Invoice template for coaches
By the Billebly team · Published 12 August 2026 · Last updated 28 September 2026
Coaches often bill per session, per package, or on a recurring monthly retainer. This template covers what to include on a coaching invoice so clients pay on time.
What to include
A coaching invoice doesn't need to be complicated, but a few details make it look professional and avoid back-and-forth questions from clients:
- Your name or business name, full address, and contact details
- Your VAT number, if you're VAT-registered, and your business registration number where your country requires it (for example, your KvK number in the Netherlands)
- The client's name and address
- A sequential invoice number and the invoice date
- What was delivered: session dates, a package name, or the billing period for a retainer
- The rate (per session, per package, or per month)
- The VAT rate and amount, or a line saying why no VAT is charged (for example, if you use your country's small-business VAT exemption)
- The total due, the due date, and how to pay
Example invoice
From: Jamie Reyes Coaching, Rotterdam, Netherlands
KvK: 87654321. VAT: NL987654321B01
To: Alex Morgan, Rotterdam, Netherlands
Invoice #: 0032. Date: 3 March 2026
| Description | Amount |
|---|---|
| Coaching sessions, February (4 × €150) | €600.00 |
| VAT (21%) | €126.00 |
| Total due | €726.00 |
Due: 17 March 2026 (payable online by card)
Alex is a private client, so there's no client VAT number: VAT is charged at the coach's local rate, 21% in the Netherlands.
Sending it with Billebly
Instead of rebuilding this layout in a document editor every month, Billebly lets you save a client's rate and session details once, then generate an invoice like the one above in a couple of minutes. For retainer or package clients, you can set the invoice to repeat automatically on a schedule, and your client gets a hosted link they can pay with a card, and no manual bank transfer instructions are required.