Yoga Instructor Invoice and Class Package Template
A yoga or Pilates instructor invoice should state the session type and rate, show a prepaid package with sessions remaining and an expiry date, and itemize travel, late-cancel fees, and any equipment or mat rental — with corporate and studio-sub work invoiced separately at a per-class rate. ShowTheReceipts saves each rate as a reusable line, invoices packages up front, and takes card so private clients aren't paying by app transfer.
Header block
- Instructor name, certification, insurance reference
- Client or company name and contact
- Session dates covered, location
- Invoice number, package reference, due date
Service lines
- Private session — 60 or 75 minutes, per session
- Semi-private / duet — per session, priced per head or flat
- Class package — session count, prepaid, with expiry
- Corporate / studio class — per class taught
- Travel fee — flat in-zone, mileage beyond
- Equipment or mat rental — add-on line
- Late cancel / no-show — per the stated window
Package terms
| Item | Standard |
|---|---|
| Payment | Full package up front |
| Expiry | 5 sessions in 8 weeks; 10 in 16 |
| Late cancel window | 24 hours |
| Late cancel charge | Full rate, or one session deducted |
An unexpired package from eighteen months ago is a debt you already spent. Put the expiry on the invoice.
Corporate work is a different invoice
Companies pay on net-15 or net-30 through accounts payable, not on the mat. Invoice monthly for classes actually taught, reference the PO or the internal contact, and keep that invoice separate from your private clients.
Studio subbing
Subbing pays per class at the studio’s rate. Track the classes yourself and invoice them — the studio’s count and yours diverge more often than either of you expects.
What not to do
- Don’t re-invoice a private client every single week — sell the package
- Don’t sell packages without an expiry date
- Don’t leave the late-cancel window verbal
- Don’t absorb travel to a client’s home as part of the session rate
Frequently asked questions
How should a yoga instructor invoice a class package?
One invoice for the full package, paid up front, with the session count and an expiry date on the invoice — commonly 5 sessions in 8 weeks or 10 in 16. Prepaid packages are the whole point: they stop you re-invoicing weekly and stop a client drifting away mid-block owing you nothing.
Should package sessions expire?
Yes, and the expiry belongs on the invoice. Without it a 10-pack bought in January is still being drawn down in November against rates you've since raised, and your calendar carries obligations you were paid for a year ago.
How do I charge for a late cancellation?
A stated window — usually 24 hours — and a fee of the full session rate for a private, or one session deducted from a package. A private session is a blocked hour and often a drive; there's no walk-in to fill it.
How do I invoice a corporate or studio class?
At a per-class rate, invoiced monthly against the classes actually taught, with travel on its own line. Corporate clients pay on net-15 or net-30 terms through accounts payable, so put a PO or contact reference on the invoice or it sits in a queue.