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This page explains how Open Therapy’s invoicing works. It isn’t tax advice. Talk to your accountant about your own circumstances.

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Two kinds of invoice

You are the supplier on the session invoice, because you’re the merchant of record. On the fee invoice the parties swap, which is what your accountant needs to claim the GST back.

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Session invoices

Raised for the client automatically when a session is closed off, whether you pressed Mark complete or the hourly pass closed it for you. The client is emailed and it lands in their billing page. It carries your name as the supplier, the service, the date of service and the Medicare item number if the service has one. No GST, because therapy of this kind is GST-free health care. This is the document a client uses to claim a rebate. A receipt is raised separately for the payment itself, with its own reference beginning OTR-.

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Your fee invoice

One tax invoice a month from Open Therapy, covering the fees already deducted. A scheduled pass raises it at 06:00 on the second of the month for the month before, once the hourly transfer pass has finished settling the last of it. It’s issued Paid and nothing is owing: “Nothing is owing. Each session’s fees came out when it settled.” The lines only appear when they apply: Then a subtotal, the GST as its own line with the rate printed, and the total. The lines are recomputed from your settlements each time the document is opened.
Open Therapy’s ABN doesn’t currently print on the invoice. The line is omitted until it’s configured. If your accountant needs it, write to support@opentherapy.app.
Find your invoices under Our invoices to you on your earnings screen, and open one at its reference to print or save it. Invoice statuses across the system are Due, Processing, Paid, Void and Refunded; a fee invoice is issued straight to Paid.

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The period is a calendar month, by settlement date

A fee belongs to the month its money moved, not the month the session happened. A July session settled in August appears on the August invoice. The month is a calendar month in Sydney time for everyone, not in your own timezone. A month with no settlements gets no invoice.

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Why GST is a separate line

Open Therapy’s fees are quoted ex-GST and had tax added at settlement, and the invoice states exactly what was added. On older invoices, card processing is the exception: Australian card fees are published GST-inclusive, so charging GST on that amount would bill it twice. The tax inside it is separated out instead. New settlements do not recharge processing to you.

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What to give your accountant

Income

Your Billed total from the earnings screen. Not your net — the fees are an expense, not a reduction in income.

Expenses

Your fee invoices. They show the fees ex-GST with the GST separated, which is what a BAS needs.
Don’t report your payouts as income. A payout is your revenue minus fees, so reporting the net understates both your income and your deductions.

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Reconciling a period

1

Billed, from the sessions table

The Billed total for the period is your session revenue.
2

Fees, from the invoice

The fee invoice for the same period is your Open Therapy expense, with GST separated.
3

Check the arithmetic

Billed minus the invoice total should equal the payouts for that period. Differences at the edges of a month are normal — a session on the 31st can settle and transfer in the following month, and the invoice follows the settlement.

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GST on your own services

Therapy of this kind is GST-free health care in Australia, which is why the client’s invoice carries no GST. That doesn’t determine whether you must be registered for GST, or how you should treat other parts of your practice. Ask your accountant.

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Historical rates never change

Every settlement stores the rates that applied at the time, and the invoice reads those frozen rows. If a fee changes, your old invoices and settlements keep the old figures.

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Questions

support@opentherapy.app, quoting the invoice reference.