A therapy invoice template can help a clinic agree on the fields it records after a completed session. The copyable layout below also works as a starting point for a physiotherapy invoice template, speech therapy invoice template or occupational therapy invoice template. Fictional policy and reminder examples follow.
Fictional example only. Adapt this to your clinic’s own policy and professional judgment. It is not clinical, legal or regulatory advice and does not claim to meet any payer, regulator or certification-body requirement. The policy and invoice examples are not legal or tax advice.
Copy these fields into the clinic’s own invoice layout. The placeholders are not a claim about required invoice content, tax treatment or any payer’s rules.
| Invoice field | Placeholder |
|---|---|
| Clinic name and contact | [Clinic name and contact details] |
| Invoice reference and issue date | [Reference] and [issue date] |
| Client reference and recipient | [Client reference] and [recipient] |
| Service and date | [Service description] on [service date] |
| Clinician | [Clinician name or reference] |
| Quantity and rate | [Quantity] and [rate] |
| Tax, if applicable | [Tax treatment confirmed by accountant] |
| Total and payment details | [Amount] and [payment instructions] |
Insurance invoice requirements are set by each insurer and each plan, so no single list fits every family. Pacific Blue Cross says plans are designed differently and points members to their policy benefit booklet [R8], and Green Shield says the receipt items on its form are required unless the plan sponsor specifies otherwise [R5]. The forms we read mostly ask for a receipt rather than an invoice, although the Pacific Blue Cross form refers to an invoice or receipt [R7]. Families should check their own plan before relying on the table below. An insurance receipt for therapy should follow the family’s plan requirements; these forms do not establish a universal format [R5][R8].
On the Canada Life, Green Shield and Pacific Blue Cross forms we read, the details that recur are the patient or claimant name, the date of each service, a description of the service, the charge for each service, and the provider's name and address [R3][R5][R7]. Other items appear on only some forms, such as the provider's professional designation [R3], a registration number where applicable [R7], any amount paid by a provincial plan [R3], or treatment length in minutes for physiotherapy and massage [R8]. The forms carry revision marks from 2014 to 2024, and the insurer web pages show no date, so check the current form.
Tax receipts are a separate question. The Canada Revenue Agency says a medical receipt must show who was paid and should show the purpose of payment, the payment date, the patient and, where applicable, the practitioner [R1]. It says to keep supporting documents rather than send them with the tax return [R1]. TherapyCRM does not submit insurance or government claims, including Ontario Autism Program claims. The Canada Life form describes the plan member submitting the claim with receipts attached [R3], and one Green Shield form lets the provider complete part of the claim [R6]. Ask the insurer which applies.
| Item | Who asks for it | Who to check with |
|---|---|---|
| Patient or claimant name | Listed on the Canada Life, Green Shield and Pacific Blue Cross forms [R3][R5][R7] and in CRA guidance [R1]. The sources do not give a reason. | Your insurer or plan administrator; CRA for a tax claim |
| Date of each service | Listed on the Canada Life, Green Shield and Pacific Blue Cross forms [R3][R5][R7]. CRA says a receipt should show the payment date [R1]. | Your insurer or plan administrator |
| Service description | Canada Life asks for the treatment name, Green Shield for a detailed description and Pacific Blue Cross for a description of the service [R3][R5][R7]. | Your insurer or plan administrator |
| Charge for each service | Listed on the Canada Life, Green Shield and Pacific Blue Cross forms [R3][R5][R7]. Green Shield's general form asks for itemized receipts [R5]. | Your insurer or plan administrator |
| Provider name and address | Listed on the Canada Life, Green Shield and Pacific Blue Cross forms [R3][R5][R7]. CRA says a receipt must show who was paid [R1][R2]. | Your insurer or plan administrator; CRA for a tax claim |
| Provider designation or registration number | Canada Life lists professional designation and association [R3]. Pacific Blue Cross lists a registration number if applicable [R7]. | The insurer, for the professions and numbers your plan accepts |
| Treatment length in minutes | Pacific Blue Cross says physiotherapy and massage receipts must show it [R8]. The sources read do not say this for other therapies. | Pacific Blue Cross, or your own insurer |
| Amount paid by a provincial plan or another insurer | Canada Life asks for any provincial plan amount and for another insurer's explanation of benefits [R3]. | Your insurer or plan administrator |
| Referral or prescription | Green Shield says some professional services may need a medical referral or prescription [R5]. CRA asks for written certification where its list says so [R2]. | Your insurer or plan administrator; CRA for a tax claim |
| Original or scanned copy | Canada Life and Pacific Blue Cross ask for original receipts on paper claims [R3][R4][R7]. Canada Life accepts a scanned or photographed receipt online [R4]. The other sources read do not say. | Your insurer, for its current submission rules |
The sources list what receipts show but do not explain why, so the second column records who asks. Insurer forms read here are Canada Life M635D-10/21, Green Shield forms dated 2015-02 and 2014/11, and Pacific Blue Cross version 12/24; confirm against your insurer's current form. Sun Life and Manulife pages could not be read. This table is not legal or tax advice.
A clinic workflow can start with a completed session, confirm the service and date, identify the clinician, check the service code and linked note, then review the invoice before sending it. In TherapyCRM, invoices generated from completed sessions require approved documentation and a service code. A manually created invoice follows a different check, so staff should review its source and content.
TherapyCRM does not submit insurance or government claims, including Ontario Autism Program claims. An invoice records the clinic’s charge; it does not determine whether a funder will pay.
Copyable wording needs the clinic’s own notice period, fee decision and communication method. For a no-show fee, therapy clinics should ask counsel about enforceability and an accountant about tax treatment; both can vary. The text below is a fictional starting point, not a policy already in effect.
| Situation | Copyable wording |
|---|---|
| Cancellation | Please tell [clinic name] at least [hours] before a scheduled visit if you need to cancel or reschedule. Contact us through [clinic contact method]. |
| Late cancellation | A cancellation received with less than [hours] notice may have a fee of [amount] under the policy agreed with your clinic. |
| No-show | If you do not attend a scheduled visit and have not contacted the clinic, a no-show fee of [amount] may apply under the policy agreed with your clinic. |
Replace every placeholder and have the clinic’s accountant and counsel review tax treatment and legal enforceability.
Each appointment reminder text example is short enough for a typical SMS and avoids client health details. Use the clinic’s own name and contact method. A reminder is for appointment logistics, not a clinical update.
| Use | Copyable text |
|---|---|
| Upcoming visit | [Clinic name]: Reminder of your visit on [day] at [time]. Reply to confirm or call [clinic number] to change it. |
| Confirmation request | [Clinic name]: Please confirm your appointment on [day] at [time] by replying YES, or call [clinic number] to reschedule. |
| Schedule change | [Clinic name]: Your appointment on [day] at [time] needs a schedule update. Please call [clinic number] to arrange a time. |
No client name, service, diagnosis or health detail appears in these examples.
TherapyCRM supports email and SMS appointment reminders and creates invoices from completed sessions with approved documentation and a service code. Staff can check the schedule, note approval and invoice before communicating with a family. The scheduling page describes appointments and reminders; the pricing page shows current plans and free trial terms.
TherapyCRM is available in English only. TherapyCRM serves English-language practices in Canada outside Quebec. It is practice management software with a clinical record, not a physician EMR, and has no EMR certification. It has no telehealth or video visits and does not submit insurance or government claims, including Ontario Autism Program claims.
Replace all placeholders, check the wording with the clinic’s own team, and confirm billing, tax and policy questions with the appropriate funder, accountant or counsel. Keep a record of which version families received. No part of these templates states a required notice period, fee or tax rate.
They vary by insurer and plan, so check your own plan. On the Canada Life, Green Shield and Pacific Blue Cross forms we read, receipts commonly show the patient name, the date of each service, what the service was, the charge for each service, and the provider's name and address [R3][R5][R7]. Some forms add the provider's designation or registration number, amounts paid by another plan, or original copies [R3][R7]. Some services may also need a referral or prescription [R5].
No. TherapyCRM does not submit insurance or government claims, including Ontario Autism Program claims. It can prepare invoices from completed sessions with approved documentation and a service code. Families follow their insurer's own claim steps. The Canada Life form, for example, describes the plan member submitting the claim with receipts attached [R3].
Yes. The placeholder table can be adapted for physiotherapy, speech therapy or occupational therapy services. The clinic should confirm its own billing and tax details before using it.
A clinic can show the service, date, clinician, quantity, rate, recipient and payment details. In TherapyCRM, invoices generated from completed sessions require approved documentation and a service code.
No. Replace the notice and fee placeholders, then ask counsel about legal enforceability and an accountant about tax treatment. Both can vary with the clinic’s circumstances.
The example gives no legal answer or fee amount. Ask counsel about the proposed policy and an accountant about tax treatment before communicating a no-show fee to families.
Use the clinic name, appointment day and time, and a way to confirm or reschedule. The three fictional SMS examples avoid client health details.
TherapyCRM supports email and SMS appointment reminders. It can prepare invoices from completed sessions with approved documentation, but it does not submit insurance or government claims, including Ontario Autism Program claims.