InvoiceFlow for Mental Health Therapists: The Complete Billing Guide

Billing for private-pay sessions, superbills, corporate EAP contracts, group therapy, intensive programs, and supervision

Private-pay mental health therapists need billing that generates professional session invoices with superbills for out-of-network reimbursement, manages corporate EAP-style contracts, handles group therapy, and tracks intensive program payments. InvoiceFlow covers the complete billing stack for solo and small group private practices.

Private-Pay Session Invoices

Every private-pay session should generate a professional invoice at checkout — both as a receipt and as documentation for a superbill.

Therapy Session — [Client Name] — [Date]:

• Provider: [Name], [Credentials] | NPI: [XXXXXXXXXX] | Tax ID/EIN: [XX-XXXXXXX]
• Practice: [Practice name] | Address: [Address]
• Client: [Name] | Date of birth: [DOB]
• Session date: [Date] | Duration: [N] min
• Service: [Initial evaluation / Individual therapy / Couples therapy / Group therapy]
• CPT code: [See list below]
• Session fee: $[amount]
• Payment: Paid in full at checkout (card / QR / payment link shown on invoice)

Common Mental Health CPT Codes

• 90791: Psychiatric diagnostic evaluation (initial assessment)
• 90837: Psychotherapy, 60 min (53–60 min)
• 90834: Psychotherapy, 45 min (38–52 min)
• 90832: Psychotherapy, 30 min (16–37 min)
• 90847: Family psychotherapy with patient present
• 90846: Family psychotherapy without patient present
• 90853: Group psychotherapy
• 90839: Psychotherapy for crisis (60 min)
• 90840: Psychotherapy for crisis, additional 30 min (add-on)

Telehealth sessions: add modifier 95 and note place of service as 02 (telehealth).

Note: CPT code selection depends on session length and service type. Consult your state licensure board or a healthcare billing specialist to confirm appropriate coding for your license and services.

Superbills for Out-of-Network Reimbursement

Superbill — [Client Name] — [Date of Service]:

• Provider: [Name], [Credentials] | NPI: [XXXXXXXXXX] | Tax ID: [XX-XXXXXXX]
• Practice address: [Address]
• Client name: [Name] | Date of birth: [DOB]
• Service date: [Date] | Place of service: 11 (office) or 02 (telehealth)
• Diagnosis (ICD-10): [Code — description]
• Procedure (CPT): [Code] | Session length: [N] min
• Fee: $[amount] | Amount paid: $[amount] | Balance: $0.00

“This superbill is for client insurance reimbursement documentation. It does not constitute a claim submission to any health insurance plan.”

Common Mental Health ICD-10 Codes

• F32.0–F32.9: Major depressive disorder (severity)
• F33.0–F33.9: MDD, recurrent
• F41.1: Generalized anxiety disorder
• F41.0: Panic disorder
• F43.10–F43.12: PTSD
• F40.10: Social anxiety disorder
• F42: Obsessive-compulsive disorder
• F90.0–F90.9: ADHD
• F31.x: Bipolar disorder

Generate superbill at every session. Email directly from InvoiceFlow. Clients with commercial insurance commonly receive 40–80% out-of-network mental health reimbursement.

Corporate EAP-Style Contract Invoices

Direct corporate EAP contracts — bypassing managed care EAP networks — pay the therapist’s full private-pay rate and preserve clinical autonomy.

Corporate Employee Assistance Services — [Company Name] — [Month Year]:

Billing Period: [Month Year]

• Employee individual sessions: [N] sessions × $[rate] = $[total]
• Group wellness session (if applicable): [N] participants × $[rate] = $[total]
• HR consultation (optional): [N] hours × $[rate] = $[total]
• Invoice total: $[total]

Remit to: [Name], [Credentials] | EIN: [XX-XXXXXXX] PO Number: [PO-####] Payment Terms: Net-30 W-9 on file | Submitted: [Date]

Confidentiality note (required on every corporate invoice): “Session content is protected by confidentiality. This invoice reports session utilization count only. No clinical information, diagnosis, or treatment content is shared with the employer.”

This note protects your clients, maintains the therapeutic relationship, and preemptively addresses HR questions about clinical content. Pre-load it in your corporate InvoiceFlow template.

EIN is required on all corporate invoices. Without it, corporate AP cannot process payment or create a vendor record.

Corporate Contract Structures

• Per-session utilization: Monthly invoice for sessions used. Rate × sessions = total. No minimum, no unused sessions.
• Monthly retainer: Flat monthly rate for up to [N] sessions. Predictable cost for the employer. Pre-load in InvoiceFlow as a recurring invoice.
• Annual program: Fixed annual fee for access to services. Invoiced quarterly.

Group Therapy Session Invoices

Each group therapy participant receives their own individual invoice with their own CPT code and diagnosis.

Group Therapy Session — [Client Name] — [Date]:

• Group: [Group name]
• Session date: [Date] | Duration: [N] min
• CPT: 90853 (Group psychotherapy)
• ICD-10: [Client’s individual diagnosis code]
• Session fee: $[amount]
• Payment: Paid via the method shown on the invoice

Never put multiple participants on one group invoice. Each client is a separate billable service with their own NPI, diagnosis, and payment record.

Intensive Program Invoices

Short-term structured intensive programs for specific clinical interventions.

Intensive Program — [Client Name] — [Enrollment Date]:

• Program: [EMDR intensive / Grief recovery / Anxiety protocol / DBT skills]
• Structure: [N] sessions over [N] weeks + between-session support materials
• Program rate: $[amount]

Payment options:

• Paid in full at enrollment: $[amount]
• 2-payment plan: $[amount] at enrollment + $[amount] at program midpoint ([date])

For corporate-funded intensive programs:

• Add EIN, PO, net-30
• Note: “Individual clinical content remains confidential”

Clinical Supervision Invoices

For supervisors billing supervisees for licensure-required clinical supervision.

Clinical Supervision — [Supervisee Name] — [Date]:

• Supervisor: [Name], [License] | NPI: [XXXXXXXXXX] (if applicable)
• Session date: [Date] | Duration: [N] min
• Format: [Individual supervision / Group supervision]
• Fee: $[amount]
• Payment: Paid via the method shown on the invoice

Sliding Scale and Reduced Fee Documentation

Reduced Fee Agreement — [Client Name] — [Date]:

• Standard session fee: $[amount]
• Agreed reduced fee: $[amount]
• Basis: [Income-based sliding scale / Temporary hardship / Pro bono]
• Duration: [Through [date] / Until reviewed]
• Review date: [Date]

Document in InvoiceFlow invoice notes. Protects both parties if fee disputes arise.

Using InvoiceFlow for Therapy Billing

Session + superbill at every checkout: Generate invoice with CPT and ICD-10 codes at session end. Email superbill directly. Client receives reimbursement documentation immediately.

Corporate EAP template: Pre-load EIN, W-9 status, PO field, net-30, and confidentiality note. Bill by the 1st of each month for prior month utilization.

Group therapy: Build a group session template. Generate individual invoices per participant at each group session. Each has their own CPT and diagnosis.

Intensive program invoices: Build template for each program. 2-payment plan invoiced at enrollment and midpoint.

Collect at checkout: Invoice private-pay clients at session end; they pay via the card / QR / payment link shown on the invoice. No waiting on collections.

Telehealth: Add modifier 95 and place of service 02. Note patient state if practicing across state lines.

Download InvoiceFlow. Build session + superbill template with CPT and ICD-10 fields. Set corporate template with EIN and confidentiality note. Generate a superbill at every session — your clients have out-of-network benefits they’re not using.

InvoiceFlow is a free Android invoicing app built for small business owners. Generate professional therapy invoices with superbills, manage corporate EAP contracts, bill group therapy, and handle intensive program payments — all from your phone.