Free massage therapy invoice template
Session, modality and length on one line — and a package balance your client can actually check.
Massage money is simple until packages show up. One 60-minute session, one payment, done. Then a regular prepays for six, and four months later nobody can say how many are left. Bill the package as its own invoice the day she pays it, then write a zero-balance session invoice at each visit naming the pack and the count: "deep tissue 60, session 4 of 6". That running record is the difference between a client who trusts your count and one who quietly stops rebooking. Put the modality and the length on every invoice, single or package. If you rent a room by the hour it is also the only record you keep of what you actually did that day.
Lines a massage therapist actually bills for
| Line | Typical range |
|---|---|
| 60-minute session — Swedish | $70–$120 |
| 90-minute session — deep tissue | $110–$180 |
| Prenatal session, 60 minutes | $80–$130 |
| Hot stone add-on | $15–$40 |
| Cupping or scraping add-on | $15–$35 |
| Package — six 60-minute sessions, prepaid | $400–$650 for six |
| Chair massage on site, per hour | $85–$150 per hour |
| Late cancellation / no-show fee | 50%–100% of the session |
What to include on a massage therapy invoice
- Your business name, phone number and email — and your license number if your state puts one on the paperwork
- The customer's name, the service address, and a phone number or email you can actually reach them on
- An invoice number and the date the work was done
- The date, the length booked and the modality — "90-minute deep tissue", not just "massage"
- Add-ons like hot stone or cupping on their own lines, so the client sees what the upcharge bought
- Whether this visit was paid on the day or drawn from a package, and how many sessions remain
- Your license number and the state that issued it, if yours goes on client paperwork
- The date the intake form was completed or last updated
- Gratuity kept off the service line — it is not part of your fee and it should never be taxed as one
- Subtotal, sales tax if you charge it, and the total due
- Any deposit or payment already taken, and the balance still owed
- The due date, and what happens if it goes past it
- How they can pay — card, bank transfer, check or cash
Massage Therapy invoicing questions
How do I invoice a prepaid package honestly?
Two documents, not one. Invoice the package on the day it is bought, for the full amount, and take the payment there. Then at every visit write a session invoice that names the modality, marks it drawn from the package, and shows the balance of sessions left. The client can count. You can count. And when someone comes back in March asking how many she has, the answer is on paper instead of in your head.
Should packages expire?
Set a term, say it out loud at the point of sale, and print it on the package invoice — twelve months is common and reads as fair. Understand what a package actually is: money you have taken for work you have not done yet. A pile of five-year-old unused sessions is a debt you are carrying. Some states have their own rules about prepaid service credits, so ask once locally rather than guessing.
Can I bill insurance with this?
No. This writes a professional invoice or a receipt your client can submit themselves; it does not file claims and it does not carry CPT codes or diagnosis codes. If you work auto-injury or take assignment through a clinic, you need a billing service for that side of the practice. Cash-pay, package and corporate chair work is what this handles well.
Where does the tip go on the invoice?
On its own line, after the total, never folded into the session fee. Two reasons. Your service fee may be taxable in your state while a voluntary tip is not, and the number that goes on your books as revenue is the session, not the tip. If you take card at the counter, add the tip at the till rather than editing a sent invoice.
How do I take payment when I do not have a front desk?
Two ways that need no card reader. Ring the visit up on the counter till on your own phone or tablet and hand it over to tap, or show the QR page and let the client pay from theirs while they are getting their shoes on. Both mark the invoice paid on the spot, which matters more than it sounds when your next client is already in the waiting chair.
What does this cost me — really?
Writing and sending invoices, tracking packages and running the till are free, with no cap on how many sessions you write up. When a client pays you by card we take 0.5% of that payment on top of the card processing; cash and check cost nothing at all. If you want receipt scanning for your room rent and supplies, your own logo on the invoice, or email sent from our address, that is Starter at $9.99 a month or Pro at $24.99. A solo therapist on cash and card links is fine on free indefinitely.
Massage Therapy estimate template · All invoice templates · Guides
Write a free massage therapy invoice — Pocket Business is free to build and send, no signup, no invoice limit.