Invoice templates · Cheer Gym
Cheer Gym Invoice Template — Free & Fillable
A cheer or gymnastics gym bills the same families all season, and tuition is the smallest part of it: the uniform, bow and warm-ups package ordered months ahead, choreography and music split across the team, an entry fee for every competition or meet, hotel blocks and coach travel. This template starts with a real November invoice for a family with an all-star athlete and a sibling in a tumbling class.
Run a cheer or gymnastics gym? Mat Dues is the cheer and gym edition of Fee-Lion, in early access: every uniform, comp and meet fee on its own date, one balance per family, on autopay. See also Fee-Lion for cheer & gymnastics gyms.
Make your cheer gym invoice
Prefilled with a sample November invoice with team tuition, a uniform payment and competition fees — every line, the terms and the notes. Swap in your own quantities and rates, add your logo and the customer’s details, and download a clean PDF. Credits like a deposit received go in as a negative rate. No signup, no watermark.
The cheer gym invoices you’ll actually send
Monthly tuition
One invoice per family each month, with each athlete on their own line: the team or class, the month, and the athlete’s first name and last initial. All-star team tuition covers practice; rec tumbling and gymnastics classes are priced per class. A sibling or multi-class discount goes on as its own negative line.
The uniform package, in installments
Uniform, competition bows, warm-ups and practice wear are ordered from the supplier months before the season, often with a deposit and a balance before the order deadline. Bill the package once with a payment plan, and say on the invoice which payment this is (“payment 2 of 3”) so a family can see what is left.
Team costs split per athlete
Choreography and the music mix are one bill to the gym per routine. Divide it by the athletes on the routine and bill each athlete’s share as its own line, so families can see what the share is for. Coach travel to away events is usually shared the same way among the families on the trip.
Competition and meet entries
Entry fees are per athlete, per event, and due to the event weeks ahead. Put the season’s entries on a payment plan that finishes before the first big deadline, or bill each event on its own invoice with a due date well before the event’s. Stay-to-play hotel blocks get their own invoice and dates.
What goes on a cheer gym invoice
| Line | How it’s billed | Example |
|---|---|---|
| Team tuition | Per athlete, per month | $149 Mini · $189 Senior |
| Rec class tuition | Per class, per month | $85 |
| Uniform, bow & warm-ups package | Per athlete, in 3 payments | $585 · 3 × $195 |
| Choreography & music mix | Team cost, split per athlete | $425 share |
| Competition entry | Per athlete, per event | $165 regional |
| Meet entry | Per gymnast, per meet | $90 |
| Competition leo | Per gymnast | $189 |
| Hotel block | Per room night, stay-to-play | $159/night |
| Private lesson | Per 30 minutes, tracked | $45 |
| Sibling discount | Negative line, second athlete | −10% of tuition |
Example prices come from the Ridgeline All-Stars demo price book (Boise, ID). Your market, crew and suppliers will differ — use them for structure, not as a rate card.
An all-star season on payment plans
A Senior athlete placed on a team in May. The commitment deposit paid at placement is credited to choreography; the uniform package and the season’s entries each go on their own plan, so no single month carries the whole season.
| Choreography and music mix, athlete’s share | $425.00 |
|---|---|
| Uniform, competition bow & warm-ups package | $585.00 |
| Competition entries, 5 events | $870.00 |
| Season fees | $1,880.00 |
| Commitment deposit paid at placement, credited to choreography | −$250.00 |
| Balance for the season | $1,630.00 |
| Choreography balance, due August 1 | 1 × $175.00 |
| Uniform package: 3 payments of $195, October to December | 3 × $195.00 |
| Competition entries: 6 payments of $145, September to February | 6 × $145.00 |
Line each plan up with the bill behind it: the uniform paid off before the supplier wants the balance, the entries paid ahead of each event’s deadline. Monthly tuition stays on its own line, so a family can always see the season fees apart from practice.
Due dates, auto-pay and late fees
Bill tuition and season payments on the same date each month with a short due date. Auto-pay by card or bank account keeps a season of installments from turning into a season of reminders, and bank (ACH) payments keep card fees down on the larger season bills.
Many gyms add a late fee after the due date, and some won’t let an athlete compete with an unpaid balance. Put both in the commitment agreement families sign at placement, before you use them; rules on late fees vary by state.
Write down your release and refund policy: what happens to the season fees if an athlete leaves a team mid-season, and that uniforms, bows and entries are non-refundable once ordered or entered. When a credit is due, put it on the next invoice as a credit line.
Working out what an overdue balance has accrued? Use the late fee calculator, or see Net 30 and other payment terms explained.
Uniform orders, memberships and sales tax
Uniform and bow suppliers set their own order deadlines and rarely take returns, so put “non-refundable once ordered” on the uniform invoice and collect the first payment before you order. Sizes on the line help at pickup.
Athlete memberships with a governing body are usually a pass-through: bill them at cost on their own line, or have families pay the organization directly. Tuition for classes is generally not subject to sales tax, but uniforms and apparel you resell may be in some states. Keep tuition, team fees and goods on separate lines, and check your state’s rules.
General information, not legal or tax advice — rules differ by state and change over time.
Frequently asked questions
What should a cheer gym invoice include?
Your gym’s name and contact details, the family and each athlete’s first name and last initial, the team or class, the month billed, tuition, uniform, choreography and competition fees on their own lines, which payment of a plan each line is, discounts and credits as negative lines, the due date and how to pay.
How do I bill a uniform and bow package?
Bill the package once, with the uniform, bows and warm-ups listed, and put it on a payment plan that finishes before your supplier wants the balance. Name the payment on each invoice line (“payment 2 of 3”) so families can see what is left.
How do I split choreography or music across a team?
Divide the choreographer’s or the music fee by the athletes on the routine and bill each athlete’s share as its own line. Saying it is a share of a team cost on the line saves a lot of questions.
How do gyms handle competition entry fees?
Entries are per athlete, per event, and usually due to the event weeks ahead. Either put the season’s entries on a payment plan that finishes before the first big deadline, or bill each event on its own invoice with a due date well before the event’s.
How do I bill a family with athletes in different programs?
Send one invoice per family, with each athlete on their own lines: a cheerleader’s team tuition and season payments, a sibling’s gymnastics or tumbling class, and any sibling discount as a negative line. One bill, one balance.
Checking you have everything on it? See the full invoice checklist, or how to get clients to pay on time.
More invoice templates
Or see all invoice templates.