Free Therapist Timesheet Template
Therapists in private practice need to record clinical hours accurately for insurance billing, supervision requirements, and professional registration. A timesheet provides a structured record of direct client contact, supervision attendance, and case note preparation, which is often required by professional bodies. Clear records also simplify tax returns and ensure no billable session time is inadvertently missed.
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What should a therapist put on a timesheet?
A therapist timesheet records session hours alongside notes and supervision time, with the date, the activity, and the minutes spent. Note the client or session type, whether the entry was a session, case notes, or supervision, and the length. Logging the full time supports fee recording and any compliance record your practice keeps.
Typical line items
- Date of session
- Client or session reference
- Activity (session, notes, supervision, correspondence)
- Session type and length
- Hours or minutes spent
- Billable or non-billable flag
- Session or hourly rate
- Running total for the period
How the work is charged
Therapists usually charge per session, but logging case notes and supervision time records the full effort behind a course of work. Couples or longer sessions are often timed and charged at their own length.
Payment terms and deposits
A timesheet supports an invoice rather than collecting payment itself. Many therapists bill per session or per block, so keep entries dated and described so they can be matched to the work while respecting confidentiality.
Tax and compliance
If you are registered for sales tax or VAT, that applies on the invoice the timesheet supports, not the timesheet itself. Some health services are treated differently in some places, so confirm what applies to you.
Frequently asked questions
Should I include clinical supervision hours on my timesheet?
If your supervision is funded by a client organisation or employer, yes. If it is self-funded as a professional requirement, it is generally a practice expense rather than a client-billable item. Keep supervision records separately for professional body reporting regardless of how it is funded.
How do I handle a session cancellation on my timesheet?
Log the scheduled session time and mark it as cancelled with or without fee, depending on your cancellation policy. If your policy allows you to charge for late cancellations, the timesheet entry supports that invoice. If the session was not charged, the record still documents the appointment for clinical records purposes.
Can I bill clients for the time I spend writing case notes?
This depends on your practice model. Some therapists include case note time in the session fee. Others charge a small additional amount for extended case note or report writing, particularly for assessments or third-party reports. Be transparent with clients about what your fee includes.
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Read the complete timesheet guide to see how to log hours and turn a tracked timesheet into an invoice.
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