A therapy invoice does double duty, it collects your fee and, as a superbill, gives the client what they need to seek out-of-network reimbursement, which means it has to carry service and provider codes an ordinary invoice does not. A clear therapist invoice lists each session with the right codes, states your cancellation policy, and gets you paid while helping the client claim from insurance. Here is what to put on a therapist invoice, a sample you can copy, and the payment terms that get private practices paid faster.
What to include on a therapist invoice
A therapist invoice, especially one used as a superbill, needs the standard fields plus several that insurers require.
Your details and credentials:: your name, practice, license number, NPI, and tax ID.
The client's details:: name, and date of birth if it is a superbill.
A unique invoice number:: for both your records.
Invoice date and due date:: an exact due date, not just "net 30."
Itemized sessions:: each session by date, with the service (CPT) code and length.
Diagnosis code:: the ICD code, if the client will submit for reimbursement.
Place of service:: office or telehealth, as insurers require.
Fee per session:: your rate, and any sliding-scale rate applied.
Cancellation note:: any late-cancellation or no-show fee, per your policy.
Subtotal and total:: the amount and the balance due, with any paid amount noted.
Payment terms and methods:: how and when to pay.
The service and diagnosis codes and your NPI are what turn a plain invoice into a superbill the client can submit, and leaving them off is the most common reason a claim gets rejected.
Sample therapist invoice line items
Here is what realistic therapist line items look like, for a month of private-pay sessions given as a superbill.
| Description | Date | Code | Amount |
|---|---|---|---|
| Individual therapy, 60 min | Jul 3 | 90837 | $150 |
| Individual therapy, 60 min | Jul 10 | 90837 | $150 |
| Individual therapy, 60 min | Jul 17 | 90837 | $150 |
| Couples therapy, 60 min | Jul 24 | 90847 | $175 |
Subtotal: $625 · Total due: $625 · Dx: [ICD code] · NPI: [your NPI]
Listing each session with its date, CPT code, and fee, plus your NPI and the diagnosis code, gives the client everything their insurer needs and keeps your own records clean.
Build your therapist invoice for free
You do not need to build this from scratch. Our free invoice generator lays out the fields above, does the math, and downloads a professional PDF in minutes, with no signup. Add your sessions, codes, and credentials and send.
The free tool is ideal for a one-off invoice or superbill. What it does not do is remember your clients or track which invoices are paid, which matters across a full caseload. FileCurrent saves your client details so invoices auto-fill, and it tells you who has paid and who has not, so the billing side of your practice stays organized.
Payment terms for therapists
Private practice gets paid most reliably when payment is due at the time of service.
Collect the session fee at or before each session, which is standard for private-pay practice, and provide a superbill monthly so the client can seek reimbursement themselves. State a clear late-cancellation and no-show policy and apply it, since your time is reserved whether or not the client attends. Keep client information confidential, which the client confidentiality agreement guide covers, and follow the freelance payment terms guide for structuring the rest.
Frequently asked questions
What should a therapist invoice include?
Your name, license number, NPI, and tax ID, the client's details, a unique invoice number, the dates, each session with its service (CPT) code and length, the diagnosis (ICD) code and place of service if it is a superbill, your fee, any cancellation fee, and the total. The service and diagnosis codes and your NPI are what let the client submit for reimbursement.
What is a superbill and how is it different from an invoice?
A superbill is an itemized invoice that also carries the codes an insurer needs, the CPT service code, the ICD diagnosis code, your NPI, and the place of service, so the client can file for out-of-network reimbursement. A plain invoice collects your fee, a superbill does that and doubles as the document the client submits to insurance.
Should therapists charge for late cancellations?
Yes, if your policy states it. Your session time is reserved for that client, so a late-cancellation or no-show fee compensates you for the slot when they do not attend. Set the notice you require in advance, note that insurance does not reimburse these fees, and apply the fee on the invoice as its own line.
When should a therapist collect payment?
At or before the time of service is standard for private-pay practice, so payment never falls behind the sessions. Provide a superbill monthly so the client can seek reimbursement from their insurer directly. Collecting at the session and billing on a regular cycle keeps the practice paid and the paperwork current.
How do I make a therapist invoice or superbill?
List your credentials and NPI, the client's details, an invoice number, and each session by date with its CPT code, add the diagnosis code and place of service for a superbill, then show your fee, any cancellation fee, and the total. A free invoice generator handles the layout, and a dedicated tool saves your clients and tracks which invoices are paid.
A clear therapist invoice collects your fee and doubles as a superbill the client can submit. FileCurrent saves your clients, builds and sends professional invoices, and tracks who has paid, so the business side of your practice runs quietly in the background. $15/month or $129/year. 7-day free trial, no card required.