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Invoicing Head & Heart to be paid

Purpose

How and when to invoice Head & Heart Counselling for your sessions so you can be paid in a timely way.

Your responsibility

It is your responsibility to send invoices to Head & Heart for the sessions you do with your clients so that you can get paid in a timely way.

Head & Heart pays associates by Interac e-transfer.

Tools (choose one)

Please find an invoicing app or template to use that includes all criteria below.

Recommended:

  • Wave (WaveApps) or another invoicing tool of your choice, as long as it can include the required invoice fields and sequential invoice numbering.

Where to send invoices

Invoices should be sent by email to: info@headandheartcounselling.com

When to send invoices

Send invoices twice per month. Each invoice covers one pay period. Head & Heart pays twice per month on a staggered calendar (about two weeks after you submit).

At the end of each pay period you will receive a sales report (from Grok) listing the sessions you conducted. Build your invoice from that report. The report for the 16th through the last day of the month is sent on the 1st of the following month. The report for the 1st–15th is sent on the 16th.

Pay periods

Pay periods are always:

  • the 1st of the month through the 15th of the same month, or
  • the 16th through the last day of the same month

The invoice must name that time period (examples: “October 1–15” or “October 16–31”).

Payment dates

Sessions in When you submit the invoice When you are paid
1st–15th of the month After the first half ends (around the 16th) End of that same month
16th–end of the month End of that month Midway through the next month

Example: invoice for March 1–15 is paid at the end of March. Invoice for March 16–31 is paid mid-April.

Timing rules

  • Send the invoice once your clients have paid for the pay period you are invoicing for.
  • Do not wait more than 30 days after the last session being invoiced for, to send the invoice.

What the invoice must include

Required header details

  • Date of the invoice
  • Pay period billed — the dates this invoice covers, written in full, e.g. October 1–15 or October 16–31 (always 1st–15th, or 16th to the last day of that month)
  • Your name
  • Your address
  • Your phone number
  • Your email
  • Your Registered Clinical Counsellor number
  • An invoice number that is sequential to your last invoices and future invoices

Required session line items

The invoice must list all sessions with:

  • Client’s first name and last initial
  • Session type
  • Date of the session
  • The cost you are invoicing for for each session (your 60% portion)

Required totals

  • A total dollar amount you are invoicing for

After invoicing

Payment timing

Head & Heart pays by Interac e-transfer on the twice-monthly pay dates above:

  • Invoice for 1st–15th → paid at the end of that month
  • Invoice for 16th–end → paid midway through the next month

Receipt after payment

After you receive the e-transfer, send a receipt to info@headandheartcounselling.com marking that invoice as paid. This is required, not optional.

Quick checklist (before you send)

  • Sent to info@headandheartcounselling.com
  • Invoice number is sequential
  • Pay period is written on the invoice (e.g. October 1–15 or October 16–31)
  • Includes your RCC or CCC number
  • Every session line includes: client first name + last initial, session type, date, line cost
  • Total is correct
  • Sent within 30 days of last session invoiced

After you are paid:

  • Send a receipt to info@headandheartcounselling.com marking the invoice paid

Notes

  • Invoice line item amounts: use your 60% portion.
  • GST/HST: not applicable.