What should a therapy invoice include?
A private-practice invoice should show the session type and length, the number of sessions and the date range, your fee per session, and your practice details. Clients who intend to claim reimbursement from an insurer will usually need extra information from you, so ask what their plan requires before issuing the invoice.
What is a superbill and do I need one?
A superbill is an itemized receipt a client submits to their insurer to seek out-of-network reimbursement. It generally needs more detail than a standard invoice, including diagnosis and procedure codes and your provider identifiers. This tool creates a clean itemized invoice, and you can add the codes your client's insurer asks for as line items.
Should therapists charge for late cancellations?
A 24-hour cancellation policy is standard in private practice because the reserved hour cannot be filled at short notice. Agree it at intake, put it in writing, and repeat it on each invoice so it is understood as routine practice rather than a penalty aimed at one client.
What information do insurers usually need?
Requirements vary by insurer and by country, so ask the client to confirm with their plan rather than guessing. Commonly requested items include the dates of service, the session type and duration, procedure codes, a diagnosis code, your provider identifier or registration number, your practice details, and the amount paid. Missing a single required field is one of the most frequent reasons a reimbursement claim is rejected, which then comes back to you as an administrative problem. Asking at intake what the client's insurer requires takes a few minutes and prevents repeated reissuing of documents later.
How should I handle sliding scale fees?
Set the policy in advance and apply it consistently, rather than negotiating individually in the moment. Decide how many reduced-fee slots you can sustain, what evidence if any you ask for, and how often the arrangement is reviewed. Show the fee actually charged on the invoice rather than the full fee with a discount, unless the client needs the full figure for a reimbursement claim, in which case show both clearly. Consistency matters both ethically and practically, because ad hoc arrangements become difficult to explain if clients compare notes or if a fee needs to be revisited.
Should therapists take payment before or after a session?
At or before the time of service is the norm in private practice, and it avoids accumulating balances that become awkward to raise with someone you are in a therapeutic relationship with. Chasing an unpaid invoice is uncomfortable for both parties and can affect the work itself, which is the strongest argument for keeping payment routine and prompt. Card on file or payment at booking removes the transaction from the session entirely, which many practitioners prefer. Whatever you choose, agree it at intake and keep it consistent so money remains a settled background arrangement.
How do I keep invoices confidential?
Include only what is necessary. An invoice does not usually need clinical detail, and for clients whose post or email may be seen by others, discretion matters. Use a neutral practice name on bank references where possible, ask how the client prefers to receive documents, and avoid putting diagnostic information on anything that is not specifically required for reimbursement. Where codes are needed for an insurance claim, confirm the client understands what is being disclosed and to whom. Store records securely and in line with the data protection rules that apply to health information where you practise.