Billed

Free Massage Therapist Invoice Template

Billed is not HIPAA-compliant, and Billed's Terms of Service say customers agree not to include "patient, medical or other protected health information" or "any health insurance information" in any invoices

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Quick answer:This page has a free massage session invoice for massage therapists who bill clients, or businesses such as spas, gyms and companies, instead of taking payment at the session. It lists each session's date, modality, duration, rate and amount, has a separate section for prepaid session packages (with a use-by date), and ends with sales tax if applicable, a gift certificate redeemed, the amount due, payment terms, a due date and how to pay, with notes for package terms and a cancellation policy. It has no health, injury or treatment fields and is not an insurance claim form. It comes as a blank print-and-fill PDF and as Word and Excel files filled with sample values. If a client pays at the end of the session, give them a receipt instead.

MASSAGE THERAPY INVOICE

Therapist

Business name:
Example Massage Studio
Address:
12 Example Mews, Sampletown
Phone / email:
[Phone or email]
License no.:
[License no., if your state requires one]

Invoice details

Invoice no.:
MT-0392
Invoice date:
31 Oct 2026
Payment terms:
7 days
Due date:
7 Nov 2026

Bill to

Client name:
Casey Sample
Address:
5 Sample Gardens, Sampletown
Phone / email:
[Phone or email]

Sessions

  • Modality: Swedish massageAmount: 85.00
    Date:
    3 Oct 2026
    Duration:
    60 min
    Qty:
    1
    Rate:
    85.00
  • Modality: Deep tissue massageAmount: 120.00
    Date:
    10 Oct 2026
    Duration:
    90 min
    Qty:
    1
    Rate:
    120.00
  • Modality: Swedish massageAmount: 85.00
    Date:
    24 Oct 2026
    Duration:
    60 min
    Qty:
    1
    Rate:
    85.00
Sessions subtotal290.00

Packages

  • Package: Five-session package, use by 30 Apr 2027Amount: 375.00
    Date:
    31 Oct 2026
    Sessions:
    5 x 60 min
    Qty:
    1
    Price:
    375.00
Packages subtotal375.00
Subtotal
665.00
Sales tax, if applicable (0%)
0.00
Total
665.00
Less: gift certificate redeemed
50.00
Amount due
615.00

How to pay

Accepted methods:
Card, bank transfer or cash
Account name:
[Account name]
Bank details:
[Bank name, account and routing numbers]
Payment reference:
Invoice no. MT-0392

Notes

  • Package sessions can be used for any 60-minute massage booked before the use-by date.
  • Appointments canceled with less than 24 hours' notice may be charged in full.

Thank you. Please quote the invoice number with your payment.

Massage session invoice: sample preview. Download it below.

Key Features

Everything you need in a professional invoice template.

Bill to: the client, or the spa, gym or company paying
Invoice number, invoice date, payment terms and due date
Sessions: date, modality, duration, quantity, rate and amount
Packages: date sold, package and use-by date, sessions included, quantity and price
Subtotal, sales tax if applicable (0% in the sample), total, gift certificate redeemed and amount due
How to pay: accepted methods, account and bank detail placeholders, payment reference
Notes for package terms and your cancellation policy
"License no." field; no health, injury or treatment fields
Blank PDF to print and fill in; Word and Excel versions with sample values to overwrite

Download the invoice template

The PDF is a blank invoice to print and fill in by hand. The Word and Excel files contain the sample details shown in the preview, ready for you to replace with your own. In the Excel file, each line amount is a formula: "Qty" × "Rate" or "Qty" × "Price", depending on the table. The section subtotals, subtotal, tax, total and amount due are formulas too. The amount due is the total minus the gift certificate redeemed. The tax rate sits in its own cell, so you can change it.

MASSAGE THERAPY INVOICE

Therapist

Business name:
Example Massage Studio
Address:
12 Example Mews, Sampletown
Phone / email:
[Phone or email]
License no.:
[License no., if your state requires one]

Invoice details

Invoice no.:
MT-0392
Invoice date:
31 Oct 2026
Payment terms:
7 days
Due date:
7 Nov 2026

Bill to

Client name:
Casey Sample
Address:
5 Sample Gardens, Sampletown
Phone / email:
[Phone or email]

Sessions

  • Modality: Swedish massageAmount: 85.00
    Date:
    3 Oct 2026
    Duration:
    60 min
    Qty:
    1
    Rate:
    85.00
  • Modality: Deep tissue massageAmount: 120.00
    Date:
    10 Oct 2026
    Duration:
    90 min
    Qty:
    1
    Rate:
    120.00
  • Modality: Swedish massageAmount: 85.00
    Date:
    24 Oct 2026
    Duration:
    60 min
    Qty:
    1
    Rate:
    85.00
Sessions subtotal290.00

Packages

  • Package: Five-session package, use by 30 Apr 2027Amount: 375.00
    Date:
    31 Oct 2026
    Sessions:
    5 x 60 min
    Qty:
    1
    Price:
    375.00
Packages subtotal375.00
Subtotal
665.00
Sales tax, if applicable (0%)
0.00
Total
665.00
Less: gift certificate redeemed
50.00
Amount due
615.00

How to pay

Accepted methods:
Card, bank transfer or cash
Account name:
[Account name]
Bank details:
[Bank name, account and routing numbers]
Payment reference:
Invoice no. MT-0392

Notes

  • Package sessions can be used for any 60-minute massage booked before the use-by date.
  • Appointments canceled with less than 24 hours' notice may be charged in full.

Thank you. Please quote the invoice number with your payment.

Massage session invoice

An invoice from a massage therapist to a client: each session with date, modality, duration and rate, a prepaid session package, a gift certificate taken off, and the amount due. It records services only, with no health information.

A request for payment — shows the amount due

Download

Billed is not HIPAA-compliant

This form has no health, injury or treatment fields, and those details shouldn't go on it. They shouldn't go into Billed either, as Billed's Terms of Service explain.

What's on the massage session invoice

The massage session invoice has:

  • Therapist: your business details, with a "License no." field if your state requires one.
  • Invoice details: invoice number, invoice date, payment terms and due date.
  • Bill to: the client's name, address and contact details. If a spa, gym or company is paying, put the business here instead.
  • Sessions: one line per session with the date, modality, duration, quantity, rate and amount.
  • Packages: prepaid session packages you're selling, with the date, the package and its use-by date, the sessions it includes, quantity and price.
  • Totals: a subtotal for sessions and one for packages, then the subtotal, "Sales tax, if applicable", total, "Less: gift certificate redeemed" and the amount due.
  • How to pay: accepted methods, placeholders for your account name and bank details, and the payment reference to quote.
  • Notes for your package terms and cancellation policy.

It comes as three files:

  • PDF: a blank form to print and fill in by hand.
  • Word (.docx) and Excel (.xlsx): the same layout filled with sample values. Overwrite them with your own. In the Excel file, line amounts, subtotals and totals are formulas, the sales tax rate sits in a cell you can change, and the amount due is the total less the gift certificate amount you type in. If a line doesn't apply, set the tax rate to 0% or the gift certificate to 0.00 rather than deleting the row, because the totals refer to it. In the Word file you can simply delete lines you don't need.

The sample prices, package terms and cancellation note only show how the form works. They are not typical market rates or recommended policies.

When to send an invoice instead of a receipt

If a client pays at the end of the session, you don't need an invoice: give them a receipt, which confirms the payment. The service receipt templates work for that.

Send an invoice when payment comes later or in advance:

  • You contract with a business, such as a spa, gym, clinic or hotel, and bill it for the sessions you worked.
  • A company books you for chair massage at an office or event.
  • A regular client pays monthly for all their sessions in that month.
  • A client buys a package of sessions to pay for up front.
  • Mobile or in-home sessions where you bill after the visit.

Listing sessions

Give each session its own line:

  • Date of the session.
  • Modality, the type of massage in plain words, for example Swedish, deep tissue, sports or prenatal massage.
  • Duration in minutes, and the rate for that length.
  • Add-ons (hot stones, an aromatherapy upgrade, extra time) on their own lines, so the session price stays the same from invoice to invoice.
  • Travel fee for mobile sessions on its own line, if you charge one.

When you invoice a business for sessions you worked, list each session, or each day with the number of sessions or hours, so the business can match the invoice to its booking system.

Describe the service, not the client's health. Write "60-min deep tissue massage", not an injury, condition or treatment notes. Those belong in your client records. And don't describe sessions on the invoice as treating a condition: an invoice records what you did and what it costs.

Packages, prepaid sessions and gift certificates

Selling a package. Bill the package once, in the packages section: the date sold, what it is (for example "Five-session package"), the sessions it includes (such as 5 × 60 min) and the price. Put the terms in the notes when you sell it: which sessions it covers, whether it can be shared, and any use-by date. Check your state's rules on expiry dates for prepaid services and gift certificates before you set one.

Using a package. Don't bill a prepaid session again. The template has no column for package use, so if you want the client to see what they've used, add the session to the sessions section with a rate of 0.00 and a note such as "package session 2 of 5". Anything extra the client adds on the day, such as a longer session or an add-on, is billed normally.

Gift certificates. When a client pays with a gift certificate, take its value off on the "Less: gift certificate redeemed" line, so the amount due shows what's left to pay. Note the certificate number in the notes so you can match it to your records.

Cancellations, no-shows and gratuity

Late cancellations and no-shows. A cancellation or no-show fee is a business policy you set. If you charge one, tell clients before they book, then bill it as its own line with the date of the missed appointment. For package clients, say in the package terms whether a missed appointment uses up a session.

Gratuity. The template has no tip line, and tips are up to the client. If a client wants to tip, take the tip as a separate payment and record it apart from your fees. Don't add it to the sessions section: in the Excel file, everything there counts toward the subtotal, the sales tax base and the amount due.

Sales tax. Whether massage services are subject to sales tax depends on your state and locality. The template has a "Sales tax, if applicable" line set to 0% in the sample, calculated on the subtotal of sessions and packages. Check with your state's revenue department before you enter a rate, and leave it at 0% if you don't charge tax.

Insurance, HSAs and FSAs

This is an invoice for clients who pay you directly. It is not an insurance claim form. Health insurers have their own claim forms and requirements, such as the CMS-1500 professional claim form used to bill Medicare.

Clients sometimes ask whether they can pay with a health savings account (HSA) or flexible spending arrangement (FSA). That's between the client and their plan administrator, so don't print "HSA/FSA eligible" on your invoice. In the US, IRS Publication 502 defines medical expenses as the costs of diagnosis, cure, mitigation, treatment or prevention of disease, and says they don't include expenses that are merely beneficial to general health. Pub 502 doesn't list massage as a medical expense.

Licensing and business details

Licensing rules for massage therapists vary by state and locality. If the rules where you practice require your license number on business documents, fill in the "License no." field in the business details. Check with your state licensing board or local authority for what you need to show.

If you'd rather not keep spreadsheets for sessions a spa, gym or company pays for, Billed lets you create invoices and send them by email with an option to pay online, and recurring invoices can bill a contract on a schedule. Address those invoices to the business, and keep client names and any health, injury or treatment details off them.

What's included in this invoice template

Massage invoice (this template) Receipt Insurance claim (e.g. CMS-1500)
Purpose Asks for payment for sessions or a package Confirms a payment was received Asks an insurer to pay under the client's coverage
Use it when A business or client pays later, monthly or for a package in advance The client pays at the session You bill an insurer under its rules
What it shows Sessions, packages sold, sales tax if applicable, gift certificate redeemed, amount due, due date Amount paid, date, method The details the payer requires

When this isn't for you

If your client pays at the end of the session, you don't need an invoice: give them a receipt. If you bill a health insurer, auto insurer or workers' compensation claim, use the payer's own claim forms and requirements instead.

Billed is not HIPAA-compliant, and Billed's Terms of Service say customers agree not to include "patient, medical or other protected health information" or "any health insurance information" in any invoices.

Frequently Asked Questions

Common questions about this invoice template.

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