How to Invoice as a Business Coach
A step-by-step guide to coaching invoices: price the package, get it approved, choose how the client pays, list the sessions and follow up on what's due.
A business coach sells time and attention over weeks or months, so a coaching invoice has to make clear what the client bought: how many sessions, over what period, and what else is included.
This guide follows a coaching invoice in order: the package, the proposal, how the client pays, the session details, extras, your cancellation terms, then payment and follow-up. Ask an accountant about tax on your services, and check your state's rules before you set cancellation fees.
Worked example (sample figures): a three-month package of six sessions is priced at $1,800.00 and paid in three monthly installments of $600.00, so 3 × $600.00 = $1,800.00. In the second month the client adds one extra session at $300.00, billed on its own invoice. The client pays $1,800.00 + $300.00 = $2,100.00 in total. Use your own prices; these are only an illustration.
Step-by-step invoicing guide
- 1
Price a package or a session
Decide whether you sell a package, such as six sessions over three months, or single sessions. Write down what's included between sessions, such as email support or a workbook.
- 2
Get the proposal approved
Send the package, the price and the payment terms before the first session. Billed's features page says "Yes your clients can approve or reject your estimates online." and "Convert your estimate to invoice with a single click after getting approval from your client."
- 3
Choose how the client pays
For a package paid in parts: Billed's help article on payment schedules says: "A payment schedule lets you add a payment plan to the invoices." Its steps include: "Fill out the payment amount and due date of each payment." For an ongoing monthly arrangement: Billed's invoice software page says: "For clients you bill on a schedule, set up a recurring profile once." It adds: "Choose the billing frequency (daily, weekly, monthly or yearly) and how many invoices to send, or keep sending until you stop."
- 4
List the sessions on the invoice
Give each session or package its own line with the dates covered. Billed's mobile app page says you can "Add line items, your logo, and tax" from your phone.
- 5
Bill extras separately
Put added sessions, assessments or workshops on their own lines, or on their own invoice, so the package price stays clear. Billed's invoice software page says you can "save the products and services you sell so you can pull them into an invoice instead of retyping them".
- 6
State your cancellation terms
Say how much notice a client must give to move a session, and whether a missed session counts against the package. Billed's help article on creating an invoice describes an Additional Notes section and says: "You can also add any terms and conditions in this section."
- 7
Get paid and follow up
Billed's mobile app page says: "Invoices carry a pay button when Stripe or PayPal is connected, so clients can pay by card the minute they receive it." Billed's help article on partial payments says: "You can let your clients pay the partial amount through this option." Billed's help article on payment reminders says: "You can set a schedule of payment reminders before and after the invoice's due date." and "You can send up to three reminders."
Tips for business coach invoicing
- Send the first invoice when the client approves the proposal, before the first session.
- Put the start and end dates of the package on every invoice in the series.
- Use the same names for your packages on your website, your proposal and your invoice.
- Bill an extra session as soon as it's booked, rather than at the end of the package.
- Keep invoices numbered in sequence. Billed's help article on creating an invoice says: "Each new invoice number will be one number greater than the previous invoice number."
Common invoicing mistakes to avoid
- Starting sessions before the proposal and the first invoice are approved.
- Selling a package without saying how many sessions it includes or when it ends.
- Adding extra sessions into the package price without telling the client.
- Leaving cancellation terms out of the proposal and the invoice.
- Letting a missed installment slide until the package is over.
How this works in Billed
Proposals Clients Can Approve
Billed's features page says "Yes your clients can approve or reject your estimates online." and "Convert your estimate to invoice with a single click after getting approval from your client."
Payment Schedules
Billed's help article on payment schedules says: "A payment schedule lets you add a payment plan to the invoices." Its steps include: "Fill out the payment amount and due date of each payment." The same article says "the sum of all the payments should be equal to the total balance of the invoice."
Monthly Retainers
Billed's invoice software page says: "For clients you bill on a schedule, set up a recurring profile once." It adds: "Choose the billing frequency (daily, weekly, monthly or yearly) and how many invoices to send, or keep sending until you stop."
Partial Payments
Billed's help article on partial payments says: "You can let your clients pay the partial amount through this option."
Payment Reminders
Billed's help article on payment reminders says: "You can set a schedule of payment reminders before and after the invoice's due date." and "You can send up to three reminders."
Frequently asked questions
Start Invoicing With Billed
Set up your account and send your first invoice with Billed.
At a glance
- Package: a fixed price for a set number of sessions, paid upfront or in installments.
- Single sessions: one line per session, with its date.
- Monthly retainer: the same invoice each month.
- Extras: added sessions or workshops on their own lines.
When this isn't for you
This guide covers invoicing coaching clients directly. If a company pays you through its purchasing team, follow its supplier and purchase order process first.