Counselling Invoice Template - Australia

List each session type separately with its own line item, specifying the duration and your applicable rate for that service. Individual sessions, couples work, family therapy, and group sessions often have different pricing due to preparation time, complexity, and client load. Include the session date or session number so clients can reconcile against their appointment records. If you offer crisis intervention or specialized assessments, invoice these separately with clear descriptions. This structure ensures clarity for both your records and clients, and is essential when claiming tax deductions or when clients seek insurance reimbursement.

If you're registered for GST, you must include it on invoices for counselling services. Most counselling, therapy, and psychological services are standard-rated for GST purposes, meaning you add 10% to your fees. However, if you're a registered psychologist providing services under certain Medicare conditions, specific GST exemptions may apply—check with the ATO or your accountant. Always include the GST amount separately on your invoice, your ABN, and a GST statement if you're registered. If you're not GST-registered, state this clearly to avoid client confusion about the total cost.

Whether you invoice for cancellations depends on your cancellation policy, which should be clearly communicated to clients before treatment begins. Many practitioners invoice for sessions cancelled with insufficient notice (commonly 24–48 hours) to reflect the reserved time. No-shows are typically invoiced the same way, though some practitioners handle these differently. Document your policy in writing and include it in your client agreement so invoices clearly reference the cancellation terms. If you do invoice for cancellations, your invoice description should state "Session cancelled—cancellation fee per agreement" to maintain professional clarity and prevent disputes.

When a client has private health insurance or uses bulk billing (where you invoice the insurer directly), your invoice structure may differ. Show your full professional fee, then indicate the rebate amount separately so the client sees the insurance contribution. For bulk billing to insurers, follow their specific invoicing requirements, which may include provider numbers, patient identifiers, and service codes. Never reduce your invoice to reflect insurance—show the actual service cost. Keep detailed records of which sessions were billed to which insurer, as the ATO and your professional body require this for audit purposes.

Include your full business name, ABN (if registered), address, and contact details; the client's name and address; invoice number and date; itemized services with descriptions, dates, quantities, and rates; the total amount due; payment due date; and your payment methods. If GST-registered, show GST separately. For counselling specifically, be clear about session type and duration. Include your professional qualifications or credentials if relevant to your marketing. Many practitioners also include their practitioner registration number (AHPRA for psychologists or counsellors) to build trust and demonstrate legitimacy.

Offer multiple payment methods: direct bank transfer, credit/debit card (with processing fees noted), and sometimes EFTPOS. Most Australian counsellors use 7–14 day payment terms for private clients, though some request payment on or before the session. If you invoice monthly for multiple sessions, set a clear due date after the invoice date. For clients with insurance rebates, clarify whether they pay their gap out-of-pocket immediately or if you invoice after insurance processes the claim. Specify late payment consequences in your terms, though building strong client relationships often prevents payment delays better than penalties.

Assessments and reports involve significantly different work—testing, scoring, analysis, and report writing—so invoice them separately from counselling sessions. Specify the type of assessment (psychoeducational, personality, diagnostic, etc.) and include the total cost for the complete process, not just the face-to-face session time. You may charge a different rate reflecting the additional preparation and expertise required. Break down components if relevant: assessment session fee, report writing fee, and follow-up consultation. This clarity helps clients understand the value and justifies higher costs compared to standard counselling sessions, and helps insurers process rebates correctly.

Keep invoices for at least five years for tax and ATO purposes, and longer if clients make late payment claims or disputes arise. Your professional body (AHPRA for psychologists, or your counselling association) may require longer retention—often seven years or the client's lifetime plus additional years. Store invoices securely alongside client session notes (following privacy requirements), receipts, and payment records. Electronic storage is acceptable if it's secure and retrievable. This documentation protects you in case of audits, insurance claims, or professional complaints, and demonstrates compliance with both tax law and professional standards.