Download our free Physiotherapy Invoice Template designed specifically for Australian physiotherapy practices. This professional template includes all essential elements required for Australian healthcare billing, including ABN fields, GST calculations, and compliance with Australian invoicing standards. Perfect for private practice physiotherapists, clinics, and rehabilitation centers across Australia. Features customizable sections for treatment descriptions, session details, and patient information. Streamline your billing process with this easy-to-use template that ensures accurate record-keeping and professional presentation for your physiotherapy services.
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Frequently Asked Questions
If you're registered for GST, yes—you must add 10% GST to your invoice total and display it separately. Include your ABN on the invoice. However, physiotherapy services may qualify for GST exemption under certain circumstances, such as services provided through specific government-funded schemes. Check with the ATO or your accountant to confirm your registration status, as this affects both billing and tax reporting for your practice.
Clearly itemize the total fee, then show the expected health insurance rebate amount and the patient's out-of-pocket cost (gap payment). Be transparent about rebate amounts, as these vary by insurer, patient policy, and coverage level. Many physios now show three amounts: full fee, estimated rebate, and expected gap payment. Communicating this upfront prevents billing disputes and manages patient expectations about their costs.
Include specific treatment types—such as 'Manual Therapy Session,' 'Dry Needling Treatment,' or 'Exercise Therapy Program'—rather than generic 'physiotherapy session' entries. Detail helps patients understand what they're paying for and supports their insurance claims. Some patients need descriptions for personal records or employer reimbursement. However, detailed clinical notes belong in patient records, not invoices; invoices should be clear and professional but not overly technical.
You can invoice for the full package upfront or issue separate invoices for each session as delivered. If invoicing the full package, clearly state how many sessions are included and their individual rate. Some practices invoice upfront with a note like 'Package: 6 sessions at $90 each.' Others invoice per session as completed, which simplifies tracking if a patient doesn't complete all sessions. Choose the method that works for your practice's cash flow and patient communication.
Cancellation policies belong in your terms and conditions rather than individual invoices. However, referencing them on the invoice is professional—for example, 'Cancellations within 24 hours are subject to full session fees.' This protects your practice revenue and sets clear expectations. Display the policy prominently on your invoice template and on patient intake forms to ensure patients see it before booking, reducing disputes over late cancellations or no-shows.
Include your full name or practice name, ABN (if registered), contact details, invoice date, and invoice number. Include the patient's name and contact details. Itemize services provided with dates. If you're claiming to be a registered physiotherapist, ensure your professional registration details are current with AHPRA. While invoices aren't therapeutic records, they must be accurate and retain sufficient detail to support your practice records for the ATO and potential audit or complaint inquiries.
Keep invoices and associated records for at least five years from the date of issue for tax purposes, as required by the ATO. Many practices retain records for seven years or longer to cover any potential disputes or claims. Store both digital and paper copies securely. These records link billing to patient treatment and are essential if the ATO audits your practice or if a patient questions a charge. Proper retention also protects you in professional liability scenarios.
No—patients can access physiotherapy without a referral and still receive health insurance rebates under most private health insurance policies. However, services referred by a GP or specialist may sometimes attract different rebate amounts or additional benefits. Self-referred patients and referred patients should both be invoiced the same way, showing the full fee and estimated rebate. Referrals don't change invoicing requirements, but they may affect the patient's out-of-pocket cost through their insurance coverage.