's-level therapists (LCSW, LMFT, LPC) in mid-cost US markets charge $100–$175 per 45-minute session; doctoral-level (PhD, PsyD) charge $150–$275; specialists in high-demand niches (EMDR, couples, child) charge $200–$400. New York City, San Francisco, and Boston run 30–50% higher. Most successful private practices set rates around the local insurance reimbursement rate plus 30–50% — the gap is what motivates clients to commit to ongoing work even without in-network coverage. Sliding-scale slots (typically 1-3 per caseload) build community goodwill without dropping your sustainable rate. The single most important policy on the invoice is the late-cancellation / no-show fee — without it, the therapy room sits empty and you absorb the cost of the missed hour.
How to send the invoice
Sending your first invoice as a therapist.
- 01
Pick the Clinic Receipt template (Pro)
Open Inbill, choose Clinic Receipt. The format is built for session-based billing and includes the right structure for service codes, diagnosis codes, and provider credentials.
- 02
Set up your provider details once in Settings
Add your name, credentials, NPI (US providers), licence number, and practice address as default fields. Every superbill auto-populates these — you don't retype them per client.
- 03
List each session by date and CPT code
For a month of weekly sessions, list each one: "2026-05-04 — CPT 90834 — 45 min — $150." Insurers reject superbills that bundle multiple sessions into one line; each date gets its own row.
- 04
Add the diagnosis code in the Notes field if the client is seeking reimbursement
Write "Diagnosis: F33.1 (Major depressive disorder, recurrent, moderate)." Only include if the client has consented and is submitting for reimbursement — diagnosis on documents the client doesn't need creates privacy risk.
- 05
Set up recurring invoices for weekly or biweekly clients
Inbill's recurring invoice feature can issue a session invoice automatically after each scheduled session, or a monthly summary invoice for clients on a steady cadence. Saves significant administrative time at the end of each month.
Frequently asked
Therapist invoice questions, answered.
What's the difference between a therapy invoice and a superbill?
A standard invoice is a request for payment. A superbill is an itemised receipt the client submits to their insurance company for out-of-network reimbursement after they've already paid you. A superbill must include: client name, session dates and durations, service codes (CPT codes in the US), diagnosis codes (ICD-10 in the US), your name and credentials, your NPI and licence number, your tax ID, and the amount paid. A standard cash-pay invoice doesn't need diagnosis or CPT codes; only generate superbills for clients who specifically request them for insurance.
Can therapists use Inbill to bill insurance directly?
No — Inbill produces invoices and superbills (which the client submits to their own insurance for reimbursement), not direct insurance claims. Direct insurance billing requires a dedicated EHR / practice-management platform (SimplePractice, TherapyNotes, Office Ally, AdvancedMD) connected to clearinghouses that submit electronic claims using the X12 837P format. Many private-pay therapists use Inbill for billing and a separate EHR for clinical notes; some use Inbill exclusively because their entire practice is cash-pay.
Should therapists charge a late-cancellation or no-show fee?
Yes — almost universally, the policy is a 24-hour cancellation window with a fee of 50–100% of the session price for cancellations inside the window or no-shows. The fee policy must be in your informed consent document signed at intake AND visible at the time of booking. Without it, the therapy hour sits empty and you absorb the cost. Insurance does not reimburse no-show fees (this is the client's personal cost), so add it as a separate invoice line clearly labelled "Late cancellation fee — 2026-05-04 missed appointment."
How should therapists handle sliding-scale fees on invoices?
Document the sliding-scale rate explicitly on each affected invoice — "Sliding-scale session, income-adjusted rate." This creates a clear paper trail showing the rate adjustment is consistent with your stated sliding-scale policy. Some therapists list the standard rate AND the sliding-scale rate with the difference shown as an adjustment ("Rate $175, sliding-scale adjustment –$75, due $100"); others list only the agreed rate. Either is fine, but be consistent across all sliding-scale clients to avoid the appearance of arbitrary discounting.
Do therapists need to charge sales tax on therapy services?
In most jurisdictions, healthcare services (including mental health therapy provided by a licensed practitioner) are exempt from sales tax. This applies in all US states for licensed clinical work and in the EU/UK for medical services. Always verify with your state department of revenue and your licensing board, especially for non-clinical services you might offer alongside therapy (coaching, workshops, books) — these are often taxable even when the underlying therapy is not.
Adjacent work
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