Music lessons invoice
Invoice template for music teachers: private instrument lessons, ensemble coaching and performance recording feedback. Download it as Excel or Word.
Templates by industry
- Private instrument lessons
- Ensemble coaching
- Performance recording feedback
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Private instrument lessons" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Performance recording feedback". Confirm delivered sessions and attendance and hand over agreed materials and feedback.
Send the billing record
Send the final charges, delivery reference and due date to the customer, then reconcile payment against the invoice number.
Music teachers invoice students or parents with this template, usually by the term or the month. Private lessons are billed by count or hours, ensemble coaching, a band or chamber group, separately because several students often share it, and recording feedback covers the time spent listening to a student’s practice videos and commenting between lessons. Note the instrument and the period on the invoice; exam entry fees or sheet music bought for the student go on their own lines.
Fields to prepare
- Deliverables and line items
- Private instrument lessons, Ensemble coaching, Performance recording feedback: record the quantities actually supplied and the service period.
- Private instrument lessons
- Enter the number and length of lessons, for example four lessons of 45 minutes, and the instrument.
- Ensemble coaching
- Bill the student’s share of the group session, or the whole session to whoever organizes the group, as agreed.
- Performance recording feedback
- Give the number of recordings reviewed and how the feedback was returned, such as written notes or a short video.
- Participants and sessions
- Record the audience, participant count, duration of each session and training period.
- Materials and assessment
- Specify materials, practice and assessment scope, feedback format and delivery deadlines.
- Scope to agree
- Separate private lesson and ensemble hours and record the files and rounds covered by recording feedback.
Before sending
- Does “Private instrument lessons” show the quantity actually supplied, not the quantity first quoted?
- Is “Ensemble coaching” charged at the rate the customer agreed to, with any change approved?
- Is “Performance recording feedback” finished and accepted, or does it belong on a later invoice?
Show 3 more
- Agree how absences, rescheduling and make-up sessions are handled.
- Check whether learning materials, equipment, venue and recordings are included.
- 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 |
|---|---|---|
| Private instrument lessons | 3 × $450.00 | $1,350.00 |
| Ensemble coaching | 1 × $2,400.00 | $2,400.00 |
| Performance recording feedback | 8 × $1,200.00 | $9,600.00 |
| Subtotal | $13,350.00 | |
| Sales tax (8%) | $1,068.00 | |
| Total | $14,418.00 | |
Net amount $13,350.00, sales tax $1,068.00, total payable $14,418.00.
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
How do I bill a term when lessons fall on a public holiday?
Bill the lessons actually scheduled in the term and list their dates. If your term fee is fixed, say on the invoice how lessons lost to holidays are handled, so parents comparing terms of different lengths understand the amount.
Can I add the cost of an exam entry?
Yes, as a separate line at the fee you paid, with the name of the exam and its date, so the parent can see that it is not part of your lesson fee and keep it for their own records.
Should practice-room hire be invoiced?
If the student uses your studio outside lesson time, bill it as a line with the hours. If it is included in the lesson fee, leave it off and say so once, so the student knows the room is not an extra.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $1,068.00 on a net amount of $13,350.00, for a total of $14,418.00. The editor recalculates all three when you change a quantity, a price or the country.
Can I email it to the customer?
Yes, from your own mail app. With a free account, the editor’s download menu offers Email this document, which opens your mail app with a message about the document already written. QuoteBill sends nothing itself, so save the PDF and attach it before you send.
Read next
Reading for the Music lessons invoice: How to write an invoice: a step-by-step example and Invoice numbering: sequences and corrections. The VAT and GST calculator works out the tax line for you.