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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.
- 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.
Invoicing tips for massage therapists
Include professional recommendations
Share your expertise by adding a few lines to describe any future massage therapy sessions or activities you think would be beneficial for the client. It shows you are thinking about their best interests – and it also encourages more business!
Keep a timesheet
If you are providing your massage therapy services at an hourly rate for a gym or a company, track your billable hours and include your timesheet as an attachment to your invoice. If a contract or service agreement specifies a maximum number of hours, a timesheet will indicate when you need to include extra charges.
Keep a record with numbered invoices
Numbered invoices help you keep track of your clients and the amount of money coming in. It also shows you have a professional system in place for your massage therapy business.
Accept a variety of payment methods
Technology has changed the way we pay for everything, from groceries to health care, and that includes specialty services like massage therapy. Let your clients pay in the way that is most convenient for them by accepting e-Transfers, debit cards, direct bank deposits, and other online methods of payment. It can only help you get paid faster!