Psychologist Invoice Template - New Zealand

Yes, GST must be included on psychology invoices in New Zealand. All mental health services, including individual therapy sessions, psychological assessments, and counselling, are subject to the standard 15% GST rate. Your invoice should clearly show the GST amount separately, with the total including GST. Ensure your registration status is clearly visible on the invoice to establish credibility with clients and their insurers.

Include relevant diagnostic or procedure codes to support clear billing records and insurance claims. Common codes include session types (individual therapy, couples therapy, group therapy), assessment types (psychological assessment, diagnostic evaluation), and service modes (telehealth, in-person). While not always required, these codes help clients and insurers understand the exact nature of services provided and improve record-keeping for both parties.

Psychological assessments require separate invoicing from ongoing therapy because they involve different time investments and expertise. Assessments typically command higher rates—often 2-3 times a standard therapy session—because they include testing, scoring, interpretation, and report writing. Invoice these separately so clients understand the cost breakdown, and clearly describe the assessment type (e.g., 'Psychological Assessment - ADHD Evaluation') to justify the rate and support insurance reimbursement claims.

Yes, telehealth sessions are typically invoiced at the same rate as equivalent in-person sessions in New Zealand. The clinical value and professional time investment remain identical whether delivered online or face-to-face. However, some practitioners adjust rates slightly if telehealth reduces travel time. Whatever rate you choose, apply it consistently and clearly label sessions as 'Telehealth Consultation' on the invoice so clients understand what they're paying for and for proper billing documentation.

Invoicing frequency depends on your practice arrangement and client preference—typically weekly, fortnightly, or monthly. Monthly invoicing is most common for ongoing therapy clients, grouping sessions across the billing period. For clients using insurance rebates, weekly invoicing may work better. Clearly agree on invoicing frequency before starting treatment to avoid payment surprises. Your invoice should cover the same period consistently so clients can match invoices against their own records and insurance claims.

Include your full name, HCNZ registration number (if registered with Health and Disability Commissioner), practice address, phone, and email. If you hold specialist qualifications (e.g., 'Clinical Psychologist,' 'Registered Psychotherapist'), list them prominently to establish credibility. Your invoice should also state your GST registration number and business name (if trading as a company). These details matter because many clients seek insurance reimbursement or need proof of qualified professional treatment for their records.

Document your cancellation policy in your client agreement separately from invoices. If you charge for missed sessions, include these on invoices with a clear description such as 'Session Fee - No-Show (48hrs notice not provided)' to distinguish them from completed services. Some practitioners invoice fully for cancellations without notice, while others offer refunds or credits. Your invoice should transparently show what the client attended versus what they're being charged for to maintain professional trust and avoid billing disputes.

Couples therapy typically commands a higher rate than individual therapy because it involves managing multiple participants and longer session times—often 50-60 minutes versus 50 minutes individual. Your invoice should clearly describe this as 'Couples Therapy Session' rather than a generic 'therapy session' so clients understand the pricing. If you charge the same rate regardless of participant count, state this explicitly on your invoice to prevent confusion. Being transparent about what the client is paying for builds professional credibility and reduces billing disputes.