Overview
Physiotherapy is sold by the assessment, and the treatment plan is the line that decides how many sessions follow
Physiotherapists treat musculoskeletal injuries, post-operative rehabilitation, chronic pain, neurological conditions, sports injuries, and the long tail of physical problems that send a customer to a physio rather than a GP. The customer is paying for an assessment plus a treatment plan plus the ongoing sessions that actually deliver the outcome. The work is regulated (HCPC in the UK, AHPRA in Australia, professional bodies in other markets) and the customer often has insurance cover that requires the physio to be on an approved provider list. A flat 'physio session, $60' quote without naming the initial assessment, the treatment plan, and the insurance billing path misses what the customer actually needs to understand.
QuoteGenio gives physiotherapists a quoting shape that fits regulated clinical work. Initial assessment and treatment plan as the first line at the longer-session rate, follow-up sessions at the standard rate, treatment-block packages for the customer doing a known programme (post-op rehab, chronic back pain protocol), home visits at the higher rate with travel included, insurance billing where the customer is on an approved list, and a no-show policy. Send via WhatsApp or email to the patient (or the referring GP, physio, or insurer), take card-on-file for treatment blocks, and the same record holds the patient's clinical notes, progress measures, and the insurance reference.
Who it is for
Who uses QuoteGenio
Built for every kind of physiotherapy practice, from solo cash-rate mobile practitioners to small multi-therapist practices.
The problem
The quoting challenges every physiotherapist knows
Physio is mostly priced per session, but cash-paying clients want a programme price up front, and medical-aid clients want to know the gap. Without a clean engagement letter, both end up confused at invoice stage.
Verbal estimates and gap surprise
Cash patients hearing 'around $ 80 a session' get a $ 95 invoice and feel burnt. Medical-aid clients hearing 'covered by your scheme' get a gap invoice and feel misled.
No written treatment plan
Patients want to know how many sessions, what the goal is, and what the total cost will be. Without a written plan, the engagement feels open-ended and trust drops.
Cancellations leak revenue
Without a stated 24-hour cancellation policy, no-shows are unpaid time. Three a week and your hourly rate quietly drops 15 percent.
The fix
QuoteGenio makes it simple
A clean workflow for the physio practice. Quote initial assessment, treatment blocks, and rehab programmes with cash-rate or medical-aid gap clearly stated. Send via WhatsApp.
The payoff
What you get with QuoteGenio
The everyday wins that add up across a year of quoting and invoicing.
Built for physio practices
Line items for assessment, follow-up sessions, treatment blocks, rehab programmes, dry needling, and equipment hire (TENS, splints).
Works from the practice
Send a treatment plan to a patient between sessions, push a programme proposal from the rehab gym. Branded PDF on every send.
Quote in under 2 minutes
Build templates for assessment + 6 sessions, 12-week rehab, and post-surgery programmes. Each new patient quote is a few taps away from sent.
Track sessions and finals
See which patients have used their block and which finals are still unpaid. Cash and medical-aid invoices kept clearly separate.
Built for your trade
Quoting calibrated to how physiotherapists actually work
Pick your trade in Settings and the entire quote flow switches to fit. Line item presets, compliance fields, on-the-quote calculators, and per-m² / after-hours pricing all change to match your industry.
Trade-specific line items
Quick add picker pre-fills the common items your trade quotes. Skip the blank rows.
Brand-specific catalogues
Pylontech, Hikvision, Canadian Solar, Sunsynk and others pre-named. Pick the brand, the description writes itself.
Compliance fields built in
IOPSA, ECASA, PIRB, PSIRA, NHBRC, SAQCC. Set once. Every quote prints them under FROM.
Registration expiry alerts
Dashboard notification 60 days before your PSIRA, CoC or any dated registration lapses.
Per-m² / hour / day billing
Unit selector on every line item: m², hr, linear m, days. Stop doing the maths externally.
After-hours and emergency
1.5× and 2× multipliers as a one-tap toggle. Customer sees the breakdown on the quote.
Quote-flow calculators
Solar size, battery backup, cable run cost. Compute on the spot, drop straight onto the quote.
Staged payments
Deposit on acceptance + balance on completion as two separate amounts on the quote PDF.
Scope-of-work checklist
Structured Included / Not included lists. Client acceptance = signing the scope.
Site-survey mode
Log a location per line item: camera positions, fixtures by room, sensors by zone.
Regional rate hints
Pricing ranges per item per currency shown as you quote.
Free on every plan
All of the above included on the free plan. Premium is for capacity, not the trade tooling.
Why QuoteGenio
Why Physiotherapists choose QuoteGenio
The tools that matter most when you are quoting on-site, under pressure, and between jobs.
Quote from your phone
Most Physiotherapists build and send quotes directly from the job site. No laptop, no office, no delays.
Win more jobs, faster
The first professional quote a client receives usually wins. Respond in minutes, not hours.
Quote to invoice in one click
When the job is accepted, convert to an invoice instantly. No retyping, no double entry.
Pricing guide
Typical Physiotherapists job pricing
A rough guide to what physiotherapists charge for common engagements. Pricing varies by location, specialisation (sports, rehab, vestibular), in-practice or in-home, and whether the practice is cash-rate or medical-aid based. Specialist sports and post-surgery rehab sit at the top of these ranges.
| Job | Typical range |
|---|---|
| Initial assessment (60-90 min, cash rate) | $ 75 - $ 220 |
| Follow-up session (30-45 min, cash rate) | $ 55 - $ 145 / session |
| Mobile / in-home physio (per session) | $ 95 - $ 280 / session |
| Treatment block (6 sessions, cash, discounted) | $ 320 - $ 800 / block |
| Sports/post-surgery rehab programme (12 weeks) | $ 1,200 - $ 3,800 / programme |
| Dry needling / acupuncture (per session) | $ 38 - $ 95 / session |
| TENS / splint hire (per week) | $ 22 - $ 95 / week |
Pricing shown in USD as a rough benchmark. Rates vary significantly by country, region, currency, and market.
Call-out fees
Cancellation policy is critical in physio. State 24-hour notice or full session fee charged on every proposal and engagement letter. Patients agree in writing when they accept. Without a stated policy, no-shows are unpaid clinical time and your hourly rate drops below what you quoted.
Hourly vs fixed pricing
Use per-session pricing for cash patients and ad-hoc work. Use block pricing (6 sessions discounted) for committed cash patients. Use programme pricing (12-week post-surgery, sports rehab) for patients with specific goals. State the cash rate, the medical-aid gap (if applicable), and the block discount on the proposal.
See it in action
Example quote breakdown
Here's what a clean physio engagement letter looks like for a cash patient. Initial assessment, 6 follow-ups, block discount, and the mid-block re-assessment each visible on the proposal. Patients accept faster when they see the treatment plan and the total cost up front.
Try it yourself
Job size
Region
Sample quote
Initial assessment and 6-session treatment block, cash patient
Initial assessment (90 min, includes treatment plan)
6 follow-up sessions (45 min each, cash rate)
Block discount (10% on 6-session block)
Dry needling add-on (where indicated, per session)
Mid-block re-assessment (session 4, 60 min)
| Description | Qty | Rate | Total |
|---|---|---|---|
| Initial assessment (90 min, includes treatment plan) | 1 | $ 145 | $ 145 |
| 6 follow-up sessions (45 min each, cash rate) | 6 | $ 95.00 / session | $ 570 |
| Block discount (10% on 6-session block) | 1 | $ 57.00 | $ 57.00 |
| Dry needling add-on (where indicated, per session) | 1 | $ 55 / session | Variable |
| Mid-block re-assessment (session 4, 60 min) | 1 | Included | Included |
| Subtotal | $ 658 | ||
| Tax (0%) | $ 0.00 | ||
| Total incl. tax | $ 658 | ||
Totals recalculate as you change the controls above. Tax rate inferred from the sample quote.
Items often forgotten
Initial assessment time, dry needling and acupuncture add-ons, equipment hire (TENS, splints, crutches) with refundable deposit, mid-block re-assessments, programme adjustments, and home-exercise programme write-up. Add these as standard lines so the clinical time is paid.
Peer snapshot
How Physiotherapists actually use QuoteGenio
Indicative activity for Physiotherapists on the platform. Use it as a benchmark for how often to quote and how fast to respond.
33
Quotes sent per month
65%
Average quote acceptance
5 min
Median time to send quote
$ 658
Typical quote value
Figures are indicative platform averages for this trade segment.
Start quoting Physiotherapist jobs like this, free
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Avoid these
Common quoting mistakes
We talk to a lot of physios. The same cancellation, cash vs medical-aid, and programme mistakes come up week after week. Fix these and your clinical hour will reflect the actual rate you charge.
Mistake: Verbal cash rate to a medical-aid patient
Better: State whether the patient is cash-rate or medical-aid on the engagement letter, and the gap they will pay. Patients hearing 'covered' and getting a gap invoice feel misled.
Mistake: No cancellation policy on the engagement letter
Better: State 24-hour notice or full session fee charged. The patient agrees in writing when they accept. No-show fees are recoverable when the policy is clear and accepted.
Mistake: Free initial assessment
Better: Charge $ 75 to $ 220 for the assessment and treatment plan. It is real clinical time. Credit it against the first block if you prefer, but make it visible on the engagement letter.
Mistake: Sports / post-surgery rehab priced like standard block
Better: Quote 12-week rehab as a programme with stated milestones (initial assessment, weekly sessions, mid-programme re-assessment, end-of-programme review). Programme pricing reflects the expertise involved.
Mistake: Equipment hire absorbed
Better: Quote TENS, splints, and crutches as a per-week hire line with a refundable deposit. Don't lend equipment as a goodwill gesture; price it openly.
Mistake: No deposit on long programmes
Better: Take 30 to 50 percent deposit on 12-week rehab programmes and post-surgery blocks. State on the engagement letter that the deposit confirms the schedule.
Mistake: No expiry on the engagement letter
Better: Set a 14 to 30 day validity. Your clinical capacity moves with bookings, and an engagement letter accepted three months later may not fit your slots.
Mistake: No follow-up after sending the quote
Better: Most quotes that don't close, don't close because nobody followed up. Send a polite check-in 48 hours after the quote lands, and a second nudge at day 7. Two of every three accepted quotes get there because someone followed up.
Step by step
How to quote physiotherapy
Always do an initial assessment first. Charge for the 60 to 90 minute assessment and treatment plan write-up as a paid line item. The assessment gives you the diagnosis, the treatment goals, and the realistic session count. Without it, you are quoting blind. State on the engagement letter whether the patient is cash-rate or medical-aid, and the gap if applicable, so there is no surprise at invoice stage.
Itemise the assessment, sessions, block discount, and add-ons. List the initial assessment as its own line, then the follow-up session count at the per-session rate with the block discount visible. State what is included (mid-block re-assessment, home exercise programme, basic equipment use) and what is extra (dry needling, equipment hire, additional sessions beyond the block). The patient sees the treatment plan and total cost clearly.
Quote rehab as a programme, not a session count. 12-week post-surgery, sports rehab, and pre/post-natal programmes include initial assessment, custom programme design, weekly sessions with progression, mid-programme re-assessment, and end-of-programme review. Quote as a single fixed programme fee with stated milestones. This reflects the expertise involved and protects your margin against scope drift.
Send via WhatsApp and follow up. Patients prefer to read the engagement letter at home before committing. Share via WhatsApp link, follow up after 48 hours. Once accepted, invoice the assessment and first session, with sessions billed thereafter as completed. Set up clear billing for cash and medical-aid patients separately so the invoicing is clean.
FAQ
Common questions from physiotherapists
Everything you need to know before getting started.
Yes. State on the engagement letter whether the patient is cash, medical aid, or self-pay with reimbursement. Show the cash rate, the medical-aid scheme rate (if applicable), and the gap so there is no surprise at invoice stage.
State a clear policy on every engagement letter: 24-hour notice or full session fee charged. The patient agrees in writing when they accept. No-show fees are recoverable when the policy is accepted up front.
Yes. Once your engagement letter is ready, share the public link via WhatsApp. The patient opens a branded PDF on their phone, accepts online, and you have a time-stamped acceptance on file.
Yes. $ 75 to $ 220 for the assessment and treatment plan. Credit it against the first block if you prefer, but make it visible. The 60 to 90 minutes of clinical assessment is real expertise.
Quote it as a 12-week programme with stated milestones. Programme pricing reflects the expertise, the assessment, and the progression. Session-count pricing under-prices structured rehab.
Yes. The free plan gives you 5 quotes and 2 invoices per month with no credit card. Upgrade to Premium for unlimited quotes and recurring monthly invoicing for ongoing patients.
Yes. List TENS, splints, crutches, and similar equipment as per-week hire lines with a refundable deposit. State the hire term and the condition expected on return.
Yes. 30 to 50 percent deposit on 12-week rehab and post-surgery programmes confirms the schedule and protects your committed slots.
Most jurisdictions exempt regulated healthcare from sales tax/VAT. Check your local rules and state on the engagement letter whether tax applies. Where it does, show it as its own line.
Yes. Quote dry needling as a per-session add-on rate ($ 38 to $ 95) where indicated. State on the engagement letter that the add-on applies only when clinically appropriate.
Still have questions? We would rather answer them now than after you have signed up.
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Guides
Guides for Physiotherapists
Practical advice to help you quote better, get paid faster, and grow your business.
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