Therapy Invoice Template - Australia

Most therapy services provided by registered practitioners are GST-free under Australian tax law, including individual counselling, psychological assessments, and clinical services. However, ancillary services like report writing, administrative fees, or services provided by non-registered practitioners may be taxable. Check the ATO's guidance on your professional qualifications and service scope, as GST treatment depends on your registration status with relevant professional bodies like AHPRA. When in doubt, consult your accountant to ensure correct classification on your therapy invoices.

List each service type separately on your invoice with its own line item, including the session duration and rate. This clarity helps clients track what they're paying for—whether individual therapy (50 minutes at $180), couples sessions (60 minutes at $220), or group work (per participant or flat rate). Different durations and service complexities justify varied pricing, and itemising each type demonstrates professional practice while making it easier for clients to understand their billing and claim rebates from their health insurance provider.

Clients require your full name or business name, provider number (if applicable), and Australian Business Number (ABN). Include a clear description of the service provided, the date, and session duration. If you're registered with AHPRA or a professional body, mention your registration details. Some health funds require specific item numbers or diagnostic codes, so ask clients which insurer they're claiming through and provide that information. Accurate invoicing directly affects whether their rebate claim succeeds, making invoice detail crucial.

Telehealth sessions follow the same invoicing rules as in-person therapy—mark them clearly as 'Telehealth Consultation' or 'Online Session' with the date and duration. GST treatment remains identical to face-to-face services. Some health funds allow telehealth rebates, others don't, so your clear description helps clients and insurers process claims accurately. Explicitly noting the delivery method protects both your recordkeeping and the client's ability to claim. Most modern therapy invoices include this as standard practice.

Yes. Assessments, psychological testing, and diagnostic evaluations warrant separate line items because they involve significantly different time investment, complexity, and fee structures. An ADHD assessment or psychiatric evaluation typically costs more than a standard therapy session and requires detailed reporting. Itemising assessments separately shows clients (and insurers) that you've provided distinct, measurable services. This separation also supports your own recordkeeping and helps justify fee variations based on clinical complexity rather than session duration alone.

Retain copies of all invoices for seven years for tax purposes, as required by the ATO. Beyond tax compliance, professional bodies like AHPRA expect practitioners to maintain detailed clinical and billing records. Your invoices should form part of a broader client file that documents dates, services, and fees. If your professional indemnity insurance is ever queried, complete invoice records demonstrate appropriate documentation. Digital storage with secure backups is standard practice for modern therapy practices managing client confidentiality.

Many Australian therapists invoice after sessions are provided, using terms like 'Due on receipt' or '7 days.' This protects your cash flow while remaining fair to clients. Some practices invoice monthly for multiple sessions or retainer arrangements. Establish clear payment expectations upfront—ideally in your client agreement—to avoid confusion. For private practice, prompt payment expectations prevent administrative burden, though you may offer longer terms for corporate or institutional clients. Consistent, transparent payment terms support professional relationships.

If you're registered with private health insurers or operate through coding systems, include relevant item numbers or Medicare benefit schedule references where applicable. This helps clients and health funds expedite rebate processing. However, not all therapy practices use codes—freelance counsellors and some private practitioners invoice by description only. Check with your professional body's guidelines and your client's insurer requirements. Clear service descriptions work fine without codes, but adding them where relevant streamlines the claims process and demonstrates professional billing practice.