Free Superbill Generator for Therapists

What a superbill must contain

A superbill is an itemized receipt that lets a client claim out-of-network reimbursement from their health plan. Claims processors look for the same fields on every one, and this superbill generator includes each of them:

Section	What to include
Provider	Name and credential, practice address, National Provider Identifier (NPI), and tax ID or EIN
Client	Full name and date of birth, matching the insurance card
Diagnosis	One or more ICD-10-CM codes, listed A to D
Services	Each date of service, its CPT code and description, and the place of service
Money	The fee for each service, the amount the client paid, and totals
Attestation	Provider signature and date

The ICD-10 search covers common mental and behavioral health codes taken from the CMS ICD-10-CM code files (FY2027 release). You choose the diagnosis; the list only saves typing. Place-of-service codes follow the CMS place of service code set: 11 for an office visit, 10 for telehealth when the client is at home, and 02 for telehealth from somewhere else.

Common reasons superbills are rejected

Most denied out-of-network claims are not about the therapy. They are about paperwork:

• Missing or wrong NPI. Use your individual (Type 1) NPI unless the client's plan asks for the group NPI. You can look it up in the NPPES NPI Registry.
• No diagnosis code. Most health plans will not reimburse psychotherapy without an ICD-10 diagnosis.
• The wrong time code. Psychotherapy codes are time-based: 90834 covers 38 to 52 minutes and 90837 covers 53 minutes or more. Our therapy CPT code reference lists the thresholds.
• Missing place of service. Telehealth sessions need 10 or 02, not 11, and some plans pay a different rate for each.
• No proof of payment. Out-of-network benefits reimburse what the client paid, so the amount paid must appear for each date.
• Name mismatch. The client's name and date of birth must match the insurance card exactly.

How out-of-network reimbursement works

When a therapist is out of network, the client pays the full session fee. The client then submits the superbill to their insurer with the plan's claim form, usually online. If their plan has out-of-network mental health benefits, the insurer reimburses a share of an "allowed amount" once any out-of-network deductible is met. The client, not the therapist, receives the reimbursement.

Two things help clients most: a complete superbill, and knowing their benefits before they start. Our guide to out-of-network reimbursement for therapy clients is written so you can share it with clients directly, and how to create a superbill covers each field in more detail.

When and how to give clients a superbill

Most private-pay practices issue superbills on one of two schedules. Monthly works for weekly clients: one superbill lists every session in the month, so the client files one claim instead of four. Per session suits clients who come occasionally or who are close to meeting their out-of-network deductible and want reimbursement quickly.

Whichever you choose, a few habits prevent back-and-forth with clients and insurers:

• Use the same diagnosis consistently across a course of treatment unless it clinically changes, and document the change in your notes.
• Record what was actually paid, including partial payments and package credits applied, so the amount paid matches the client's receipts.
• Keep a copy. A superbill is part of the client's billing record; store it with your other records for as long as your state requires.
• Send it securely. Email is convenient, but a superbill contains a diagnosis. A client portal or an encrypted file share is a safer default.

Clients sometimes ask you to submit the claim for them. As an out-of-network provider you usually do not have to, and many practices decline to keep billing simple. If you do take insurance for some clients, that is a claims workflow rather than a superbill.

Prexella generates these in one click from your calendar

This free tool is for occasional superbills. If you write them every month, typing dates and codes by hand adds up. In Prexella, you pick the client and the date range, and the superbill is built from their completed sessions: dates, suggested CPT codes from each session's length, place of service from the visit type, your NPI, EIN and license number, and the amounts already paid through online booking. You add or confirm the diagnosis and download the PDF.

Prexella also runs online booking, a client portal with e-signed intake forms, and prepaid session packages on your own domain. If you are setting up intake paperwork, the free intake form template is a good next step, or request a demo to see superbills generated from a real calendar.