Physical therapy invoice template

You are a movement expert who helps patients attain a better quality of life through exercise, care, and education – you make a world of difference to your patients’ lives, so why spend your valuable time on administrative tasks, like invoicing. Use one of our specially designed physical therapist invoice templates to bill quickly and properly for your expertise. These professional, organized templates in Word, Excel, PDF, Google Docs, and Google Sheets will help you use your time getting your patients moving – as well as getting those payments coming in!

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Choose the best invoice template for your physical therapy services

Physical therapy

You work in a complex medical field, and no two patients have the same physical therapy needs. Your invoices should reflect those needs. Include all the details for the treatment you provide with this free, customizable invoice template.

Pediatric physical therapy

You love working with children. Don’t waste energy on creating invoices when you could be helping your young patients restore physical function. This professional invoice template can be customized for all your invoicing needs.

Geriatric physical therapy

With an aging population your services are becoming more and more in demand. Your elderly patients rely on you to help prevent the loss of mobility – so rely on this invoice template to ensure you are compensated for your expert care.

Orthopedic services

Download, customize, and send this invoice to all your orthopedic patients. Whether you are helping them move better, reducing pain, or preventing disability, this invoice template will capture all your treatment details.

Cardiovascular services

Your expertise is in helping patients with cardiovascular and heart conditions stay healthy. You develop a physical therapy plan that works for them – so make sure your invoices are working for you with this free invoice template.

Alternatives to using physical therapy invoice templates

Make your physical therapy business a success by finding out more about what Wave can offer you. Save time and take administrative work off your hands by trying our free automated invoicing and accounting.

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Why physical therapists should send professional invoices

Illustration of invoice being sent

You provide a wide range of specialized services to get your patients moving and prevent or minimize mobility issues. That means you need a flexible invoice that can cover everything from assessment and development of a physical therapy plan – to regular therapy sessions.

At the same time your invoices need to be highly organized and easy-to-understand so your patient, and possibly their caregiver and health insurance provider, knows exactly what you are charging for.

A sophisticated, well-designed invoice also reflects your image as a health professional, and creates credibility and confidence in your physical therapy expertise.

How to fill out your physical therapy invoice

Once you've downloaded your free invoice template, you'll need to customize it to fit your specific business. Here are the 10 key things to include on your invoice:

  1. Title and Description: Name the project and briefly describe what type of work your client is being invoiced for.
  2. Company Details: Add your company name, address, phone number, and logo to the top-right corner.
  3. Customer Details: Under "Bill To", add your customer's name, address, and contact information.
  4. Invoice Number: Include a unique invoice number to help you track down this invoice in the future. You can format this based on sequence and customer. For example, if you're sending your very first customer their first invoice,  the invoice number could be 001-001.
  5. Dates: Include the date when your invoice has been issued and the date when payment is due.
  6. Line Item: Add individual line items for each unique good or service you provided. For each line item, include a brief description, quantity, individual unit price, and total price.
  7. Subtotal: Add up the subtotal of your goods or services, before tax has been applied.
  8. Tax: Indicate the tax rate applied to the subtotal. This is legally required to provide on invoices, and your rate may differ depending on where you run your business.
  9. Total: Outline the total amount due from the customer, after tax.
  10. Notes: Include any additional info your customer should know, including terms of service and payment terms (for example, payments are due 30 days after the invoice has been issued).

What should be included on an invoice for physical therapists

Ensure you are properly compensated for your specialized knowledge and expertise with an invoice that includes all the right information.

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  • Select an invoice template from our wonderful variety of templates in different designs and colours created especially for physical therapists
  • Download the invoice template in the format you prefer, such as Word, Excel, PDF, Google Docs, or Google Sheets. It’s free!
  • Add your name and up-to-date contact information
  • Add in your logo and website address – as well as any area you specialize in, such as pediatric or geriatric physical therapy
  • Put in your patient’s name and contact information. Include the name and relevant contact information for a parent or caregiver, if appropriate
  • Generate a unique invoice number
  • Insert the invoice date and the payment due date
  • List all the physical therapy services you provided, such as assessment, counselling, program development, and treatment or exercise sessions, along with descriptions of each and the fee. You can also choose to add a line explaining why each of these services is important for the overall treatment of the patient
  • Add lines to insert longer descriptions of particular physical therapy techniques so your patient or their caregiver is completely clear about the benefits and the costs, and have all the details they need to submit health insurance claims
  • Calculate the total cost, including applicable tax, and enter the total
  • Add your payment terms, as well as all methods of payment you accept
  • You have a close relationship with your patients, so why not add a personal line at the end to encourage them in their therapy, or to record significant milestones in their recovery or treatment
  • Make sure you save a copy for your records – and give a copy to your patient and/or their caregiver

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When is the right time to send an invoice to your physical therapy patients?

The time to send your invoice depends upon your patient and the physical therapy you provide. If it’s an assessment or diagnosis, many physical therapists give the invoice to the patient immediately after the session. If you are seeing a patient on a regular, ongoing basis, or for an extended treatment plan – it’s a good idea to decide on a payment schedule.

This keeps your revenue flowing in, while ensuring manageable, regular payments for your patients.

Illustration of hourglass timer

Invoicing tips for physical therapists

Other expenses

If you incur any additional expenses while working with a patient, such as travel, include an expense report along with the applicable receipts when you send in your invoice. Explain exactly what each expense is for so your patient knows why they are being billed.

Include important notes

Add any special notes to your invoice that are needed to outline your terms of service, your privacy policy, or any special patient needs.

Include a ‘payment due’ date

You deserve to be paid within a reasonable deadline for your specialized expertise and care. Encourage on-time payment with a clear indication of when you expect payment.

Accept a variety of payment methods

Make it easy for your patients to pay you by accepting a variety of payment methods, such as e-Transfers, debit cards, and other online payment technology.

Keep a record of your patients with numbered invoices

Numbered invoices help you keep track of your patients and their care. You might also want to include a patient code for those patients requiring regular therapy. It’s a good way to keep each patient’s account organized and up-to-date.

Free Invoice Template vs. Wave Invoicing Software

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