Swimming lessons invoice template
Swimming lessons invoice template: group term, private lessons, pool entry passed on and badge assessments, with the learner, level and term dates.
Templates by industry
- Group lessons, 10-week term
- Private lesson, 30 minutes
- Pool entry for the learner, per visit
- Assessment and badge or certificate
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Group lessons, 10-week term" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Assessment and badge or certificate". 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.
Swimming lessons are usually paid by a parent for a child, by the term for group classes and by the lesson for private tuition. Some teachers hire pool time and include entry, others ask the learner to pay entry at the door. This template separates the group term, private lessons, pool entry and the assessment for a badge or certificate, and leaves the notes for the learner’s name, level and the dates the term runs.
Fields to prepare
- Deliverables and line items
- Group lessons, 10-week term, Private lesson, 30 minutes, Pool entry for the learner, per visit, Assessment and badge or certificate: record the quantities actually supplied and the service period.
- Group lessons, 10-week term
- Give the term’s start and end dates, the day and time slot and the level the learner is in.
- Private lesson, 30 minutes
- List the dates of private lessons; they are often booked to catch up before an assessment.
- Pool entry for the learner, per visit
- Bill pool entry only if you paid it on the learner’s behalf, per visit, at the pool’s price.
- Assessment and badge or certificate
- Name the scheme or badge assessed and say whether the certificate is included or extra.
- 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
- Name the learner, the term dates and the level, separate group terms from private lessons, and show pool entry if it is passed on rather than included.
Before sending
- Does “Group lessons, 10-week term” show the quantity actually supplied, not the quantity first quoted?
- Is “Private lesson, 30 minutes” charged at the rate the customer agreed to, with any change approved?
- Is “Pool entry for the learner, per visit” finished and accepted, or does it belong on a later invoice?
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- Does “Assessment and badge or certificate” show the quantity actually supplied, not the quantity first quoted?
- 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: 4 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Group lessons, 10-week term | 1 × $120.00 | $120.00 |
| Private lesson, 30 minutes | 4 × $28.00 | $112.00 |
| Pool entry for the learner, per visit | 4 × $5.00 | $20.00 |
| Assessment and badge or certificate | 1 × $15.00 | $15.00 |
| Subtotal | $267.00 | |
| Sales tax (8%) | $21.36 | |
| Total | $288.36 | |
Net amount $267.00, sales tax $21.36, total payable $288.36.
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
What happens if a lesson is cancelled because the pool closes?
Say in your terms whether you add a make-up lesson, credit it to the next term or refund it, and apply the same rule on the invoice. Note the cancelled date so the parent can see it was dealt with.
Can I put siblings on one invoice?
Yes, as long as each child’s lessons are on their own lines with the child’s name. If you give a sibling discount, say on the affected line or in the notes how it was applied.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $21.36 on a net amount of $267.00, for a total of $288.36. 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 add my logo and signature?
Yes. The From section of the editor has a place for your company logo and for a signature or seal image. Uploading a picture needs a free account, and a member can keep both in settings so that every new document starts with them.
Read next
Reading for the Swimming lessons invoice template: 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.