Reflexologist
invoice template

Reflexologists invoice clients for treatments, packages and mobile visits, and sometimes businesses for wellbeing days. Below is a ready-made reflexologist invoice template, with worked example lines, the VAT and payment rules that apply, and the mistakes that most often delay payment.

What goes on a reflexologist invoice

Show the treatment, date, length, and any mobile supplement or package.

Line by line: Reflexology treatment, 60 minutes, 1 × £50.00 = £50.00; Package of 5 treatments, 1 × £225.00 = £225.00. The subtotal is £275.00. The example assumes you are not VAT registered, so there is no VAT and the total due is £275.00. The figures are illustrative, not a price guide, so use your own rates.

The legal minimum is the same for every trade. GOV.UK says an invoice needs a unique number, your business name and address, the customer's name and address, a description of the work, the supply date and invoice date, the amount charged, VAT if you charge it, and the total due. This template lays each of those out for reflexologists; for the detail, read what a UK invoice must include.

Give each invoice the next number in a single sequence and never reuse one. A cancelled invoice keeps its number and is cancelled with a credit note. If you want a format that stays tidy for years, try the invoice number generator.

How reflexologists price their work

Treatments are priced by length, usually 45 or 60 minutes, with a reduced price per treatment when a client buys a package of five or more. Mobile treatments in the client's home carry a travel supplement, and reflexology offered alongside other treatments, such as a combined facial and foot treatment, is priced as its own menu item.

Keep the pricing visible. Each line should show the quantity, the unit and the rate, so the customer can match it to the quote. To set rates that cover your costs and your tax, try the day rate calculator; for materials and stock you resell, the profit margin calculator shows the margin you really make.

Agree this before you start

Agree the treatment length and price, the consultation and any reasons a treatment should be postponed (a practitioner will ask about health conditions and pregnancy), your cancellation notice, how packages are used and when they expire, and for mobile visits, the travel supplement and the space you need.

When to send a reflexologist invoice

At each treatment.

An invoice sent on the day tends to be paid on time; one sent weeks later tends to be paid weeks later. Email it as a PDF and keep a copy. The invoice due date calculator shows exactly when payment falls due under your terms.

VAT on reflexologist invoices

Standard-rated for a VAT-registered reflexologist.

There is no general VAT relief for fitness, coaching or complementary therapy: once registered it is 20%. The health exemption is narrow and tied to statutory registers. Most sole traders here stay under the £90,000 threshold, so their invoices simply show the price with no VAT line.

Registration is compulsory once taxable turnover in the last 12 months passes £90,000, or when you expect to pass it within the next 30 days. Check your position with the VAT registration checker; until then, see invoicing without a VAT number.

Who reflexologists invoice

Corporate clients, venues and studios pay against invoices that quote their reference and list each class or session with its date. Private clients booking packages online have a 14-day cancellation right under the Consumer Contracts Regulations; if they ask you to start sooner, they pay for sessions already delivered.

Wellbeing days for employers are business work: invoice the company with their PO.

Recharging costs and expenses

When you agreed to pass on costs, list them separately: mileage at an agreed rate, parking, materials or anything bought for the customer. The recharge is income and the cost is an expense, both in full. Registered businesses charge VAT on the recharge as part of their service; a true disbursement, paid as the customer's agent, is the narrow exception. Use the mileage calculator to value your business miles.

Packages, memberships and expiry dates

Packages and memberships need two things on the invoice: what is included and when it expires. Show the number of sessions, the period, and your cancellation terms, and keep a simple record of sessions used. On the cash basis the income counts when you are paid. A refund of unused sessions should be recorded with a credit note, not by deleting the original invoice.

Deposits, stages and cancellations

Packages are paid up front and deposits are common for first appointments booked online, which reduces no-shows. Gift vouchers should carry an expiry date and a number you record.

Sell blocks of sessions up front and put the number of sessions and the expiry date on the invoice, so there is no argument later about what was paid for. Charge for late cancellations only under terms agreed at booking.

Payment terms for reflexologists

Payment is taken at each treatment by card or cash; packages and vouchers are paid in full when bought.

Between businesses, the default when nothing is agreed is 30 days from receipt of the invoice or the work, whichever comes later, and agreed terms should not normally exceed 60 days. Late business payers owe statutory interest at 8% above Bank Rate plus fixed compensation per invoice; the late payment interest calculator does the sums. Private individuals are not covered by that Act, so agree your terms with them in writing before the work starts.

Getting paid faster

Put everything the customer needs to pay on the invoice: your bank name, account name, sort code and account number, and the reference to use, normally the invoice number. Give a due date, not just "on receipt". Then follow a routine: a reminder the day after the due date, another a week later, and a firmer letter after two weeks. Most late payment is disorganisation, not refusal, and a routine fixes it. Invoice payment terms compares the common options, and the due date calculator turns them into a date.

If a customer disputes the invoice

When a customer queries an invoice, reply quickly and in writing, quote the quote or agreement, and ask them to pay the part they accept while you resolve the rest. A credit note can settle a partial dispute cleanly. Unpaid after reminders? Send a letter before action with a final date; in England and Wales, claims up to £10,000 can then go to the small claims track. Invoice disputes and small claims for an unpaid invoice have the detail.

Common reflexologist invoicing mistakes

• Package usage not tracked. Record each treatment taken from a package.
• Vouchers not recorded. Log every voucher number, its value and redemption.
• Absorbing mobile travel. Show a travel supplement for home visits outside your area.
• Leaving out the due date. "Payment due within 14 days" or a date on the invoice gives you something to chase against. Without one, business customers default to 30 days.
• Losing track of what is unpaid. Chase on the day after the due date, not a month later; the guide to chasing an unpaid invoice has the wording.

Checklist before you send it

A quick check before sending saves a chase later:

• The invoice number is the next in your sequence and has never been used.
• The customer's name and address are right, with their purchase order or reference if they use one.
• Each line shows what was done, the quantity, the unit and the rate.
• The subtotal and total add up, and VAT appears only if you are VAT registered.
• The invoice date, a due date and your bank details are on it.
• A copy is saved with your records before you press send.

Keep a copy of every invoice

Your invoices are the evidence behind the income on your tax return, so keep a copy of every one. Making Tax Digital for Income Tax makes that digital: from 6 April 2026 for qualifying income over £50,000, from April 2027 over £30,000, and from April 2028 over £20,000, with quarterly updates to HMRC. Check your start date with the MTD requirement checker.

Download the reflexologist invoice template

Download it as a Word document for Word or Google Docs, as an Excel workbook whose totals are live formulas, or as a print-ready PDF. Prefer to fill it in on screen? The free invoice generator opens pre-filled with the example reflexologist lines, lets you choose a template and colour, and makes a finished PDF in a minute, with nothing stored.

For the tax side of the trade, from allowable expenses to Making Tax Digital, read the self-employed reflexologist tax guide. A TapTax account, free to start, keeps your invoices and records together and files your quarterly updates to HMRC.