Therapist Invoice Template — Free Download (2026)
Private-practice therapists — LCSWs, LPCs, psychologists, MFTs — who see self-pay clients or out-of-network clients need invoices that function as compliant superbills. A properly structured therapy superbill with correct CPT codes, ICD-10 diagnoses, NPI numbers, and session details gives clients everything they need to submit for out-of-network reimbursement and FSA/HSA coverage.
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Your credentials, license number, and NPI
Your full name, credential (LCSW, LPC, PhD, PsyD, LMFT), state license number, and NPI (National Provider Identifier). All four are required on superbills for insurance processing. Your NPI is what insurers use to look up your provider record — an NPI-free superbill will be rejected by most carriers. Include your practice name, address, phone, and Tax ID (for clients who need it for FSA/HSA reimbursement or 1099 filing).
Client name, date of birth, and date of service
Client's full name, date of birth (required for insurance claims), and the exact date of each session. List each date separately — insurance will not process a date range. For monthly superbills covering weekly sessions, list all four or five dates individually with the CPT code and fee for each.
CPT codes for psychotherapy
Primary psychotherapy CPT codes: 90837 (individual psychotherapy, 53+ min — the most commonly billed therapy code), 90834 (individual psychotherapy, 38–52 min), 90832 (individual psychotherapy, 16–37 min), 90847 (family psychotherapy with patient present, 50 min), 90846 (family psychotherapy without patient present), 90853 (group psychotherapy), 90791 (psychiatric diagnostic evaluation — initial intake). For telehealth: same codes + modifier 95 or GT. For add-on codes when E&M services are also provided: 90833, 90836, 90838. Pick the code that matches actual session time — billing 90837 for a 45-minute session is inaccurate.
ICD-10 diagnosis codes
Common mental health ICD-10 codes: F32.0–F32.9 (major depressive disorder, by severity), F41.1 (generalized anxiety disorder), F41.0 (panic disorder), F43.10 (PTSD, unspecified), F40.10 (social anxiety disorder), F33.0–F33.9 (recurrent depressive disorder), F60.3 (borderline personality disorder), F90.0–F90.2 (ADHD), F84.0 (autism spectrum disorder), Z71.9 (counseling, unspecified — for prevention/wellness clients without a formal diagnosis). The diagnosis code is the medical necessity link — without it, insurance cannot process the claim.
Session duration and modality
Note session type and duration: 'Individual psychotherapy, 53 min' or 'Couples therapy, 50 min.' For telehealth: 'Telehealth — individual psychotherapy, 53 min (video platform: [your platform]).' Some insurers require telehealth notation; others require a modifier code. Accurate session duration is also required to bill the correct CPT code — 90837 requires 53+ min of face-to-face psychotherapy time.
Place of service code
POS 11 (Office) for in-person sessions. POS 02 (Telehealth) for video sessions. Some older payer systems use POS 10 (Telehealth Provided in Patient's Home) — check your payer requirements. Incorrect POS codes are a common claim rejection reason.
Fee charged and amount paid
Some superbill formats require both the full fee charged and the amount the client paid (to document the client's financial responsibility). This matters for clients who want to distinguish between what they paid out-of-pocket and what an insurer might reimburse. 'Fee: $180. Amount paid: $180.' For sliding scale clients: 'Full fee: $180. Sliding scale fee charged: $120.' Some insurers will not reimburse beyond the sliding scale rate — being accurate here protects clients from surprises.
Sliding scale documentation
If you use a sliding scale, document it clearly. Some clients on sliding scale need to know whether to list the sliding scale fee or the full fee on their insurance claim. The general rule: bill what you charged, not your full fee. Billing a higher 'usual fee' on the superbill when you charged less is insurance fraud. Document what was actually charged, every time.
Therapist invoice examples
Individual therapy superbill — monthly
SUPERBILL — June 2026
Dr. Sarah Kim, PhD, Licensed Psychologist | License: CA-PSY-32841 | NPI: 1987654321 | Tax ID: 84-1234567 | Client: James Carter, DOB 11/04/1988
| Date / Service | CPT | Fee |
|---|---|---|
| June 3 — Individual psychotherapy, 53 min | POS: 11 | 90837 | $200.00 |
| June 10 — Individual psychotherapy, 53 min | POS: 11 | 90837 | $200.00 |
| June 17 — Individual psychotherapy, 53 min | POS: 11 | 90837 | $200.00 |
| June 24 — Individual psychotherapy, 53 min | POS: 11 | 90837 | $200.00 |
| Dx: F41.1 (Generalized anxiety disorder) + F32.1 (Major depressive disorder, moderate) | Total paid: $800.00 | ||
| June total — paid at each session | $800.00 | |
Initial intake + ongoing therapy — first invoice
SUPERBILL — June 2026 (New Client)
Maya Patel, LCSW | License: NY-LCSW-093841 | NPI: 1122334455 | Client: Priya Sharma, DOB 07/19/1995
| June 5 — Psychiatric diagnostic evaluation, initial intake (90 min) | CPT: 90791 | POS: 02 (Telehealth) | $250.00 |
| June 12 — Individual psychotherapy, 53 min | CPT: 90837 | POS: 02 (Telehealth) | $180.00 |
| June 19 — Individual psychotherapy, 53 min | CPT: 90837 | POS: 02 (Telehealth) | $180.00 |
| Dx: F43.10 (PTSD, unspecified) | Amount paid at each session | All sessions via HIPAA-compliant video platform | |
| June total — paid at each session | $610.00 |
5 invoicing rules for therapists
Use the CPT code that matches your actual session time
90837 (53+ min) is the most-billed therapy code, but billing it for a 45-minute session is inaccurate — and a compliance risk if you're ever audited. Time-based codes require documented session start and end times that match the billed code. 90834 (38–52 min) is the correct code for 45-minute sessions. The difference in reimbursement is often small; the compliance risk of systematic overbilling is not. Document your session times and bill accordingly.
Send superbills monthly — don't wait for clients to ask
Clients who intend to submit for out-of-network reimbursement may not know their insurer's filing deadline (often 90–180 days from DOS, sometimes as short as 60 days). Build a workflow: send a monthly superbill on the first business day of the following month, covering all sessions in the prior month. Clients who receive superbills proactively submit them promptly. Clients who have to ask for superbills often forget, miss filing windows, and then can't use their out-of-network benefits — and may blame you.
Never bill a higher 'usual fee' than the fee you actually charged
If you're on a sliding scale and charged a client $100/session but your stated full fee is $200, you must bill $100 on the superbill — not $200. Billing the higher 'usual fee' when you charged less is considered insurance fraud, even if you never directly bill the insurance company. This is called 'fee forgiveness' and it's a compliance issue. The rule: always bill exactly what was charged to the client, no more.
Collect at time of service — every session, no exceptions
Therapy is a personal service delivered in full before payment. Running receivables on therapy sessions is uncommon and creates awkward dynamics. Collect at the end of each session or use autopay via credit card or ACH. For clients who regularly forget, set up autopay at the first session. Running a monthly tab and invoicing at the end of the month works for some practices — but always collect before the month's sessions are too far in the past.
Document the No Surprises Act good-faith estimate for new clients
Under the No Surprises Act (effective 2022), therapists who see self-pay or out-of-network clients must provide a Good Faith Estimate (GFE) before the first session. The GFE states expected costs for therapy over the next 12 months. This should be given before or at intake — before any invoice. Keep the GFE on file. If your actual charges exceed the GFE by $400+, the client has dispute rights. Starting with an accurate GFE prevents surprises and demonstrates compliance.
Frequently asked questions
What CPT codes do therapists use most often?↓
The most common psychotherapy CPT codes in private practice are: 90837 (individual therapy, 53+ min — billed for standard 50-minute sessions that run slightly long), 90834 (individual therapy, 38–52 min — billed for true 45-minute sessions), 90791 (diagnostic evaluation — for the initial intake session), and 90847 (family therapy with patient present). For telehealth: the same codes apply, with modifier 95 or POS 02. For group therapy: 90853. Avoid billing 90837 if your sessions are consistently under 53 minutes — bill the code that matches your actual session time.
Is therapy FSA/HSA eligible?↓
Yes. Psychotherapy and mental health counseling are qualified medical expenses under IRS guidelines, making them FSA and HSA eligible. Clients can pay with their HSA/FSA card directly, or pay out-of-pocket and submit your invoice/superbill for reimbursement. For clients with employer FSAs on a use-it-or-lose-it deadline, reminding them in November that therapy qualifies can increase booking rates through year-end.
What's the difference between a superbill and a receipt?↓
A receipt documents payment for a transaction. A superbill is a clinical document that includes provider credentials, NPI, diagnosis codes (ICD-10), service codes (CPT), dates of service, and fee information — everything an insurance company needs to process an out-of-network reimbursement claim. A plain receipt that says 'therapy session: $200, paid' is not a superbill and won't be accepted by most insurance companies for reimbursement. If your clients ask for a 'receipt for insurance,' what they actually need is a superbill.
How do I handle a client who wants their superbill for a prior year's sessions?↓
You should retain records and have superbills available for at least 7 years (the typical medical records retention requirement, though state requirements vary). If a client requests a superbill for prior sessions for insurance or tax purposes, you should be able to provide it. Most therapy practice management systems can generate superbills retroactively. If you're generating invoices manually, keep session records with dates, codes, and fees so you can reconstruct superbills when needed.
Should I accept insurance directly or stay out-of-network?↓
This is a business decision, not just a billing question. In-network therapists accept insurance reimbursement rates (typically $80–$120/session) set by the insurer. Out-of-network therapists set their own rates and provide superbills for clients to submit. Many therapists prefer out-of-network because: higher per-session rates, fewer administrative burdens (no prior authorizations, fewer claim rejections), and ability to choose their clients without insurance panel restrictions. The No Surprises Act now requires out-of-network providers to give Good Faith Estimates to self-pay and out-of-network clients — but this is a documentation requirement, not a fee restriction.
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