Free Personal Trainer Invoice Template & Generator
Create personal training invoices for one-on-one sessions, group training, program design, and online coaching packages.
From
To
Logo
Signature
Live Preview
Thank you for your business
What to include on a Personal Trainer invoice
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're 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 don't 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 don't work in this business because clients will ghost you.
Track which sessions they've 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 haven't paid for more.
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.