Our free Counselling Invoice Template - New Zealand is specifically designed for mental health professionals, therapists, and counsellors operating in New Zealand. This comprehensive template includes GST calculations, professional formatting, and compliance with New Zealand invoicing requirements. Perfect for individual practitioners, counselling clinics, and therapy centres, it streamlines billing for session fees, group therapy, assessments, and consultation services while maintaining professional standards.
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Frequently Asked Questions
If your counselling practice is GST-registered (usually required if annual turnover exceeds $60,000), all your invoices must include GST. A compliant template ensures you correctly apply the 15% GST rate to session fees, maintain IRD audit compliance, and provide clients with legitimate tax deduction documentation. GST-compliant invoices protect both your business registration status and your clients' financial records.
Your invoicing template should specify the session type (individual, couples, family, group therapy), duration, service date, and hourly or per-session rate. Including the service description helps clients understand charges and supports claim documentation if they seek reimbursement. For complex invoices involving multiple counselling types, consider separating line items by service category for clarity. The sample invoice shows how to itemize initial assessments, ongoing sessions, and specialised services like crisis intervention distinctly.
GST in New Zealand is 15% and applies to all counselling services unless you're not GST-registered. To calculate, multiply your session fee by 1.15 for the total invoice amount, or break it down: if a session costs $100 ex-GST, add $15 GST to reach $115 inc-GST. Display both amounts on your invoice—clients and businesses can claim the GST portion, and you remit it to IRD. Most templates automate this calculation.
Most counselling practices invoice after the session to confirm it was completed. However, some practitioners invoice before (especially for packages or recurring sessions) to streamline cash flow. The key is consistency—establish your invoicing schedule upfront and communicate it clearly to clients. After-session invoicing is common because it reflects actual service delivery. Choose the approach that matches your practice's administrative flow and client expectations.
Payment terms depend on your practice model. Many counselling providers require payment on the day of service (cash-based), especially for weekly ongoing sessions. Others offer NET 7 or NET 14 terms if clients are businesses or are bulk-billing via insurance. Be explicit: state whether you accept card payments, bank transfer, or cash. Transparent payment expectations reduce disputes and improve cash flow. Include this information clearly on every invoice template.
Separating service types on a single invoice improves transparency and helps clients track their spending across different counselling modalities. If a client receives both individual sessions and group therapy from your practice, itemizing each separately makes the invoice clearer. This breakdown also helps with insurance billing and client expense tracking. Most professional templates allow multiple line items, making it simple to show individual sessions, assessments, and specialised services distinctly on one document.
Include a clear cancellation policy in your invoice terms or footer. If you charge for cancellations under 24 hours or no-shows, document this on your invoice with a line item like "Cancellation fee (less than 24 hours' notice)" rather than invoicing the full session. This protects you legally and sets expectations. If you waive the fee, don't invoice it. Being transparent prevents disputes and maintains client relationships. Update your invoice template to reflect your specific cancellation policies.
Keep copies of all issued invoices and retain client payment records for at least 7 years to comply with IRD requirements. Your records should include the invoice number, date, service description, amount charged, GST collected, and payment received date. If you operate as a sole trader or incorporated practice, these records demonstrate your income and support GST compliance audits. Digital filing systems or cloud storage ensure you can quickly produce records if the IRD requests them.