Personal Trainer Invoice Template
Trainers sell sessions in packs, memberships and single visits, and clients often prepay. This template shows the package, the number of sessions and how many are left, so there are no arguments later.
Line Items
How personal trainer invoicing usually works
Trainers commonly sell packs of sessions at a discount, monthly memberships and single sessions at a higher rate. Always state the number of sessions, the expiry date and the cancellation policy on the invoice. If you sell nutrition or program add-ons, list them as separate lines.
What a personal trainer invoice should include
- Number of sessions and the expiry date of the pack
- Cancellation and no-show policy
- Add-ons such as nutrition plans or programs as separate lines
- Your insurance or certification details if you include them
- Payment terms: prepaid or due before the first session
How to use this template
- The line items and notes above are examples. Replace them with your own work and prices.
- Add your business name, contact details and logo, then the customer's name and address.
- Check the invoice number, date and due date, and set a tax rate if you charge one.
- Click Preview, then Download PDF or Print. Your details can be remembered in this browser for next time.
Example: a filled-in personal trainer invoice
| Description | Qty | Price | Amount |
|---|---|---|---|
| Personal training - 10-session pack | 1 | $650.00 | $650.00 |
| Nutrition plan (4 weeks) | 1 | $120.00 | $120.00 |
| Single drop-in session | 1 | $75.00 | $75.00 |
| Total due | $845.00 | ||
Illustrative sample figures only. Your prices will depend on your market, experience and local rules.
Common mistakes to avoid
- No expiry on session packs, leaving open-ended liabilities
- Not stating the late-cancellation policy
- Selling packs without recording how many sessions are used
Frequently asked questions
Do session packs need an expiry date?
It is common and helps manage scheduling. State it clearly on the invoice and in your terms.
How do I invoice a monthly membership?
Bill it as a recurring line for the month with the included sessions, and note the renewal date.
Is this personal trainer invoice template free?
Yes. It is free, needs no signup and nothing you type is sent to a server; the invoice is built in your browser.
Can I download it as a PDF?
Yes. Fill in the fields, preview the invoice and use Download PDF or Print.
This page is general information, not legal or tax advice. Licensing, sales tax and invoice rules differ by state and city, so check with your state agency or an accountant.