Invoice example + common mistakes
Purpose
Reduce back-and-forth by showing what “good” looks like.
Quick reminders (current policy)
- Line items are the associate’s 60% portion.
- Invoicing periods (twice per month):
- 1st–15th — submit after the first half; paid at month end
- 16th–end of month — submit at month end; paid midway through the next month
- GST/HST: not applicable (per current policy).
- Head & Heart pays by Interac e-transfer.
- After you receive payment, send a receipt marking the invoice paid.
Example invoice layout
This is an example structure you can use in an invoicing tool (Wave or similar).
Header (required)
- Invoice date: YYYY-MM-DD
- Pay period billed: e.g. October 1–15 or October 16–31 (1st–15th, or 16th to last day of the month)
- Invoice number (sequential): e.g., 2026-001
- Your name
- Your address
- Your phone number
- Your email
- Your RCC or CCC number
- Bill to: Head & Heart Counselling Inc.
- Send to: info@headandheartcounselling.com
Line items (required)
| Client (first name + last initial) | Session type | Date (YYYY-MM-DD) | Amount (your 60% portion) |
|---|---|---|---|
| Jane D. | Individual 50 min | 2026-01-05 | $___ |
| Alex P. | Couples 50 min | 2026-01-06 | $___ |
Totals (required)
- Total invoiced: $_____
- GST/HST: $0 (not applicable)
Common mistakes to avoid
- Missing the pay period billed (must say the dates, e.g. October 1–15 or October 16–31).
- Missing a sequential invoice number.
- Missing your RCC or CCC number.
- Missing required header info (name, email/phone, address).
- Listing the full session fee instead of your 60% portion.
- Missing required session line item fields:
- client first name + last initial
- session type
- session date
- line-item amount
- Sending the invoice before the client’s sessions in that pay period are paid.
- Waiting longer than 30 days after the last session in the pay period to invoice.
- Forgetting to send a receipt after the e-transfer arrives.