Free Therapist Credit Note Template
Issue credit notes for therapy session refunds, prepaid package adjustments, and billing corrections. Free PDF, no signup.
From
Bill To
Credit Note Type
Logo
Signature
Live Preview
About Therapist credit notes
Therapists issue credit notes when a client prepays for a block of sessions but ends treatment early and is owed a refund for unused sessions, when a session is invoiced in error for the wrong client, or when a payment is received twice due to a banking mistake. Prepaid session blocks are the most common source of credit adjustments in private practice.
The credit note identifies the sessions being credited, confirms the rate, and references the original invoice. For client confidentiality, keep the description general rather than including clinical information on the document.
When to issue a credit note
Issue a credit note when a client terminates therapy after paying for a 10-session block and five sessions remain unused. Use one when a session is invoiced but was offered as a free initial consultation that should not have been charged. Issue one when a double payment is identified and the duplicate amount needs to be formally documented before the refund is processed. It also applies when a client is charged for a longer session than was actually provided.
Frequently asked questions
A client ended treatment abruptly and is requesting a refund for prepaid sessions. Am I obliged to issue it?
This depends on your written agreement with the client. If your contract specifies that prepaid sessions are non-refundable after the block is started, you are not legally obliged to issue a refund. However, professional ethics often favour refunding unused sessions on request. If you do refund, issue a credit note to document it.
How do I handle confidentiality on a credit note for therapy services?
Use a client reference number instead of a full name if you have confidentiality concerns, especially for clients in sensitive situations. The credit note needs to be traceable in your own records but does not need to include clinical details. Descriptions like 'prepaid session refund' are sufficient.
If a client overpays by bank transfer, do I need a credit note before sending the refund back?
Yes. Issue a credit note first to reduce the outstanding balance to zero on your invoice, then process the refund. This keeps your accounts accurate. Without the credit note, your records show the overpayment as income, which creates a discrepancy at the end of your financial year.