TLDR (Summary)
The best invoicing software for therapists is Plutio ($19/month).
Standalone invoicing tools create invoices but don't know what sessions you delivered. Plutio connects invoices to session records, consent forms, and payment plans... so billing reflects actual work and clients see exactly what they're paying for.
Therapists get sliding scale support, session package billing, superbill generation, multiple payment methods, and branded invoices. Clients pay through their portal and see their complete billing history alongside session records.
Therapists using connected invoicing get paid faster through automatic reminders and easier payment collection.
For additional strategies, read our freelance invoicing guide.
What is invoicing software for therapists?
Invoicing software for therapists is software that handles billing and payment collection, tracks payment status, sends automated reminders, and connects invoicing directly to session delivery.
The distinction matters: basic tools handle one function in isolation, while therapy-focused invoicing software combines billing with scheduling, client management, and workflow automation.
What therapist invoicing software actually does
Core functions include creating branded invoices with your practice logo and colors, setting up recurring billing for ongoing clients, converting completed sessions into billable items, handling different fee structures including sliding scale, sending automated payment reminders at intervals you choose, and providing clients with a branded portal for payment.
Standalone invoicing vs integrated platforms
Standalone tools like FreshBooks or QuickBooks handle invoicing as an isolated function. You enter client details manually, create line items from scratch, and track status separately from your sessions. Integrated platforms like Plutio connect invoicing with scheduling, contracts, and client management. When you complete a session, Plutio already knows the fee structure, the session type, and the client's payment history.
What makes therapist invoicing different
Therapists face unique billing scenarios that generic invoicing software struggles with: sliding scale fees that vary by client, session packages with 8, 12, or 20 sessions, superbill generation for insurance reimbursement, and per-session billing for clients who pay as they go. Without invoicing that connects to session records, billing becomes disconnected from the clinical work itself.
When invoicing connects to scheduling, contracts, and client records, the manual copying between apps disappears. Changes update everywhere automatically, and invoicing reflects what actually happened instead of what you remember to enter.
Why therapists need invoicing software
Therapy invoicing carries complexity that generic billing tools weren't built to handle. Sliding scale fees, session package tracking, superbill generation, and no-show fee enforcement all require billing that connects to client records and session delivery, not just line items on a spreadsheet.
A therapist with 20 active clients might have 8 different fee rates across those clients, 5 clients on session packages at various stages of completion, and 3 clients who need superbills for insurance reimbursement after every session. Managing that with a standard invoicing tool means manual rate lookups, hand-counted session balances, and custom documents created one at a time.
The sliding scale billing trap
Sliding scale fees create a billing scenario where the same session type bills at different rates depending on the client. A 50-minute individual session might cost $175 for one client, $120 for another, and $85 for a third. Without fee structures attached to client profiles, every invoice requires checking which rate applies. Billing errors in this context aren't just financial mistakes. Overcharging a client on a reduced rate damages trust in the therapeutic relationship. According to FreshBooks research, invoices paid late cost independent professionals an average of 20 days in delayed cash flow, and unclear billing compounds that delay.
The superbill generation burden
Clients using out-of-network insurance benefits need superbills after every session. Each superbill requires the session date, CPT codes, diagnosis codes, provider NPI number, and fee information, all formatted for insurance submission. Creating these manually takes 5-10 minutes per client per session. For a therapist with 8 clients submitting superbills, that adds 40-80 minutes of administrative work per week just on insurance documentation. Without a system that generates superbills from session records, that time comes directly from clinical capacity or personal hours.
The session package billing problem
Package billing introduces tracking requirements that per-session billing doesn't. An 8-session package sold for $1,200 needs to track sessions delivered against sessions purchased, handle partial payments if the client chose installments, and generate renewal conversations when sessions run low. When package tracking lives in a spreadsheet and invoicing happens in a separate tool, the connection between "sessions remaining" and "billing status" depends entirely on manual reconciliation.
The no-show fee enforcement gap
No-show and late cancellation fees protect practice revenue but create awkward billing situations without proper documentation. A missed session fee of $100 needs to reference a signed cancellation policy, apply only when the policy conditions are met, and generate an invoice that the client can pay through their normal payment channel. Without invoicing connected to signed agreements, enforcing no-show fees means manually checking whether the client signed a policy, calculating whether the cancellation window was violated, and creating a standalone invoice that feels confrontational rather than procedural.
Connected invoicing software handles the billing patterns that therapy practices actually encounter. Plutio attaches fee structures to client profiles, generates superbills from session records, tracks package consumption automatically, and enforces no-show policies through documented agreements.
Invoicing features therapists need
The essential invoicing features for therapists connect billing and payment collection with session delivery, client records, and communication while handling the unique patterns that therapeutic work requires.
Core invoicing features
- Custom templates: Add your practice logo, brand colors, typography, and terms. Create different templates for per-session billing, package billing, and superbills. Set up once and apply with one click.
- Multiple payment methods: Accept credit cards through Stripe (2.9% + $0.30 per transaction), bank transfers via ACH (typically 0.8%), or PayPal. Offering multiple options increases payment completion.
- Automated reminders: Configure reminders before due dates, on due dates, and after. Follow-ups send automatically without you drafting messages or remembering to check status.
- Recurring billing: Schedule recurring invoices for clients on monthly billing or ongoing session plans. Pair with auto-charge for hands-off payment collection.
- Session-to-billing conversion: Completed sessions convert directly to invoice line items. The date, session type, duration, and rate pull automatically from session records.
- Superbill generation: Create superbills with session details, CPT codes, and diagnosis information for clients who submit insurance claims independently.
Therapist-specific features
- Sliding scale support: Set different rates per client. Fee structures attach to client profiles so billing always reflects the agreed amount without manual adjustment each session.
- Session package billing: Invoice for packages of 8, 12, or 20 sessions with automatic tracking. Split package payments across installments if needed.
- No-show fee automation: Late cancellation and no-show fees apply based on your practice policies. Connected to signed agreements so fee enforcement has documented backing.
- Payment plan options: Split larger package investments across monthly payments. Installments track automatically so clients and therapists both see what's paid and what's remaining.
Platform features that multiply value
- Practice-branded invoices and receipts: Every invoice, superbill, and payment receipt displays your practice logo and domain. Clients paying for therapy see your name on billing documents, not a software company's.
- Billing questions answered in context: When a client asks about a charge or requests a superbill, the message appears next to their payment history and session records. You respond with the exact details without pulling up a separate billing system.
- Financial access by role: Billing staff process payments and send reminders without seeing session types or fee tier assignments. Associates view only their own clients' invoices while practice owners see revenue across the full caseload.
- Session-triggered billing: When a session completes, Plutio can automatically generate the invoice with the correct client rate, session date, and CPT code. Recurring clients on monthly billing get invoices on schedule without manual creation.
Invoicing software pays for itself through how tightly it connects to session delivery. When billing links to scheduling, contracts, and client records, the duplicate data entry that consumes hours every week disappears.
Invoicing software pricing for therapists
Invoicing software for therapists typically costs $15-99 per month, with integrated platforms providing complete functionality.
What therapists typically pay for invoicing
- SimplePractice: $69-99/month (includes billing)
- TherapyNotes: $49-59/month (includes billing)
- FreshBooks: $17-55/month (accounting focused)
- QuickBooks: $30-200/month (full accounting)
Therapy-specific tools include billing but at higher monthly costs. Accounting tools offer invoicing but may overwhelm private practice needs with enterprise features.
Plutio pricing (February 2026)
- Core: $19/month: Unlimited invoicing plus contracts, scheduling, intake forms, client portals.
- Pro: $49/month: Unlimited clients, team features, advanced permissions.
- Max: $199/month: Unlimited team, advanced reporting, full white-labeling.
The ROI calculation for therapists
- Faster payment: Reduced days-to-payment improves cash flow
- Reduced effort: Automatic reminders eliminate follow-up time
- Package accessibility: Payment plans make larger packages accessible to more clients
Faster payment from built-in payment links and easier access to therapy packages through installment plans make the $19/month subscription cost negligible compared to revenue collected.
Why Plutio is the best invoicing for therapists
Billing in a therapy practice touches sliding scale rates, session packages, superbills, and no-show fees -- none of which work well when your invoicing tool doesn't know what sessions you delivered or what rate each client agreed to. Plutio keeps fee structures, session records, and payment collection in one place, so every invoice reflects exactly what happened.
Per-session billing flexibility
Some clients prefer paying per session. Others buy packages upfront. Some want monthly billing. Billing structures adapt to client preferences... without forcing everyone into the same payment model.
Session package billing
Therapy packages sell commitment to the process, not individual hours. An 8-session or 12-session package prices the treatment journey. Package-based invoicing reflects how therapy actually sells... aligning billing with the therapeutic commitment.
Sliding scale that just works
Fee structures attach to client profiles. A client on your $120 sliding scale rate always gets billed $120, not your standard $175. The correct rate applies automatically every time, so you never need to look up rates manually or worry about billing errors.
Superbill generation for insurance
Clients who use out-of-network benefits need superbills. Session date, CPT code, diagnosis code, and fee information generate from session records... so clients can submit for reimbursement without asking you to manually create documents.
Payment plan options for packages
An 8-session package at $1,200 is a significant investment. Payment plans split that across 2-3 monthly payments... making therapy accessible while ensuring therapists receive full compensation. Installment tracking manages itself automatically.
No-show fee enforcement
Late cancellation and no-show fees apply based on your documented practice policies. The signed therapy agreement establishes the terms... and billing reflects those terms when clients miss appointments without adequate notice.
Payment collection that simplifies everything
Payment links in every invoice. Stripe, PayPal, or ACH. Clients pay online with one click... so payment arrives immediately instead of waiting for checks or awkward payment conversations during sessions.
Invoice status visibility
Which invoices are draft? Which went out? Which were viewed? Which are overdue? Status visibility supports targeted follow-up... so payment conversations happen with current information.
Automatic payment reminders
Gentle reminders before due dates. Follow-up reminders after. The collection work that usually gets avoided happens systematically... protecting cash flow and preserving the therapeutic relationship through professional communication.
Revenue tracking by service type
Which services generate the most revenue? Individual vs couples? Short packages vs long packages? Revenue by category informs practice development... decisions based on actual business data.
Invoicing connects to session packages, sliding scale fees, and the relationship-based business model that therapy requires. That's billing designed for how private practice actually operates.
How to set up invoicing in Plutio
Setting up invoicing in Plutio takes 30-60 minutes for initial configuration, then 5 minutes per client after your templates, rates, and integrations are in place.
Step 1: Configure default settings (30 mins)
Set your standard session rate, payment terms (due on session or Net-15), preferred currency, and no-show fee structure. These defaults apply automatically unless overridden for specific clients with sliding scale arrangements.
Step 2: Create templates (30-60 minutes)
Build 3-5 templates covering your common billing scenarios. For therapists, recommended templates include:
- Per-session invoice: Single session billing with session date, type, and rate.
- Package invoice: 8, 12, or 20-session package with optional payment plan.
- Superbill template: Insurance reimbursement document with CPT codes and diagnosis information.
- Monthly billing statement: Summary of sessions delivered during the month for clients on monthly billing.
Step 3: Connect payment processing (20 mins)
Link Stripe and/or PayPal to accept online payments. Both take 2.9% + $0.30 per transaction. Consider offering ACH bank transfer for larger package payments. Test each payment method before using with clients.
Step 4: Set up integrations (30 mins)
Connect your calendar (Google Calendar or Outlook) for scheduling sync. Connect accounting software if used. Test each integration before relying on it.
Step 5: Import existing clients (30 mins)
Upload existing client data via CSV. Map fields including name, email, fee structure, and package status. For active clients, create billing records. For historical data, decide how much to migrate.
Step 6: Test with one real session
Run through the complete billing workflow with an actual session. Complete the session, generate the invoice, send it, and confirm payment receipt. Real interaction reveals friction that test scenarios miss.
Common setup mistakes to avoid
- Over-customizing too early: Start with minimal templates and refine based on actual use.
- Ignoring mobile: Download the mobile apps during setup and test key workflows.
- Skipping automation setup: Payment reminders save significant time. Configure during initial setup.
Build templates for your core billing scenarios. Per-session, package, and superbill templates cover most private practice needs.
Invoice templates for therapists
Invoice templates define billing structures for different therapy services and payment arrangements.
Essential invoice types for therapists
- Per-session invoice: Individual session billing after each appointment
- Package invoice: Multi-session package at one or multiple payments
- Superbill: Insurance reimbursement document with CPT and diagnosis codes
- Monthly statement: Summary billing for clients on monthly payment plans
Invoice section structure
- Header: Practice branding and client details
- Service description: Session type, date, and duration
- Amount: Fee reflecting client's rate (standard or sliding scale)
- Payment terms: Due date and payment instructions
- Payment options: Multiple ways to pay
Payment plan structure
- Option 1: Pay in full with possible discount
- Option 2: Split into 2-3 monthly payments
- Option 3: Per-session billing for clients who prefer it
Template proven methods
- Clear description of what client is paying for, including session dates and types so there are no questions about charges
- Prominent payment button or instructions placed where clients see them immediately when opening the invoice
- Professional tone appropriate for therapeutic relationship, avoiding harsh collection language that could damage rapport
- Multiple payment options when possible, since credit card, bank transfer, and PayPal cover most client preferences
- Consistent formatting across all invoice types so clients recognize your billing documents at a glance
Session package presentation
Package invoices should clearly show the total package value, number of sessions included, per-session rate, and any discount applied for purchasing in bulk. When clients can see exactly what they paid for and how it breaks down, billing questions drop significantly. For payment plans, each installment invoice references the original package so clients always know where they stand.
Well-designed invoice templates accelerate payment. Clear, professional documents get paid faster and maintain the therapeutic relationship.
Client portals for therapists: invoice access
Client portals provide self-service invoice and superbill access, improving client experience while reducing administrative burden.
Invoice viewing through portals
Clients access current and past invoices through branded portals. No email requests for copies. Complete payment history visible.
Payment through portals
Clients pay directly from portal invoice view. Convenient payment increases completion rates. One-click payment when methods are saved.
Superbill access
Clients download superbills for insurance reimbursement through their portal. No requests needed for insurance documentation. Available immediately after sessions.
Payment plan visibility
Clients on payment plans see remaining payments, due dates, and completed payments. Clear visibility prevents confusion about what's owed.
Professional presentation
Plutio portals are true white-label: your own custom domain, your logo, your colors, your fonts - with zero third-party branding visible. No "Powered by" footer. No software company login screen. Invoice notifications arrive from your domain, and clients pay at yourpractice.com rather than being redirected to a platform they don't recognize. In therapy, where financial discussions already carry emotional weight, invoices arriving from your own practice domain feel like part of the care relationship rather than a transaction from an outside company.
Automatic payment receipts
When clients pay through the portal, receipts generate immediately and appear in their document history. No waiting for you to manually send a confirmation. For clients who track therapy expenses for tax deductions or health savings accounts, automatic receipts make year-end record-keeping straightforward.
Billing history for insurance reimbursement
Clients using out-of-network benefits can access their complete billing history and download superbills directly from the portal. No back-and-forth emails requesting documents. No delays waiting for you to generate records between sessions. The portal becomes a self-service resource for everything insurance-related, which means fewer administrative interruptions during your clinical day.
Portal invoice access transforms billing from transaction to service. Clients get better experience while you handle fewer billing inquiries.
How to migrate invoicing to Plutio
Migration from another invoicing system typically takes 1-2 hours of active work spread over a weekend, with the best time to switch being at the start of a billing cycle.
Step 1: Export from your current tool
Most invoicing software provides CSV export for client data and payment history. Here's what to export from common tools:
- SimplePractice: Export client billing data from Settings or Reports. Download invoice history for reference.
- FreshBooks: Export contacts and invoice history from Reports section.
- QuickBooks: Export client list and transaction data. Use data export for complete records.
Step 2: Build templates in Plutio (45-60 minutes)
Use your exported invoices as reference to create new templates. Start with your most common billing type. Recreate per-session, package, and superbill templates initially. Focus on forward-looking workflows.
Step 3: Set up integrations (30 mins)
Connect payment processing (Stripe, PayPal), calendar sync (Google Calendar, Outlook), and accounting software if used. Test each integration before relying on it for real client billing.
Step 4: Import client data (30 mins)
Upload your client CSV to Plutio. Map fields including name, email, fee structure, and package status. For active clients, create their billing records.
Step 5: Run parallel for new billing
Use Plutio for all new invoices while keeping the old system for reference on historical billing. As clients transition, all future billing happens in Plutio.
Step 6: Phase out the old tool
Once all active clients are billing through Plutio (typically 30-60 days), cancel the old subscription. Export final records before cancellation.
Common migration pitfalls to avoid
- Trying to migrate everything: Focus on active clients and forward-looking billing.
- Not testing payment processing: Verify Stripe/PayPal works with a real transaction before relying on it.
- Forgetting sliding scale rates: Double-check that each client's fee structure transfers correctly to their profile.
- Skipping superbill setup: Configure superbill templates during initial setup, not after clients request them.
After migration, sliding scale rates bill correctly without manual lookups, superbills generate from session records instead of being typed by hand, and payment reminders go out on schedule without you remembering to send them.
