What to include on a therapy & counseling invoice
License and NPI
List your credential, state license number and NPI. Insurers commonly require these on a superbill.
Session date, length and code
Show each session individually with the date, duration and matching CPT code rather than one monthly lump sum.
Diagnosis code only when needed
Include an ICD-10 code only if the client plans to seek reimbursement, and discuss it with them first.
Separate non-billable fees
Put missed-session or late-cancellation fees on their own lines so they are not submitted as clinical services.
Example therapy & counseling line items
These sample entries show how to describe therapy & counseling work clearly. Rates are illustrative only; use your own pricing.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Psychotherapy, 53+ minutes (CPT 90837) - Oct 3 | 1 | $175.00 | $175.00 |
| Psychotherapy, 53+ minutes (CPT 90837) - Oct 10 | 1 | $175.00 | $175.00 |
| Couples session (CPT 90847) - Oct 17 | 1 | $195.00 | $195.00 |
| Late cancellation fee - Oct 24 | 1 | $85.00 | $85.00 |
| Subtotal | $630.00 | ||
Payment terms for therapy & counseling invoices
Our suggestion: Due at each session, or billed monthly to a card on file.
Sample terms you can paste into the invoice: “Session fees are due at the time of service. Cancellations with less than 24 hours' notice are charged the late cancellation fee.”
Not sure what Net 15 or 2/10 Net 30 mean? Payment terms explained.
Therapy & Counseling invoice FAQ
How do I create a superbill for therapy clients?
Include your name, credentials, license number, NPI and tax ID, the client's details, each session date with its CPT code and fee, the diagnosis code, and the amount paid. The client then submits it to their insurer. Reimbursement depends on their plan.
Can I charge for missed therapy sessions?
Many therapists charge a late cancellation fee if it is explained in the informed consent or practice policies beforehand. Insurance does not reimburse these fees, and rules for clients on certain public programs may differ.
How do I protect client privacy on invoices?
Keep clinical detail off the invoice, send statements through a secure method, and limit diagnosis codes to cases where the client requests a superbill. Privacy obligations vary by role and state, so check what applies to you.