SPA INVOICE TEMPLATE
Free spa invoice template
A spa invoice for the bookings you bill rather than ring up: a bridal party, a couples package, a corporate wellness morning or a massage client's monthly plan — each treatment by guest, duration and therapist, retail products on their own line, and the deposit taken off. Free in Word and PDF, for day spas, massage therapists and estheticians.
Word and PDF · Free · No email, no sign-up
The short answer
A spa invoice lists each treatment as its own line — the treatment, its length, the guest and the therapist — then packages, add-ons and retail products, so a group booking or a package reads as what each person received, not one lump sum.
Around it go your spa's name and details, the therapists' license numbers where your state licenses massage therapists and estheticians, the client paying, an invoice number, the date of the visit and the due date, and any deposit taken at booking shown against the total.
Finish with gratuity as the client's own line, tax on the retail products, how to pay — and the next booking, because the spa that writes the next appointment on the invoice is the spa that fills its rooms.
FREE TEMPLATE · WORD AND PDF
The spa invoice template, filled in
Below is the template filled in for Stillwater Day Spa, a fictional spa business, so you can see every line in use. The downloads are the same invoice with [bracketed] lines to replace — free, no email address, no sign-up.
![Free Spa Invoice Template — the blank fill-in invoice as it downloads, with [bracketed] lines to replace](/invoice-templates/spa-invoice-template-preview.png)
Example · fictional business
Stillwater Day Spa Asheville, NC (828) 555-0168 · hello@stillwaterdayspa.example NC licensed massage therapists and estheticians on staff · establishment permit # 0000 (example) | INVOICE |
Bill to Caroline Whitfield For the Whitfield–Ortega bridal party (4 guests) Asheville, NC | Booking Bridal party morning — 4 guests, 2 treatment rooms Guests: Caroline (bride), Ana, Mira, Leah Therapists: J. Moore (LMBT), R. Patel (esthetician) |
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Swedish massage — 60 min · Caroline, Ana J. Moore, 10:00 and 11:15 | 2 | $110.00 | $220.00 |
| Custom facial — 60 min · Mira, Leah R. Patel, 10:00 and 11:15 | 2 | $120.00 | $240.00 |
| Bridal glow package upgrade · Caroline Brightening peel and scalp treatment added to the massage (list value $75) | 1 | $60.00 | $60.00 |
| Relaxation lounge — champagne and fruit for four 12:30 – 1:30 pm | 1 | $48.00 | $48.00 |
| Retail — hydrating serum, 30 ml · Mira Professional skincare line | 1 | $68.00 | $68.00 |
| Gratuity — 18%, shared by the two therapists Added at the client's request | 1 | $93.60 | $93.60 |
| Subtotal | $729.60 | ||
| Sales tax, 7% on retail products (example) | $4.76 | ||
| Total | $734.36 | ||
| Deposit received | −$150.00 | ||
| Balance due | $584.36 | ||
Payment
Balance due today at the front desk. Pay by card, cash or check. Thank you for celebrating with us.
Next visit
Caroline is booked for a pre-wedding facial on Nov 14 at 4:00 pm with R. Patel. Gift cards for the bridesmaids are at the desk.
Every figure on the example is an example, not a price guide — use your own rates. The Word file is a standard .docx you can edit in Word or any app that opens Word documents; the PDF prints as-is if you'd rather fill it in by hand.
Invoices and a website, one place
Start your spa website — invoicing is built in
Add your business name and your town, and Zarla builds your spa website from this one line. The same dashboard sends invoices like this one, with a pay-now button once you're on a paid plan.
Already have a website? Bring it across →Zarla keeps your old page addresses where it can and redirects the ones that change, helping you keep the Google standing you've built.
LINE BY LINE
What goes on a spa invoice
Every line on the template, in order, and what to write on it.
| The line | What to put there |
|---|---|
| Spa name, contact and licenses | Your trading name, phone, email and address, and the line that says your therapists are licensed — with the establishment permit number where your state or city issues one. Clients who've never visited look for it. |
| Invoice number, dates and the visit | A number that never repeats, the invoice date, the due date (on the day for a visit; a week for a corporate booking) and the visit itself — the date and the hours the guests were with you. |
| Bill to and the booking | The person paying and who the booking was for — a bride's mother paying for the party, an office paying for its team — then the occasion, the guests by name and the therapists who treated them. |
| Each treatment by guest | One line per treatment: the treatment, its length, the guest and the therapist, with the time. Two guests who had the same treatment share a line with a quantity of two. The client can read who had what without asking. |
| Packages and upgrades | A package on its own line, with what's in it and the list value of the pieces if you've discounted them — the guest sees the saving, and you never have to explain the price again. |
| Lounge, food and extras | The relaxation lounge, champagne and fruit, a private room: on their own lines, so the treatments stay comparable to your menu. |
| Retail products | Each product by name and size, and which guest took it. Retail is taxable goods in nearly every state; the treatments usually aren't — so it gets its own line, every time. |
| Gratuity | Added only at the client's request, as a percentage or an amount, with who shares it. A line the client asked for is a line the client pays without a second look. |
| Deposit, tax, total and how to pay | Sales tax on the retail line (and on services where your state taxes them), the total, the deposit taken at booking subtracted, the balance due in bold, and how to pay. |
| Next visit | Who is booked next and when, and the gift cards or membership that followed the visit — the note that turns one booking into the next. |
STEP BY STEP
How to fill out a spa invoice
Five minutes at the desk while the guests are in the lounge, from the day's schedule.
Put your spa's details and licenses at the top
Spa name, phone, email, address, the licensed-therapists line and your establishment permit number where one is issued. Save the file once with these filled in.
Number it, date it, note the visit
The next number in your series, today's date, the due date, and the visit's date and hours.
Name the payer, the guests and the therapists
Who's paying, who the booking was for, every guest by first name and every therapist by name and license.
Bill each treatment by guest, then packages and extras
One line per treatment with length, guest and therapist; packages with what's in them; the lounge and add-ons on their own lines.
Add retail, gratuity and tax, take off the deposit
Retail products by guest with sales tax, gratuity at the client's request, the deposit from booking subtracted, and the balance due in bold.
Write the next visit and take payment
Who's booked next and when, then take the card at the desk — or send the PDF the same afternoon to the office that booked the team.
How spas get paid faster
Take a deposit at booking for every group and package. A card on file and a deposit per guest when the bridal party books is normal in spas, and it turns the invoice from a bill into a balance. Show the deposit on the invoice so the payer sees it come off.
Bill by the guest, not by the party. “Swedish massage — 60 min · Caroline, Ana” is a line a payer can check against who was in which room. “Spa morning, 4 guests” is a line that starts a conversation about who had the facial.
Show the list value on a package. A bridal glow upgrade at $60 with “list value $75” beside it reads as a gift; the same $60 with no context reads as a charge. The invoice is the last piece of marketing the guest sees.
Keep retail on its own line. Products are taxable goods almost everywhere and treatments mostly aren't, so a serum folded into a facial line is taxed wrong. How much a spa charges has the US rates behind the treatment lines here.
Gratuity: the client's line. Add it at the client's request, name the percentage and who shares it. Spas that pre-print a gratuity get questions; spas that write “added at the client's request” get paid.
Licensing. In the US nearly every state licenses massage therapists and estheticians through a state board — North Carolina's Board of Massage and Bodywork Therapy and its Board of Cosmetic Art Examiners, for example — and many cities and states permit the spa premises as well. Put the license line on the invoice and display the licenses in the spa as your board requires. Check your state boards and your city.
Tax depends on the state. In the US retail products are taxable goods nearly everywhere; massage and spa treatments are untaxed in most states, but a few tax most services — Hawaii, New Mexico and South Dakota — and New York City taxes beautician and spa services within the city. Keep retail and treatments on separate lines and check your state's revenue department or your accountant.
Outside the US. The invoice itself has rules: in Australia a GST-registered business issues a tax invoice showing its ABN, in New Zealand a GST-registered business shows its GST number, and in the UK and EU a VAT-registered business shows its VAT number and the VAT charged. Confirm the details with your accountant.
Send it from Zarla and get paid online
A Word template is a fine way to start. The catch is everything after you hit send: chasing the payment, remembering who's paid, and typing the same customer and the same line items again next month.
If you build your spa website with Zarla, the invoice tool is in the same dashboard. Pick the customer, add the job's lines, and send it. On a paid plan, with your Stripe account connected, the invoice carries a pay-now button: your customer pays online by card, and the invoice marks itself paid when the money arrives. Customers you've invoiced are saved, so next time is two taps.
Want to see the website first? Browse spa website templates or see how Zarla builds spa websites. Still setting up? Read how to open a spa and write your spa business plan, and see how much a spa charges.
The whole paper trail of a job, step by step: how to write a quote, then how to write an invoice, then how to write a receipt — with a free receipt template. For any other trade, start from the free invoice template. Either side of it, two more free templates in Word and PDF: a price list template for the services you sell and a work order template for the crew.
Heading into the holidays? Our free gift certificate template covers the customers who want to give your work as a gift, and the holiday hours sign template covers the door, your website and your Google profile.
Spa invoices: common questions
Your spa's name, contact details and license line; the person paying and who the booking was for; an invoice number, the date, the due date and the visit's date and hours; each treatment by length, guest and therapist; packages with what's in them; the lounge and add-ons; retail products by guest; gratuity at the client's request; tax on retail; the deposit taken off; the balance due; how to pay; and the next visit.
Whenever one person pays for several, or pays later: a bridal party, a couples package booked as a gift, a corporate wellness morning, a hotel sending its guests, or a massage client on a monthly plan billed on the first. A walk-in facial gets a receipt; a booking gets an invoice.
The same sheet with one therapist on it: the treatment and its length, the client, the date and time, your license number, any product sold, and how to pay. A solo massage therapist who bills a client's monthly plan or an employer's wellness program uses this template as is.
Bill the whole visit, then show the deposit as its own line subtracted from the total — “Deposit received −$150” — and the balance due in bold. The payer sees the full value of the morning and what's left to pay, and your records show both payments.
Only when the client asks, and then as its own line with the percentage and who shares it. For a group booking most spas ask the payer at booking whether to add gratuity; the answer goes on the invoice as a line the client chose.
In the US the retail products you sell are taxable goods in nearly every state; treatments are untaxed in most, with a few exceptions — Hawaii, New Mexico and South Dakota tax most services, and New York City taxes spa and beautician services within the city. Keep retail and treatments on separate lines and check your state's revenue department or your accountant. Outside the US, a GST- or VAT-registered spa shows the tax and its registration number on the invoice.
Yes. The spa invoice template on this page downloads free as a Word document and a PDF — no email address, no sign-up. Edit it in Word or any app that opens Word documents, or print the PDF and fill it in by hand.
Not from a Word file — your customer still has to pay you some other way. To take the payment on the invoice itself, send it from invoicing software. If your spa website is on Zarla, the invoice tool is in the same dashboard: on a paid plan, with Stripe connected, each invoice carries a pay-now button and marks itself paid when the customer pays by card.
Send invoices from your own spa website
Add your town and your business name, and Zarla builds the site from that one line — with invoicing in the same dashboard.
Already have a website? Bring it across →Zarla keeps your old page addresses where it can and redirects the ones that change, helping you keep the Google standing you've built.