Coaching is about transformation. Your clients come to you feeling stuck, unclear, or ready for change—and you help them get unstuck, find clarity, and move forward.
But here’s the thing about running a coaching practice: you still need to get paid. And the way you handle billing sends a message about your professionalism before you even start the session.
A polished invoice that arrives promptly, clearly shows what the client is paying for, and makes payment easy? That’s the energy you want to bring to your entire practice.
Here’s everything you need to know about invoicing as a life coach.
Why Invoicing Matters for Coaches
Beyond getting paid, your invoices:
- Reinforce your value: Clients see exactly what they’re investing in
- Establish boundaries: Clear payment terms prevent awkward conversations
- Build trust: Professional documentation shows you run a real business
- Support your practice: Organized records for taxes, tracking, and growth
Essential Invoice Elements for Coaches
Your Professional Identity
[Your Name], [Credential(s)]
Certified Professional Coach
[Certification body, if applicable: ICF, CCE, etc.]
[Business Name if different]
[Address or Virtual Office]
[Phone] | [Email]
[Website]
On credentials: If you’re ICF-certified (PCC, MCC, ACC) or have other relevant certifications, include them. It reinforces the investment clients are making.
Client Information
Keep it simple but complete:
- Client name
- Email address
- Phone number (optional but helpful for reminders)
- Billing address (if needed for their records)
Session Details
For coaching invoices, clarity about what was delivered matters:
- Date(s) of session(s)
- Session type (individual, group, intensive)
- Duration
- Session number in a package (e.g., “Session 3 of 6”)
Coaching Pricing Structures
Coaches bill in several different ways. Your invoice structure should match your pricing model:
Individual Session Billing
Best for: Drop-in clients, assessment sessions, occasional coaching
COACHING SESSION
Date: January 26, 2026
Session: Individual Coaching (60 minutes)
Individual Coaching Session $200.00
───────────────────────────────────────────────────
TOTAL DUE $200.00
Package Billing (Most Common)
Best for: Ongoing coaching relationships, transformation programs
Option 1: Bill the full package upfront
COACHING PACKAGE - FULL PAYMENT
3-Month Clarity & Action Program
12 sessions (weekly 60-minute sessions)
Unlimited email support between sessions
Workbook and assessment materials included
Package Total $2,400.00
Payment Plan Available: 3 payments of $850
───────────────────────────────────────────────────
TOTAL DUE TODAY (Full Payment) $2,400.00
Savings vs. Individual Sessions: $600.00
Option 2: Bill per payment in a plan
COACHING PACKAGE - PAYMENT 1 OF 3
3-Month Clarity & Action Program
Payment 1 of 3 (Monthly installment)
Monthly Payment - January 2026 $850.00
───────────────────────────────────────────────────
TOTAL DUE $850.00
Next payment due: February 26, 2026
Remaining payments: 2
Monthly Retainer
Best for: Executive coaching, ongoing support relationships
EXECUTIVE COACHING RETAINER
January 2026 Monthly Retainer
Services included:
- 4 coaching sessions (60 min each)
- Unlimited email/text support
- Priority scheduling
Monthly Retainer Fee $1,500.00
───────────────────────────────────────────────────
TOTAL DUE $1,500.00
Next billing date: February 1, 2026
Group Program Billing
Best for: Mastermind groups, group coaching programs
GROUP COACHING PROGRAM
Breakthrough Mastermind - Spring 2026
Program includes:
- 12 weekly group sessions (90 min each)
- Private online community access
- 2 individual hot-seat sessions
- All course materials and worksheets
Program Fee (per participant) $1,200.00
Early Registration Discount (15%) -$180.00
───────────────────────────────────────────────────
TOTAL DUE $1,020.00
Program dates: March 1 - May 24, 2026
Sample Complete Invoice: Coaching Package
Here’s a professional coaching invoice showing exactly how to bill for coaching packages:
Click to view full size
This invoice demonstrates all the essential elements we discussed:
- Clear credentials with ICF certification displayed
- Package billing showing the full program value
- Bonus inclusions clearly itemized (assessments, support)
- Professional formatting that matches your coaching quality
- Multiple payment options for client convenience
Special Coaching Scenarios
VIP Days and Intensives
For full-day or multi-day intensive sessions:
VIP COACHING INTENSIVE
Executive Leadership Intensive
Date: February 15, 2026
Duration: Full Day (6 hours)
VIP Intensive Session $1,800.00
Includes:
- Pre-session assessment and planning
- 6 hours of focused 1:1 coaching
- Custom action plan development
- 30-day follow-up support
- Recording of session (optional)
───────────────────────────────────────────────────
TOTAL DUE $1,800.00
50% deposit due to confirm booking: $900.00
Balance due day of intensive: $900.00
Corporate/Executive Coaching
When billing a company rather than an individual:
EXECUTIVE COACHING SERVICES
BILL TO:
Innovate Tech Corporation
Attn: HR Department
123 Corporate Drive, Suite 400
Tech City, CA 94000
PO Number: IT-2026-0892
COACHING PARTICIPANT:
Michael Rodriguez, VP of Engineering
BILLING PERIOD: January 2026
Services Delivered:
- Weekly executive coaching sessions (4)
- 360 feedback assessment and debrief
- Leadership development planning
Monthly Coaching Fee $2,500.00
360 Assessment (one-time) $400.00
───────────────────────────────────────────────────
TOTAL DUE $2,900.00
Payment Terms: Net 30
Tax ID: [Your EIN]
Workshops and Speaking
If you offer workshops alongside coaching:
WORKSHOP FACILITATION
Event: Annual Sales Kickoff
Client: Summit Sales Inc.
Date: February 20, 2026
Location: Grand Hotel Conference Center
Workshop: "Mindset Mastery for Peak Performance"
Duration: Half-day (4 hours)
Workshop Fee $3,500.00
Travel & Expenses $450.00
Materials (45 workbooks) $225.00
───────────────────────────────────────────────────
TOTAL DUE $4,175.00
Terms: 50% deposit with booking, balance due
7 days before event
Best Practices for Coaching Invoices
Set Clear Payment Terms
Include your policies directly on the invoice or in your client agreement:
PAYMENT TERMS
- Payment due within 14 days of invoice date
- Accepted: Cash, check, Venmo, Zelle, bank transfer
- Late payments: 10% fee after 30 days
- Returned checks: $35 fee
CANCELLATION POLICY
- 48+ hours notice: Full reschedule available
- Less than 48 hours: Session forfeited
- No-show: Session forfeited
Packages are non-refundable after first session.
Track Package Progress
For multi-session packages, show where clients stand:
PACKAGE SUMMARY
Package: 12-Session Transformation Program
Start Date: December 1, 2025
Sessions Completed: 8 of 12
Sessions Remaining: 4
Est. Completion: March 2026
Total Package Value: $2,400.00
Amount Paid: $1,600.00
Remaining Balance: $800.00
Document Session Notes (Optional)
Some coaches include brief session references:
SESSION REFERENCE
Session 4 Focus: Career Vision Mapping
Key outcomes:
- Clarified 5-year career vision
- Identified 3 potential paths forward
- Action items established for next 2 weeks
Next session: Exploring Path A in depth
Creating Invoices Between Sessions
The challenge for coaches: you’re in coaching mode after a powerful session, not billing mode.
The 30-second solution: Apps like InvoiceZap let you create invoices between clients. Save your package options and session types—then select client, tap the service, send. Done before your next client arrives.
Why this matters:
- Invoice while the session is fresh
- Get paid before the next session
- Keep your practice running smoothly
Payment Considerations for Coaches
Package Deposits
Require deposits for coaching packages:
- 50% deposit to hold spot
- Remainder before first session, or
- Split into payment plan
Payment Plans
Structure payment plans clearly:
PAYMENT PLAN AGREEMENT
Total Package Investment: $2,400.00
Payment Schedule:
- Payment 1 (Due today): $800.00
- Payment 2 (Due Feb 1): $800.00
- Payment 3 (Due Mar 1): $800.00
Payments are due regardless of session
scheduling or completion.
By proceeding with this invoice, you agree
to the payment schedule above.
Handling Corporate Clients
Corporate clients often have specific requirements:
- Need your W-9 before first payment
- May require specific invoice formats
- Often pay Net 30 (plan your cash flow accordingly)
- May require purchase orders for processing
Tax Considerations
As a coach, keep in mind:
- Track your income: Every invoice is taxable income
- Track session locations: Home office, rented space, or client sites all have implications
- Keep all records: Invoices prove your business income
- Consult a tax professional: Coaching businesses have specific considerations
The Takeaway
Your invoice is part of your client experience. A professional, clear invoice that arrives promptly reinforces the transformation-focused, organized practice you’re building.
Key elements:
- Clear description of coaching services delivered
- Package progress tracking for ongoing clients
- Simple payment terms and methods
- Professional presentation that matches your brand
Ready to create coaching invoices in seconds? InvoiceZap lets you save your session types and package offerings, then create professional invoices between clients—taking less than 30 seconds. Try it free for 3 days on your iPhone, iPad, or Mac.
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