Free Personal Trainer Invoice Template & Generator
Create personal training invoices for one-on-one sessions, group training, program design, and online coaching packages.
Currency
Amount already received from client
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What goes on a personal trainer invoice?
Set out each training session by date, any program design or nutrition consultations, and packages bought in advance. Add your name, the client details, the total, and your payment terms. Trainers selling blocks of sessions usually note how many remain so clients can track them.
Your invoices need your business name, contact info, and any certification numbers if your state requires them. Include the client's name, the date range you are billing for, and a clear description of services. Write "8 sessions completed in March" or "monthly unlimited package" instead of just "training." If you sold supplements or meal plans, list those separately. Clients need this breakdown for their FSA or HSA reimbursements, and some will expense it through work.
Most trainers use package pricing. Clients pay upfront for 5, 10, or 20 sessions, or they pay monthly for unlimited access. Send the invoice right after they book, and do not let them start until payment clears. If you bill monthly, charge on the same date each month and send the invoice three days before. Net 30 terms do not work in this business because clients will ghost you.
Track which sessions they have used from their package. Send a quick reminder when they have two sessions left, along with an invoice for their next package. This prevents the awkward situation where someone shows up for training but their package is empty and they have not paid for more.
Typical line items
- Personal training session
- Custom workout program design
- Nutritional guidance consultation
- Block of prepaid sessions
- Fitness assessment
- Online coaching or check-in
- Group or partner session
- Late-cancellation fee
How the work is charged
Personal trainers commonly charge per session or sell discounted blocks of sessions paid in advance. Monthly programmes that combine training, programming, and check-ins are also widely offered.
Payment terms and deposits
Single sessions are usually paid on the day, while packages and monthly plans are paid upfront. A short cancellation-notice rule, such as 24 hours, is common, so state it on the invoice or your booking terms.
Tax and compliance
Some health and care services are taxed differently or are exempt in some countries. If you are registered for sales tax or VAT, show it clearly, and confirm the rules that apply to your practice.
Frequently asked questions
How do personal trainers set their rates?
Personal trainers charge $40–$150 per session depending on experience and location. Package discounts are common: 10 sessions at 10–15% off. Group training is $20–$50 per person per session.
What should a personal training invoice include?
Include session dates and times, session type (1-on-1, group, virtual), package details if prepaid, expiration policy, and any additional services (nutrition plans, assessments).
Should personal trainers charge for no-shows?
Yes. Most trainers charge 50–100% of the session fee for no-shows or cancellations within 24 hours. State this policy on your invoice and in your client agreement.
Related invoice templates
Read the complete invoicing guide to see how to fill out, number, and send an invoice that gets paid.
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