Physiotherapist
invoice template

Private physiotherapists invoice patients, private medical insurers, solicitors handling injury claims, employers and sports clubs for assessments and treatment. This free template sets out a physiotherapist invoice the way customers expect to see it, with example lines you can keep or replace.

What goes on a physiotherapist invoice

List each appointment with its date and type (initial assessment, follow-up treatment, home visit), the patient's name, and for insurer or case-managed work, the authorisation or case reference. Put your HCPC registration number on the invoice.

Line by line: Initial assessment and treatment, 45 minutes, 1 × £70.00 = £70.00; Follow-up treatment, 30 minutes, 4 × £55.00 = £220.00; Home visit supplement, 1 × £20.00 = £20.00. The subtotal is £310.00. The example assumes you are not VAT registered, so there is no VAT and the total due is £310.00. The figures are illustrative, not a price guide, so use your own rates.

Whatever the job, a UK invoice must carry the basics GOV.UK lists: a unique invoice number, your name or business name and an address, your customer's name and address, a clear description of what you are charging for, the date the work was done and the date of the invoice, the amounts, any VAT, and the total owed. The template has a place for each, and the guide to what a UK invoice must include explains the rules behind them.

Number invoices in one unbroken sequence, such as INV-0001, INV-0002 and so on, and never reuse a number, even for a cancelled invoice. The invoice number generator suggests a format and works out your next number.

How physiotherapists price their work

Assessments are priced higher than follow-ups; home visits carry a supplement; insurers pay their own set fees per session, which may be lower than your private rates. Medico-legal reports for injury claims are priced separately and are not treatment.

Whatever the model, write it on the invoice as the customer agreed it: the unit (hour, day, job, item), the quantity and the rate on each line. A customer who can see how a total was built pays faster than one who has to ask. If you are working out what to charge in the first place, the day rate calculator works back from the income you want, and the markup calculator shows what you keep on anything you buy in.

Agree this before you start

Agree with private patients your fees, cancellation charge and how they will pay. For insured patients, confirm before treatment starts that the insurer recognises you, how many sessions are authorised, any excess, and whether the insurer pays you directly or reimburses the patient.

When to send a physiotherapist invoice

Take payment from private patients at each appointment and give a receipt or invoice; invoice insurers and case managers per session or at the end of each authorised block.

The sooner an invoice goes out, the sooner it is paid: the payment clock starts when the customer receives it. Send it by email as a PDF on the day the work is finished, and the guide to sending an invoice covers what to put in the email.

VAT on physiotherapist invoices

Treatment by an HCPC-registered physiotherapist is medical care, exempt from VAT. Medico-legal reports prepared for a legal claim are not medical care and are standard-rated, which matters only if your taxable income ever reaches the £90,000 threshold.

Medical care given by a health professional registered with the right statutory body is exempt from VAT, so an exempt treatment invoice shows no VAT even if you are VAT registered for other supplies. The exemption covers care aimed at protecting, maintaining or restoring health. Services that are not medical care, such as purely cosmetic work, reports for legal claims or selling products, can be standard-rated. VAT Notice 701/57 lists the registers that count.

You must register for VAT when your taxable turnover over any rolling 12 months goes above £90,000, or you expect it to in the next 30 days alone. The VAT registration checker tracks where you are, and invoicing without a VAT number explains what an unregistered invoice looks like.

Who physiotherapists invoice

Your invoices go to patients themselves, to insurers and to organisations that commission your care. When an insurer or a case manager pays, they will want their authorisation or claim number, the patient's name and policy number, the dates of each session and often your registration number. Patients paying privately usually want a simple invoice they can pass to a health cash plan.

Employers buying physiotherapy for staff, and solicitors instructing rehabilitation after an accident, are business customers: they need their reference on each invoice and usually pay on 30-day terms.

Recharging costs and expenses

Costs you pay out for a job, such as travel, parking, materials or specialist hire, can be passed on to the customer when you agreed to it. Put each on its own line with a short description, and keep the receipts. Recharged costs are part of your income, and the original cost is your expense; if you are VAT registered, VAT is normally charged on the recharge at the rate of your main service. Only a genuine disbursement, a cost paid purely as the customer's agent, is passed on without VAT. The mileage calculator shows what business travel is worth at HMRC's rates.

Invoices patients can claim back

Many patients pay you and then claim from a health cash plan or private medical insurance, and their claim succeeds or fails on your invoice. Show your full name, your professional registration body and number, the patient's name, the date and type of each treatment, and the amount paid. Some insurers only reimburse practitioners on their own recognised list, so if you are recognised, say so. For insurer-authorised treatment, put the authorisation number and the number of sessions authorised, and invoice only within that authorisation. Keep clinical notes separate from invoices: the invoice needs to prove a treatment happened and was paid for, not what was discussed.

Deposits, stages and cancellations

Pre-paid blocks of sessions are common; show the number of sessions and the expiry date, and track how many are used.

Most practitioners take payment at each appointment and invoice where a third party pays. A block of sessions paid in advance should be recorded as income when received under the cash basis, with the sessions still to come noted on the invoice. Publish your missed-appointment charge before you apply it.

Payment terms for physiotherapists

Patients pay at each appointment; insurers and case managers usually pay 30 days after an invoice submitted through their portal.

If you agree no terms with a business customer, the law sets payment at 30 days after they receive the invoice or the work, whichever is later. Agreed terms between businesses can run to 60 days, or longer only where that is fair to both sides. When a business pays late, the Late Payment of Commercial Debts (Interest) Act 1998 lets you claim interest at 8% a year above the Bank of England base rate plus fixed compensation, which the late payment interest calculator works out. These rights do not apply to invoices sent to private individuals, so for household customers your own terms matter even more.

Getting paid faster

Three details decide how quickly most invoices are paid. First, your bank details on the invoice itself: account name, sort code and account number, with the invoice number as the payment reference so you can match the money when it lands. Second, a clear due date rather than "payment on receipt", which customers read as "whenever". Third, a polite reminder the day after the due date, then again at 7 and 14 days. A card payment link on the invoice helps with household customers, who are more likely to pay straight away if it takes one tap. The 30-day payment terms guide and invoice payment terms explain which terms to choose.

If a customer disputes the invoice

Most disputes are about scope: the customer thought something was included that you did not. Respond in writing, point to what was agreed, and separate the part in dispute from the rest, which should be paid on time. If only part of an invoice is questioned, a credit note for that part lets the undisputed amount be settled now. If a business customer still will not pay, a formal letter before action usually does it; after that, in England and Wales, the small claims track of the county court handles claims up to £10,000. The guides to invoice disputes and small claims for an unpaid invoice walk through each step.

Common physiotherapist invoicing mistakes

• Invoicing an insurer beyond the authorised sessions. Get the extra sessions authorised first, or the patient pays.
• Leaving your HCPC number off. Insurers and cash plans need it to pay the claim.
• Mixing reports with treatment. Medico-legal reports are a different supply; invoice them separately.
• Showing VAT when you are not VAT registered. You can only charge VAT with a VAT number, and adding it anyway is an offence. If you are not registered, your invoice shows a total with no VAT line.
• Editing an invoice after sending it. Correct a mistake with a credit note and a new invoice, so your records and your customer's match. The guide to correcting an invoice shows how.

Checklist before you send it

Run through this before every invoice goes out. Each point is a reason invoices get paid late:

• The invoice number is the next in your sequence and has never been used.
• The customer's name and address are right, with their purchase order or reference if they use one.
• Each line shows what was done, the quantity, the unit and the rate.
• The subtotal and total add up, and VAT appears only if you are VAT registered.
• The invoice date, a due date and your bank details are on it.
• A copy is saved with your records before you press send.

Keep a copy of every invoice

Every invoice you issue is a record of income. Keep a copy of each one, digital is fine, along with the payments that settle them. From 6 April 2026, sole traders with qualifying income over £50,000 must keep digital records and send HMRC quarterly updates under Making Tax Digital, with the threshold falling to £30,000 from April 2027 and £20,000 from April 2028. The MTD requirement checker tells you when it applies to you, and how long to keep invoices covers the retention rules.

Download the physiotherapist invoice template

The template comes in four forms. The Word version opens in Microsoft Word, Google Docs and Pages: replace the words in square brackets and save. The Excel version opens in Excel, Google Sheets and Numbers, and works as a calculator, so each line, the subtotal, the VAT and the total update as you type. The PDF is ready to print. Or skip the download and fill it in online with the free invoice generator, which opens with these physiotherapist lines already in place and makes a PDF in your own colours, with your logo.

When a template stops being enough, a TapTax account, free to start, creates and sends your invoices, tracks which are paid, and files your quarterly updates to HMRC from the same records. Our guide for physiotherapists covers the tax side: expenses, National Insurance and Making Tax Digital.