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Free Invoice Template for Life Coaches

Invoice for one-off sessions, multi-month programs, retainer agreements, and group coaching. Professional PDF, no account, your client list stays private.

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Coaching Pricing Models

Single session — discovery call or one-off problem-solving
Multi-session package — 3, 6, 12 sessions prepaid at a discount
Monthly retainer — unlimited messaging plus 2–4 calls per month
Group programs — cohort-based 6–12 week programs with set start dates
Executive coaching — invoiced to the client's employer, often at higher rates
Masterminds — annual high-ticket programs with peer cohort + 1:1 calls

What to Include on a Coaching Invoice

Program or package name — clear description of what's included
Number of sessions and validity period
What's included beyond calls — messaging support, worksheets, group access
Payment schedule — upfront, monthly, or pay-in-3
Cancellation and refund policy referenced in notes
Your business name and contact details — clients may need this for expense claims if billed to an employer

Tax Considerations for Coaches

Coaching is taxable service income in most jurisdictions. VAT/GST applies if you are above your local registration threshold. For cross-border B2B (e.g., executive coaching for an EU company), reverse charge usually applies — zero VAT, include both VAT numbers, note "VAT reverse charge — Article 196 EU VAT Directive". For B2C coaching to clients in other EU countries, OSS rules may apply above the €10,000 cross-border threshold.

Frequently Asked Questions

Should I invoice the client or their employer?

Whoever signed the engagement letter. Executive coaching is usually billed directly to the employer (often via the L&D or HR budget). Personal coaching is billed to the individual, who may or may not claim it back from their employer.

How do I handle pay-in-3 or pay-in-12 plans?

Issue separate invoices for each instalment with a clear schedule. State the total program fee, the instalment amount, and the remaining balance after each payment. invoicePrivate makes it easy to duplicate the first invoice and update dates.

What if a client wants to cancel mid-package?

Follow the policy stated in your engagement letter. Common policies: no refund after start, pro-rata refund on unused sessions, or refund minus a cancellation fee. Document the partial refund as a credit note referencing the original invoice.

Is life coaching VAT-exempt?

Generally no — coaching does not fall under educational or medical VAT exemptions in most EU/UK jurisdictions. Charge VAT if you are registered. In the US, life coaching is generally not subject to sales tax (services are usually exempt), but check your state.

Your First Invoice in Under Three Minutes

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