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Invoicing — Head & Heart Procedures Manual (August 2025)

Owner: Head & Heart Counselling Inc.
Audience: Associates (contractors)
Last updated: August 2025

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.

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

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.

Frequency

  • Send invoices twice per month.
  • Pay periods:
    • 1st–15th of the month
    • 16th–end of the month

What the invoice must include

Required header details

  • Date of the invoice
  • 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

You will receive payment by e-transfer from Head and Heart Counselling for your invoice 15 days at the longest after the invoice is received.

Receipt after payment

Once you receive the payment from Head and Heart, send a receipt marking the invoice paid.

Quick checklist (before you send)

  • Sent to info@headandheartcounselling.com
  • Invoice number is sequential
  • Includes your RCC 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

Notes

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