How do I invoice a package of several sessions?

Use one line showing the number of sessions included and the validity period, or invoice in instalments if the customer pays in stages. In both cases, the covered period should be stated.

Do coaching sessions have to include VAT?

It depends on your VAT status and the exact nature of the service, as some activities follow specific rules. Check the answer with the Federal Tax Administration.

Can I charge for a session cancelled at short notice?

Yes, if your terms allow it and the customer accepted them. The invoice line should explicitly state that it is a missed session and include the relevant date.

How do I invoice training delivered to a company?

State the training title, dates, number of participants and, if the customer uses one, its internal purchase order number. Without these details, accounting approval can take much longer.

Can the customer pay directly from the invoice?

Yes. By scanning the payment section with QR code, the customer gets the beneficiary and amount without re-entering data, which reduces errors and delays.

Guide

Invoicing for coaches, trainers and therapists

These activities often involve many small amounts, usually billed to individuals and sometimes to companies. The challenge is not one complex invoice but volume, regularity and clarity about what was actually delivered.

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Individual sessions, packages and subscriptions

An individual session is billed as one unit with its date. A coaching programme is often billed as a package of several sessions, with the covered period and number of sessions included.

For a monthly subscription, state the relevant month on the invoice. This simple detail avoids uncertainty when the customer pays for several consecutive months.

Individuals and companies: two different needs

An individual customer expects a short, readable invoice that can be paid quickly using the payment section with QR code.

A business customer often also expects an internal reference, the participant or programme name, and a service period because the invoice must go through accounting approval.

Cancellations and missed sessions

Cancellation terms belong in the agreement with the customer, not just on the invoice. If you charge for a missed session, the line should say so explicitly and include the relevant date.

A footer reminding customers of payment and cancellation terms prevents many later discussions.

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VAT: check rather than assume

Some services in healthcare or education are subject to specific VAT rules, and liability also depends on turnover.

Do not simply copy another practitioner's approach, as circumstances differ. The Federal Tax Administration publishes the applicable rules.

Save time when invoice volume grows

With dozens of invoices each month, the biggest time savings come from saved services and a reusable customer database, not the layout.

A clear view of received payments completes the process, especially for packages paid in several instalments.

On every session or training invoice

Type of service and number of sessions
Dates or covered period
Participant name when a company is paying
Payment and cancellation terms in the footer
Payment section with QR code and due date

Frequently asked questions

How do I invoice a package of several sessions?: Use one line showing the number of sessions included and the validity period, or invoice in instalments if the customer pays in stages. In both cases, the covered period should be stated.
Do coaching sessions have to include VAT?: It depends on your VAT status and the exact nature of the service, as some activities follow specific rules. Check the answer with the Federal Tax Administration.
Can I charge for a session cancelled at short notice?: Yes, if your terms allow it and the customer accepted them. The invoice line should explicitly state that it is a missed session and include the relevant date.
How do I invoice training delivered to a company?: State the training title, dates, number of participants and, if the customer uses one, its internal purchase order number. Without these details, accounting approval can take much longer.
Can the customer pay directly from the invoice?: Yes. By scanning the payment section with QR code, the customer gets the beneficiary and amount without re-entering data, which reduces errors and delays.

Official sources

The figures on this page come from the following sources, checked on 5 septembre 2026.

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