Martial Arts Instructor Invoice Template

Free invoice templates for martial arts instructors built for private lessons, membership dues, and belt testing fees. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: martial arts invoice, martial arts bill, or karate class invoice.

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Download Free Martial Arts Instructor Invoice Templates

Download a template, then edit in PDF, Word, Excel, Google Docs or Google Sheets. Print or email when ready.

Sheets, Excel, Word and Doc Templates Coming November 21, 2025.

Custom Martial Arts Instructor Invoice Template

Best for:

Logo, member ID and rank fields.

Editable Martial Arts Instructor Invoice Template

Best for:

Edit packs, testing, uniform fees.

Printable Martial Arts Instructor Invoice Template

Best for:

Totals, waiver line, signatures, dates.

Free Martial Arts Instructor Invoice Template

Best for:

Belt level, class, hours, sparring notes.

How to Invoice as a Martial Arts Instructor

Keep it simple, show what you delivered, and make payment painless.

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In 5 Steps:

List what you delivered this period: membership dates, class counts, private sessions, events, and any gear.
If booking required it, record the deposit at signup and attach the receipt.
Build the invoice lines for services and goods, add any discounts, and set tax only on taxable items.
Apply the deposit as a credit, add policy-based charges like late-cancel, and total it.
Send the invoice with due date, payment options, and a short note, then save it to the student profile.

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What to Include in a Martial Arts Instructor Invoice

These are the must-have fields so your invoice is clear, complete, and compliant.

These are the must-have fields so your invoice is clear, complete, and compliant.

Business name, address, phone, and email
Invoice number
Invoice date
Student name and, if a minor, guardian name
Service period or class dates
Instructor name and certification/association ID
Business tax ID and business license number (check local rules)
Sales tax rate on taxable goods
Payment terms, due date, and late-fee policy
Accepted payment methods and secure pay link

Billing Scenarios for Martial Arts Instructors

How to label charges so every invoice makes sense the moment your clients see it.

Membership: Prorated Tuition; Enrollment Fee

Student joins mid-month on a monthly plan.

Shows a fair partial month and the one-time join fee.

Private Lesson: Deposit; Private Lesson: Balance

Private lesson booked online with a deposit.

Confirms the upfront commitment and the remaining amount due after the lesson.

Belt Test Fee; Materials/Boards

Belt test with board breaking.

Separates testing from materials so families see each part.

Uniform/Gi; Sales Tax

Student buys a uniform or gear.

Show credits purchased, used, and remaining on each invoice or link to a balance summary.

Late Cancellation Fee; No-Show Fee

Late cancellation or no-show per policy.

Explains fees tied to your published policy.

Coaching Day Rate; Travel/Mileage

Breaks out instruction time from travel so costs are transparent.

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What martial arts instructors usually bill for

Itemize memberships, private lessons, belt testing, seminars, and uniforms with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Private Lesson

Time

One-on-one training booked

Hours × hourly rate. Specify focus areas and outcomes to set expectations and track progress.

Group Class Session

Time

Regular class delivered

Hours × hourly rate. Note style and level so repeat sessions and attendance are easy to reference.

Monthly Membership

Item

Recurring student access

Qty × monthly rate. Treat as subscription; list inclusions and renewal period for clarity.

Enrollment/Registration Fee

Item

New student onboarding

Qty × unit rate. Covers admin and setup; include waiver processing and intro scheduling.

Belt Testing & Grading

Item

Student scheduled for rank

Qty × unit rate. Include criteria reviewed; record pass/fail and next steps for transparency.

Uniform/Gi

Item

Taxable

Student buys a uniform

Qty × cost × (1 + markup%). Include size and brand; provide care notes.

Sparring Gear Set

Item

Taxable

Student buys required gear

Qty × cost × (1 + markup%). List items included so parents know what’s covered.

Tournament Coaching Day

Time

Event-side coaching booked

Hours/Day × day rate. Add event name and athletes covered; include warm-up and mat-side support.

Travel to Offsite Class

Item

You travel to client site

Qty × unit rate or Miles × mileage rate. Note location, setup time, and parking if applicable.

No-show/Late Cancellation

Item

Student misses booked time

Qty × unit rate. Reference policy window; use to reinforce attendance and protect your schedule.

Save and reuse your martial arts rates and fees

Create a free account and save membership, lesson, and testing fees once, so nothing gets retyped.

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Common Martial Arts Instructor Invoicing Mistakes

Real issues that slow payment or spark disputes, with simple fixes you can apply right away.

Mistake

How to fix it

Bundling tuition, lessons, and gear into one line confuses clients and causes tax errors.

Separate services from retail, list quantities and units, and apply tax to goods only.

Leaving out the service period makes the charge look open-ended and delays payment.

Always show start and end dates for memberships or the class date and time for single sessions.

State session length, number of classes, or day rate so the math is obvious.

Show credits purchased, used, and remaining on each invoice or link to a balance summary.

Forgetting your certification or business ID makes invoices unusable for employer reimbursement (or audits).

Include your certification or association ID and tax ID on every invoice and check local rules.

Skipping a waiver or consent reference raises risk if a parent or student questions a charge.

Reference the signed waiver or policy by title and date in the notes so expectations are clear.

Martial Arts Instructors Invoice FAQs

Line items for tuition, belt tests, private lessons, gear, and tournaments. Markups, discounts, and late-cancel terms for dojos and coaches, clear answers.

How do I bill belt testing alongside monthly tuition?

List tuition and testing as separate lines so parents see both. Example: “Monthly Tuition: Youth Program, $129” and “Belt Testing: Blue to Purple, $45.”

What’s the clean way to show a family discount?

Add normal tuition lines, then a negative line for the discount. Example: “Tuition: Sibling 1, $129,” “Tuition: Sibling 2, $129,” “Family Discount 10%, -$25.80.”

Do I charge sales tax on gis and sparring gear?

Uniforms and equipment may be taxable. Rules vary—check local rules. Example: “Gi: Youth Lightweight, $65,” “Sales Tax 8.25%, $5.36.”

How do private lesson no-shows appear on the invoice?

Use your cancellation window and label it clearly. Example: “Private Lesson: 60 min with Sensei, $80” and “No-Show Fee: 24 hr Policy, $40.”

Can I bill tournament coaching with travel and per-competitor fees?

Yes. Break out coach day rate, travel, and athlete count. Example: “Tournament Coaching: Day Rate, $200,” “Mileage 60 mi, $0.655/mi, $39.30,” “Athlete Coaching x3, $30, $90.”

How do I handle membership holds and proration?

Show the credit for unused days and the restart fee. Example: “Prorated Credit: 12 days, -$51.60” and “Hold/Restart Admin Fee, $15.”

What’s the best way to price drop-ins vs memberships on the invoice?

List the drop-in rate and show a note comparing the member rate. Example: “Drop-In: Adult Class, $20” and “Member Rate: Unlimited Monthly, $119.”

Can a corporate self-defense workshop be billed with a deposit and final payment?

Yes. Bill a nonrefundable deposit to hold the date, then invoice the balance after delivery. Example: “Corporate Workshop Deposit: 25%, $250” and “Final Balance: Net 7, $750.”