Psychologist invoice template

You treat people suffering from psychological distress and mental illness – your work is critical to your patients’ lives, so you don’t have extra time to spend on administrative tasks such as invoicing. By using one of our easy-to-use psychologist invoice templates you can bill properly for your expertise and get paid promptly. These professional, elegantly designed templates in Word, Excel, PDF, Google Docs, and Google Sheets will help you spend less time at your desk and more time helping your patients.

Invoice template preview

Want personalized invoices? Create them with Wave.

Sign up for free

Choose the best invoice template for your psychology practice


Download, customize, and send this invoice to all your patients, no matter what mental, emotional or behavioral health challenges you are treating them for. his invoice template captures all your treatment details.

Child psychology

You specialize in helping children. You don’t want to waste energy on invoicing when you could be treating your young patients. This polished, professional invoice template can be customized to meet all your invoicing needs.

Marriage counselling

Your expertise is in helping couples discover ways to make their relationships work – so make sure your invoices are working for you. This free invoice template will capture all the hard work you do for your clients.

Sports psychology

It’s a complex field, and no two athletes are alike. That means your invoices can’t be alike either. Include all the details for the treatment and guidance you give to your sports psychology patients with this free, customizable invoice template.

Geriatric psychology

With an aging population you provide a much-needed area of expertise. You make a world of difference to your elderly patients and their caregivers – so you need a customizable invoice template that captures your valuable diagnosis and treatment.

Alternatives to using psychologist invoice templates

Make your psychology practice 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.

Start sending free invoices today

Why psychologists should send professional invoices

Illustration of invoice being sent

Whether you work in a hospital, mental health clinic, or in private practice – your patients are all different and require specialized care. That means your invoices need to reflect the complex treatment you provide, while at the same time be clear and easy-to-understand.

You provide the critical expertise, experience and knowledge that helps your patients live healthy, productive lives – so make sure your invoice details everything you do. A professional, well-designed invoice also reflects your image as a mental health professional and creates credibility and confidence in your expertise.

How to fill out your psychologist 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 psychologists

Make sure your patients understand what they are paying for, and you are compensated properly for your expertise, by following these steps whenever you send out an invoice.

Start sending free invoices today
  • Select a specialized psychology invoice template from our selection of templates in different designs and colors
  • Download the invoice template in the format you like to use, such as Word, Excel, PDF, Google Docs, or Google Sheets. It’s easy to do – and best of all – it’s free!
  • Add your name, phone number, email address, and any other contact information
  • If you have a logo and website address – insert it here, along with any area you specialize in, such as geriatric psychology
  • Add your patient’s name and contact information to the invoice
  • Put in a unique invoice number
  • Add the date of the invoice and the payment due date
  • List all the diagnostic and treatment services you provided, along with descriptions of each and the appropriate fee
  • Add and subtract lines to customize the format to your needs. You might want to use some space here to insert longer descriptions of particular treatments so your patient or their caregiver is completely clear about the care received and the costs, as well as have all the details they need to submit health insurance claims
  • Calculate the total cost, including applicable tax, and list the total at the bottom of the invoice
  • Add your payment terms, including the methods of payment you accept
  • You have a close relationship with your patients, so it’s not unusual to add a personal line at the end to encourage them, or to wish them well if they have finished a course of treatment
  • Save a copy – and give a copy to your patient or their caregiver

Ready to send professional invoices?

Start now

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

The right time to send an invoice really depends upon the patient and the psychological services you provide. If it’s an assessment or preliminary diagnosis, many psychologists give the invoice to the patient immediately after the session.

This is particularly important for the patient if they need to send the invoice to their insurance provider to be compensated.

If you are seeing a patient on a regular, ongoing basis, you can work out a regular payment schedule. This keeps your revenue flowing in and creates manageable, regular payments for your patients.

Illustration of hourglass timer

Invoicing tips for psychologists

Other expenses

If any extra expenses come up 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

You can use the room on a flexible invoice template to add any notes for the patient, such as reinforcing the importance of staying compliant with medication or self-care.

Include a ‘payment due’ date

Encourage on-time payment with a clear indication of when you expect payment. It’s professional and it really does work.

Accept a variety of payment methods

Your patients may be struggling with a lot in their lives right now, so make it easy for them to pay you by accepting the latest in payment technology, such as e-Transfers, debit cards, and other online payment methods.

Keep a record of your patients with numbered invoices

Numbered invoices help you keep track of your patients and their care. You might want to also use a patient code for patients requiring ongoing treatment or counseling.

Free Invoice Template vs. Wave Invoicing Software

Free Invoice Template
Send unlimited invoices and see when clients open them
Checkmark icon
X mark icon
Invoice anytime & accept payments online
Checkmark icon
X mark icon
Send automated late payment reminders
Checkmark icon
X mark icon
Know customers automatically get a receipt when they pay
Checkmark icon
X mark icon
Track sales and sales tax for accounting
Checkmark icon
X mark icon
Add business partners or accountants as collaborators
Checkmark icon
X mark icon
Connect your bank account easily
Checkmark icon
X mark icon
Access accountant-approved reporting for year-end
Checkmark icon
X mark icon
Do what you love. Leave the rest to us.
Let's do this