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Accounting and invoicing for physiotherapy practices

Insured patients through the billing agency, private patients and self-pay directly, plus courses and prevention: a physiotherapy practice has several payment routes. Saldiqo writes invoices to self-pay patients and companies, creates course invoices by invoice run and sends reminders for open items.

Updated:

What comes up for physiotherapy practices

Several billing routes

Insured services run through the billing agency. Self-pay, private patients, courses and company offers you write yourself.

Courses and prevention

Back school, pelvic floor or rehab sport are booked and billed in blocks.

No-shows

Appointments not cancelled cost fees. The no-show fee needs an invoice of its own.

How Saldiqo helps

  • Invoice for self-payTreatments as items, with a note on tax exemption in the closing text if you like.
  • Courses by invoice runParticipant list as CSV, all invoices as drafts.
  • No-show feeInvoice for appointments not cancelled.
  • Match paymentsUpload the bank statement, and Saldiqo suggests the invoice.

Typical invoice lines

Examples that often appear on invoices in this industry. You set the prices yourself.

  • Physiotherapy session, 30 minutes, self-pay
  • Manual therapy, 30 minutes
  • Back school, 8 sessions
  • No-show fee for an appointment not cancelled
  • Home visit, flat fee
  • Company offer health day

Tax and invoicing in the UK

What applies to invoices in the UK, in short. As of October 2026.

VAT
Standard rate 20 %, reduced rate 5 % and zero rate 0 %. Saldiqo calculates each invoice line with the rate you pick.
VAT registration
You must register once your taxable turnover passes £90,000 over any 12 months, or you expect to pass it within the next 30 days. You can deregister below £88,000. Until you are registered, your invoices show no VAT, and Saldiqo adds up your 12-month turnover for you.
What goes on an invoice
If you are VAT registered: your VAT number, the tax point, unit prices and the VAT total in pounds. A limited company shows its registered name on every invoice, and its company number, registered office and part of the UK on letters, order forms and the website.
E-invoicing
There is no mandate today. From April 2029 e-invoicing is planned for all B2B and B2G sales that carry VAT, through Peppol. The exact date and standard are not yet in law, and the government’s roadmap follows with the Budget on 28 October 2026.
VAT returns
VAT returns go to HMRC through Making Tax Digital, usually quarterly, due one month and seven days after the period. Saldiqo shows sales and VAT per rate and exports CSV. It does not submit to HMRC, and for Making Tax Digital you need software recognised by HMRC.
Record keeping
Keep VAT records for 6 years.
Late payment
Statutory interest on late business payments is the Bank Rate (3.75 % in the second half of 2026) plus 8 points, so 11.75 %. On top comes fixed compensation of £40, £70 or £100, depending on the amount owed (under £1,000, from £1,000, from £10,000). Consumers have no statutory interest.
Getting paid
Your sort code and account number are on every invoice. Customers pay by Faster Payments or Bacs, and banks check the account name with Confirmation of Payee. There is no QR standard in the UK.

Frequently asked questions

Does Saldiqo replace billing with the insurers?

No. Billing with public and private insurers runs through your billing agency or practice software. Saldiqo is for your own invoices.

How do I show a tax exemption?

You set the line to 0 % and write the note in the closing text. Which exemption applies, you clear with your tax adviser.

Do physiotherapy practices in the UK have to charge VAT?

Only once they are VAT registered. Registration is required when taxable turnover passes £90,000 over any 12 months, or is expected to within the next 30 days. Below that you may register voluntarily. If you are not registered, you must not show VAT on your invoices.

Do physiotherapy practices in the UK need e-invoicing?

Not today. A mandate for B2B and B2G sales with VAT is planned from April 2029, and the details were still open as of October 2026. You can keep sending PDF invoices for now.

How long should physiotherapy practices keep invoices?

Keep VAT records for 6 years. You can store receipts digitally in Saldiqo. The legal duty to keep records stays with you.

Try Saldiqo for free

Write invoices, match payments, collect receipts and send reminders: free and without a trial period.

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As of October 2026. General information, not legal or tax advice, without guarantee. For your case ask your tax adviser.