Professional Psychologist Invoice Template
Create HIPAA-compliant invoices with CPT codes, superbill generation, and insurance-ready formatting for psychology practices.
Fill in your psychology invoice
Edit any line, set your tax rate (0% is fine) and download a PDF. Line amounts, tax and the balance due calculate as you type.
Tax starts at 0%. Enter the rate that applies to you, or leave it at 0 if you do not charge sales tax or VAT.
For example a deposit. The PDF then shows the balance due.
- Nothing is saved on our side. Download the PDF before you leave the page.
- Amounts print with a $ sign. If you bill in another currency, say so in the notes.
- Prefer to edit offline? Download this starting point as Excel (.xlsx) or Word (.docx).
As a psychologist or mental health professional, you provide crucial support for clients navigating life's challenges. Your expertise in assessment, therapy, and counseling helps people achieve better mental health and well-being. Professional invoicing ensures you're compensated for your therapeutic services, maintains HIPAA compliance, and supports the trust your clients place in you. This guide covers everything mental health professionals need to know about professional invoicing.
What the psychology invoice covers
What you can do with this template, and what it does not do.
Session Type Billing
Bill different rates for individual therapy, couples counseling, group sessions, and psychological evaluations, accurately reflecting the complexity and duration of each service type.
Insurance Superbill Generation
Generate CMS-1500 superbills with CPT codes, diagnosis codes, and provider NPI for client insurance reimbursement, formatted for out-of-network claims submission.
CPT Code Integration
Automatically include correct CPT codes (90834, 90837, 90847) based on session type and duration, ensuring accurate insurance billing and reducing claim denials.
Sliding Scale Documentation
Document reduced fee agreements and income-based pricing structures while maintaining professional records for ethical compliance and practice management.
No-Show and Cancellation Billing
Track and bill for late cancellations and missed appointments according to your policy, protecting your schedule and ensuring consistent revenue.
Psychological Testing Billing
Itemize comprehensive psychological assessments, neuropsychological evaluations, and ADHD testing with separate billing for administration, scoring, and report writing services.
How to fill in your psychology invoice
- Practice Information: Practice name, address, phone, email, NPI number, and professional license number(s).
- Client information: Client name only (HIPAA considerations), billing address, and client ID if used.
- Session Date(s): Date of service, critical for insurance claims and client records.
- Service Type: Type of session: individual therapy, couples therapy, family therapy, assessment, etc.
- CPT Codes: Appropriate billing codes (90834, 90837, 90847, etc.) for insurance and documentation.
- Diagnosis Code: ICD-10 code if billing insurance (with client consent).
- Session Duration: Length of session (30, 45, 53, 60 minutes).
- Fee/Rate: Session fee or rate: standard fee, sliding scale, or insurance rate.
- Amount Due: Total amount due: copay, coinsurance, or full fee.
- Payment terms: Due date, accepted payment methods, and cancellation policy reference.
- Superbill Format: For out-of-network billing, include all information clients need for insurance submission.
- Maintain HIPAA Compliance: Use secure, HIPAA-compliant invoicing systems. Protect PHI on all documents.
- Collect Payment at Session: Standard practice is payment at time of service for copays and self-pay clients.
- Provide Superbills: Give clients detailed superbills for out-of-network insurance reimbursement.
- Use Correct CPT Codes: Code accurately for session type and duration. Wrong codes cause claim denials.
- Document Cancellation Policy: Have a clear policy for late cancellations and no-shows. Enforce consistently.
- Separate Clinical and Financial: Keep billing discussions separate from clinical work when possible.
- Track Sliding Scale: Document sliding scale determinations and review periodically.
- Follow Up Promptly: Address outstanding balances professionally and promptly.
- Maintain Good Records: Keep billing records organized and accessible for audits and tax purposes.
- Communicate Clearly: Discuss fees, policies, and payment expectations during informed consent.
Mental health fees vary by location, specialty, and setting. Here's an overview:
Individual Therapy:
- Standard session (45-53 min): $150-$250
- Extended session (60 min): $175-$300
- Shorter session (30 min): $75-$150
Specialty Services:
- Couples therapy: $175-$300
- Family therapy: $175-$300
- Group therapy (per person): $50-$100
- Psychological testing: $500-$3,000+
- ADHD assessment: $500-$2,000
- Forensic evaluation: $300-$500/hour
Insurance Considerations:
- In-network rates: Often 40-60% below private rates
- Out-of-network: Clients may get partial reimbursement
- Copays: $20-$50 typical for in-network
- Deductibles: Client pays until met
Sliding Scale:
- Typically 25-50% below standard rate
- Based on income verification
- Reserve limited slots
CPT Code Reference:
- 90791: Initial assessment
- 90834: 45-minute therapy
- 90837: 60-minute therapy
- 90847: Family therapy
Payment practices for mental health services:
Standard Practice:
- Payment due at time of service
- Collect before session begins
- Keep card on file for no-show charges
For Insurance Clients:
- Collect copay at session
- Bill insurance same day or within 48 hours
- Follow up on denied claims
For Self-Pay Clients:
- Full fee due at session
- Or: Monthly billing (less recommended)
- Offer superbills for out-of-network reimbursement
For Sliding Scale Clients:
- Same terms: payment at session
- Review income annually
- Document fee determination
Cancellation Policy:
- 24-48 hour notice: No charge
- Late cancellation: 50-100% of session fee
- No-show: Full session fee
- Communicate at intake: Include in informed consent
Payment Methods:
- Credit/debit cards
- HSA/FSA cards
- Check
- Cash
- EAP authorization
- HIPAA Violations: Protect PHI on all invoices. Use secure systems and limited information.
- Wrong CPT Codes: Code accurately for session type and duration. Errors cause denials and audits.
- Missing Diagnosis Codes: Insurance requires ICD-10 codes. Include with client consent.
- Not Collecting at Service: Collect payment at session. Outstanding balances are hard to collect.
- Weak Cancellation Enforcement: Enforce your cancellation policy. Inconsistency breeds more cancellations.
- Poor Superbill Format: Provide complete superbills with all info needed for insurance submission.
- Mixing Clinical and Financial: Keep billing discussions separate from therapy when possible.
- No Sliding Scale Documentation: Document how sliding scale fees are determined.
- Delayed Insurance Billing: Bill insurance promptly. Delays can result in claim denials.
- Inadequate Records: Maintain organized billing records for audits and taxes.
Psychology invoice: frequently asked questions
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