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Coaching invoice

A coaching invoice for packages, sessions and programmes

Coaching is usually sold as a package and paid in pieces, which is where invoices get muddled. The fix is to state the package, the instalment number and what remains, on every invoice in the series.

This page covers instalments, single sessions, group programmes, and the differences when the client is a company rather than a person.

Use this template See an example

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What to put on it

  • The programme name and its length: “Six-session leadership programme”.
  • Which instalment this is: “Instalment 2 of 3”, with the sessions it covers.
  • Single sessions or extra calls as their own lines.
  • Assessments or licensed tools you paid for, at cost.
  • For a company client: the PO reference, and the participant's name if HR needs it.
  • Your payment details and the due date.

Instalments people can follow

Every invoice in a series should answer “where are we?” without the client opening the last one. Put the instalment number in the line description and the total package value in the notes — “Package total 3,600; this is instalment 2 of 3”. It prevents both the awkward overpayment and the quietly forgotten final payment.

If the package is paid in advance in full, say so and give a single line. A discount for paying upfront should be shown as a discount, not baked into a lower price, so the client can see what they saved.

Individual clients and company clients

An individual wants a short, clear document and pays from a personal account; on receipt or Net 7 is normal. A company pays through accounts payable on a cycle, usually needs a PO, often needs the participant named, and will take Net 30. Write the same work differently for each — and never send a corporate client an invoice without the reference their system expects.

Coaching for a company is sometimes confidential. Name the programme, not the content of the sessions.

Using the generator

The example below is instalment two of a corporate programme with a PO. Swap it for your own package, or delete the PO line for an individual client, and download the PDF free.

A worked example

From
Marta Lindgren, executive coaching
To
Cedarwood Health Ltd
Number
INV-0058
Programme
Leadership coaching, 6 sessions
PO reference
CW-HR-0417
Issued
18 Sep 2026
Due
18 Oct 2026 (Net 30)
DescriptionQtyRateAmount
Instalment 2 of 3 — sessions 3 and 41$1,200.00$1,200.00
Additional 60-minute call, 11 September1$220.00$220.00
360 feedback assessment licence (at cost)1$95.00$95.00
Subtotal
$1,515.00
Total
$1,515.00

Package total 3,600. This is instalment 2 of 3; the final instalment follows session 6.

Questions

How do I invoice a package paid in three parts?

One invoice per instalment, each naming the instalment number and the sessions it covers, with the package total in the notes so the series is easy to follow.

Should I invoice before or after the sessions?

Coaching is commonly paid in advance, particularly for individuals. Say “payable in advance” on the invoice so there is no ambiguity about when the work starts.

What if the client cancels mid-package?

Invoice for sessions delivered and state the position in the notes. If you are refunding, issue it as a separate credit rather than editing an invoice that has already been sent.

Can I keep a record of what is still owed?

With a free account, yes: record payments against an invoice and the outstanding balance is calculated for you. As a guest, the invoice is a one-off PDF.

Related

Your turn

Turn this example into your invoice.

The line items are already there. Change the client, work, rates and dates, then download the PDF.

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Updated 2026-09-20. Invoira formats what you enter; it does not give tax or legal advice.