If you’re a consultant specializing in healthcare, billing the right client and keeping track of your time are only part of the challenge. If you’re working with a medical clinic, you’ll need to invoice them correctly and understand their payment terms. You typically bill for your services hourly, but you’re unsure how to invoice this business.

Luckily, it’s not that complicated. There are some general rules regarding invoicing clients for your services (regardless of whether the client is a private individual or a business). Here are a few tips on how you can invoice a medical clinic for your work.

Be Clear About Your Expectations

Before you begin your work with a medical clinic, you’ll want to define your role and responsibilities clearly. This will help ensure you get paid for all your time working with them. You can use a job description template to create one for yourself. The next step is to write down what specific services the clinic expects from you. This information will help you in drafting your invoices when the time comes.

For example, if the clinic has a dental practice, they may expect you to provide treatment advice and perform minor procedures like cleaning teeth and applying fluoride varnish. If they have a physical therapy practice, they may expect you to provide treatment advice and perform minor procedures such as manual therapy techniques or physical therapy exercises on patients.

Keep It Simple

First, you’ll want to figure out how much each hour of your time is worth and then divide that number by the total number of hours. This will give you a figure that you can use to invoice the client for each hour worked. Writing it in terms of hours ensures that your clients are not confused.

If your hourly rate is $100 and you worked 10 hours, for example, you would divide $100 by 10 to get $10 per hour. You would then multiply $10 by 10 to get a total of $100.

Learn Different Invoice Templates

Each invoice format you use will be unique and can vary in how much you want to spend on them. For example, you might want to use a simple invoice template, or you might want to go with something more elaborate and professional.

With the many templates available, you only need to pick the best invoice template depending on your needs, download it and begin filling.

Use the Right Wordings

When invoicing medical clinics, ensure that the information is correct to understand exactly what they are paying for. Communicate clearly with the clinic about how much time is needed for each service and what each service costs. This way, they’ll know exactly what services they’re paying for and ensure that all their fees align with what was discussed when setting up the appointment.

Send Them in Good Time

Once the invoices are ready, ensure that you send them out in good time. This means ensuring you send the invoice a few days before the due date. Otherwise, the clinic may wait for the invoice and either pay late or not. The best thing about this is that you’ll be paid on time and get a chance to work on some other projects. It ensures personal and client satisfaction.

Make It Easy to Pay

The other thing you want to do is make it easy for the clinic to pay you. This means sending them an invoice that they can easily understand and follow. Include all the relevant information such as your contact information, the services rendered, the cost of each service, the date of service, and the due date.

You can also include some payment options such as online payment, credit card, or PayPal.

Be Professional

When invoicing a medical clinic, always remember to be professional. This means using the right language, sending the invoice on time, and including all the relevant information.


As a consultant, you may be brought in to help a company with a specific problem or be hired regularly. Invoicing for consulting services isn’t always so straightforward, but it can also be pretty simple if you follow the proper steps.