Massage therapy invoice
Invoice template for massage therapists: individual session, session package and mobile visit. Fill it in online, download Excel or Word, or print to PDF.
Templates by industry
- Individual session
- Session package
- Mobile visit
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Individual session" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Mobile visit". Confirm completed services and quantities with the customer and retain the handover record.
Send the billing record
Send the final charges, delivery reference and due date to the customer, then reconcile payment against the invoice number.
Massage clients pay in three ways: a single session at the time, a package bought in advance and used over months, or a treatment at home or at the office. Each needs different details on the invoice. A package is paid once and used many times, so the invoice that sells it should say how many sessions it holds and until when, and later visits are recorded against it rather than billed again. Mobile visits add travel and setup to the treatment itself.
Fields to prepare
- Deliverables and line items
- Individual session, Session package, Mobile visit: record the quantities actually supplied and the service period.
- Individual session
- Give the date, length and type of treatment, such as a 60-minute deep tissue massage, and the therapist's name if more than one works with you.
- Session package
- State the number of sessions, their length and the expiry date, and record later visits in the notes as used against this package.
- Mobile visit
- Charge travel or the call-out on this line with the area and time, apart from the treatment price, and note whether you brought a table and linens.
- Intake and service
- Record the intake reference, service date, quantity and agreed service scope.
- Extras and handover
- Separate approved extras, supplied items and the completion or handover time.
- Scope to agree
- Record the length and number of sessions, the balance left on a package, and whether the client needs paperwork for an insurance claim.
Before sending
- Does “Individual session” show the quantity actually supplied, not the quantity first quoted?
- Is “Session package” charged at the rate the customer agreed to, with any change approved?
- Is “Mobile visit” finished and accepted, or does it belong on a later invoice?
Show 3 more
- Reconcile the booked scope with any extra services actually supplied.
- Check that services included in a package have not also been billed separately.
- Match completed work to the order or approval record, and confirm the payment due date and amounts already received.
Worked example with sample figures
The figures below are invented to show how the template adds up: 3 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Individual session | 20 × $2,400.00 | $48,000.00 |
| Session package | 1 × $80.00 | $80.00 |
| Mobile visit | 10 × $450.00 | $4,500.00 |
| Subtotal | $52,580.00 | |
| Sales tax (8%) | $4,206.40 | |
| Total | $56,786.40 | |
Net amount $52,580.00, sales tax $4,206.40, total payable $56,786.40.
What the document must show
The details an invoice has to show, and why each one matters, are set out in the guide below.
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Full requirements: How to write an invoice: a step-by-step example
Frequently asked questions
Can a client use this invoice to claim from health insurance?
That depends on the client's policy and on whether the insurer recognises your qualification, which the client should check. You help by putting your registration number, the treatment type and each session's date and length on the invoice, since insurers usually ask for those.
What happens to unused sessions when a package expires?
Follow the terms given when the package was sold, such as extending the date or turning the rest into credit, as far as local consumer rules allow. Writing those terms on the package invoice avoids a disagreement months later.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $4,206.40 on a net amount of $52,580.00, for a total of $56,786.40. The editor recalculates all three when you change a quantity, a price or the country.
How should I number invoices?
Use one unbroken sequence per business, never reuse a number, and issue a credit note rather than deleting an invoice you have already sent.
Can I download it as Excel, Word or PDF?
Yes. A PDF needs no account: fill in the template and use Print / PDF. The Excel and Word files download from this page with a free account, and the spreadsheet keeps its formulas, so changing a quantity updates the tax and the total.
Read next
Reading for the Massage therapy invoice: How to write an invoice: a step-by-step example and Invoice payment terms: Net 15, Net 30, due dates. The VAT and GST calculator works out the tax line for you.