How to invoice yoga studios and private clients (UK)
What to include on a freelance yoga instructor invoice, how quickly you should get paid, and how to chase overdue invoices without awkwardness.
Studios and private clients expect a proper invoice before they'll release payment. A tidy one gets paid faster — and keeps you on the right side of HMRC record-keeping rules.
What every invoice needs
- The word 'Invoice' clearly at the top
- A unique, sequential invoice number
- Your name (or trading name) and address
- The client's name and address
- Invoice date and the date the service was supplied
- A clear description of each class or session, with the rate
- The total amount due
- Payment terms and your bank details
If you're VAT-registered (mandatory over £90,000 turnover), you also need your VAT number and a breakdown of VAT charged. Most freelance instructors are well under this threshold.
How quickly should you get paid?
Standard practice is 14 or 30 days from the invoice date. State it clearly — 'Payment due within 14 days' — rather than leaving it open. Under the Late Payment of Commercial Debts Act you can charge statutory interest (currently 8% above Bank of England base rate) plus a small fixed fee on late invoices, though most instructors reserve that as a last resort.
Chasing overdue payment
- Day 1 past due: a friendly nudge referencing the invoice number
- Day 7: a firmer follow-up mentioning your payment terms
- Day 14: a formal letter noting statutory interest may apply
- Day 30+: consider small claims court for stubborn cases
Namastax automates this: when an invoice tips past its due date, we can send a branded reminder with a link to view or download the PDF, without you having to draft anything.