Psychologist Invoice Template - Australia

GST applies to most psychology services provided by registered practitioners with an ABN. However, services attracting a Medicare rebate are GST-free if you're bulk-billing the patient's rebate. If a client pays privately or the gap between your fee and the rebate is paid privately, the gap amount is typically subject to GST, though you must apply your standard GST rules consistently. Verify your specific circumstances with the ATO, as distinctions exist between rebatable and non-rebatable services.

You should record the Medicare item number used for each service in your records, though invoicing practices vary. If bulk-billing, your invoice to Medicare differs from the patient receipt. For private patients, you may note the applicable Medicare item number as reference, but it's not required on the invoice itself. Always provide a separate itemised statement showing what's covered by Medicare and what's the patient's out-of-pocket cost to avoid confusion about their rebate entitlement.

Specific service descriptions create clear records for both clinical documentation and tax compliance. Distinguishing between individual consultations, psychological assessments, therapy modalities (CBT, DBT), and family sessions helps justify your fees if questioned and supports insurance claim processing. Vague descriptions like "psychology session" may cause delays with private health claims. Detailed descriptions also help clients understand what they're paying for and support your professional records if disputes arise.

Yes, varying rates based on service type is standard practice and should be clearly documented on your invoice. Psychological assessments, long sessions, specialised interventions, and complex cases typically command higher fees than routine consultations. Your invoice template should accommodate multiple line items at different rates. Document your fee structure consistently so patients understand the reasoning—for example, a 50-minute consultation differs from a full diagnostic assessment battery or family therapy session, justifying different pricing.

Telehealth sessions can be invoiced differently from in-person services depending on your fee structure and business model. Some practitioners charge the same rate; others apply lower fees reflecting reduced overhead. If you do differentiate, your invoice should clearly state "Telehealth Consultation" so the service type is explicit. For Medicare billing, telehealth psychology services have the same item numbers as in-person services under current guidelines, so your invoicing approach is a practice decision, not a regulatory one.

Your ABN must appear on every invoice you issue for tax compliance. Place it prominently in your business header or details section, typically next to your name and practice address. The ATO requires ABN visibility for GST invoices, and including it protects you if payment disputes arise. For psychology practices, showing your ABN reassures patients and insurers that you're a legitimate, registered business and simplifies their record-keeping for tax or insurance purposes.

Cancellation and no-show fees should be listed as separate invoice line items with clear description—for example, "No-show fee (less than 24 hours notice)" at your standard cancellation rate. This creates a clear paper trail for your business records and shows clients exactly what they're paying for. Some practitioners include their cancellation policy on the invoice itself or as a note. This approach protects both you and the client if payment disputes occur and clarifies your professional boundary-setting.

The invoice format remains the same, but your supplementary documentation differs. For insurance claims, provide an itemised invoice showing your full fee and clearly indicate the patient's out-of-pocket contribution. Keep detailed records of when claims were lodged and any rebate information for your accounts. For direct payments, the invoice simply shows your full fee payable. Some practitioners include a note like "Private health insurance claim lodged separately" to manage patient expectations about rebates. Your template should be flexible enough to accommodate both scenarios.