Counsellor invoice template

How do counsellors usually invoice?

Counsellors are paid per session, usually by bank transfer or card on the day, and invoice employee assistance programmes, insurers and organisations monthly with the session dates and the referral number but no clinical detail. Missed sessions inside the notice period are charged in full under the contract agreed at assessment. Receipts for clients claiming on health insurance show the counsellor's registration body and number.

Counsellors in this example are paid on receipt. Hourly rates run from £45 to £90.

What should a counsellor put on an invoice?

Beyond the legal basics, counsellors should:

• Show session dates and the referral number only; never put clinical information on an invoice.
• State your professional body and registration number for insurance and EAP claims.
• Charge missed sessions under your contracted notice period and show them as a separate line.
• For EAP and insurer work, invoice monthly in their required format with their reference.

Every UK invoice, whatever the trade, must also show:

• a unique, sequential invoice number
• your business name and address (and company number if you trade as a limited company)
• the client’s name and address
• the invoice date and, for VAT invoices, the date of supply if different
• a clear description of each item of work or goods
• the amount due and when it must be paid
• your VAT number, the VAT rate per line and the VAT total, if you are VAT registered

Do counsellors charge VAT?

Counselling is only VAT exempt when supplied by a professional on a statutory register, such as a registered psychologist or a doctor; counsellors and psychotherapists registered with BACP or UKCP are on voluntary registers and their services are standard rated at 20% once VAT registered. Registration is compulsory above £90,000 turnover, which few private counsellors reach, so most charge no VAT.

On the Flat Rate Scheme the sector for counsellors is usually “Any other activity not listed elsewhere” at 12% of VAT-inclusive turnover, with a 1% discount in the first year of registration. If you spend little on goods you may be a limited cost trader and have to use 16.5% instead. The scheme suits businesses with few VAT-able costs; check it against the standard method with the VAT calculator before joining.