Why massage therapists should send professional invoices
Whether you provide your massage therapy services at a gym working closely with personal trainers and physical therapists, or clinic, or make house calls, you know how to help people find relief from stiff, aching muscles. You also know that no two clients are alike, so you need a flexible invoice that can cover the different types of massage therapy needed by each person.
That means you have to capture all the details, while ensuring your invoice is clear and easy-to-understand, and has all the pertinent information for health insurance claims.
A professional, well-designed invoice also reflects on the quality of service you provide, and creates credibility and confidence in your name and your brand.
Once you've downloaded your free invoice template, you'll need to customize it to fit your specific business. Here are the 10 key things to include on your invoice:
- Title and Description: Name the project and briefly describe what type of work your client is being invoiced for.
- Company Details: Add your company name, address, phone number, and logo to the top-right corner.
- Customer Details: Under "Bill To", add your customer's name, address, and contact information.
- Invoice Number: Include a unique invoice number to help you track down this invoice in the future. You can format this based on sequence and customer. For example, if you're sending your very first customer their first invoice, the invoice number could be 001-001.
- Dates: Include the date when your invoice has been issued and the date when payment is due.
- Line Item: Add individual line items for each unique good or service you provided. For each line item, include a brief description, quantity, individual unit price, and total price.
- Subtotal: Add up the subtotal of your goods or services, before tax has been applied.
- Tax: Indicate the tax rate applied to the subtotal. This is legally required to provide on invoices, and your rate may differ depending on where you run your business.
- Total: Outline the total amount due from the customer, after tax.
- Notes: Include any additional info your customer should know, including terms of service and payment terms (for example, payments are due 30 days after the invoice has been issued).
- Look through our selection of beautifully designed invoice templates created especially for massage therapists, and pick the look and color that speaks to you
- Download the free invoice template in the format you use, such as Word, Excel, PDF, Google Docs, or Google Sheets. It’s free!
- Add your name, clinic phone number or mobile phone number, and email address
- Add in your logo and website address – as well as your certification information
- Put in your client’s name and address, phone number, and email address
- Generate a unique invoice number
- Add the date and the payment due date
- List all the massage therapy services you provided, along with descriptions of each, and the hourly or flat fee. If you are charging a flat fee for a series of visits, specify how many visits are covered
- Add lines to include any other information needed so your client is completely clear about your massage therapy services and the costs. Also ensure that all the required information is included for health insurance purposes
- Add up the total cost, including applicable tax, and enter the total
- Insert your payment terms, including the payment methods you accept
- To add a personal touch, add a line thanking your client for the business, and ask them to refer your services to their friends
- Save a copy for your records – and give a copy to your client
When is the right time to send an invoice to your massage therapy clients?
The time to send your invoice depends upon the client and the type of massage therapy you are providing. If it’s for one session, most massage therapists ask for payment at the end of the session.
If you are being hired for a series of sessions, or on contract at a gym or company, you can ask for payment up front, or create a regular monthly invoicing schedule to keep the payments coming in.