Free personal training invoice template
Personal trainers sell sessions in packs and monthly plans, then track every session used. This template shows a package, a monthly program and a fitness assessment with the session count right on the invoice.
FreeNo signup
Steady State Fitness
Scottsdale, AZ
Bill to
Rebecca Hollis
| Description | Qty | Rate | Amount |
|---|---|---|---|
| 12-session personal training package, 60 minutes | 1 package | $900.00 | $900.00 |
| Initial fitness assessment and goal planning | 1 each | $75.00 | $75.00 |
| Monthly online program with weekly check-ins, November | 1 mo | $150.00 | $150.00 |
| Partner training session, Oct 18 (2 people) | 1 session | $100.00 | $100.00 |
- Subtotal
- $1,225.00
- Total due
- $1,225.00
Notes
Package sessions expire 90 days after purchase. Sessions canceled with less than 24 hours notice count as used. Gym access is not included.
Download the personal training invoice template
US Letter, 8.5 x 11 in. Take it with the sample lines above to edit, or blank to fill in from scratch
PDF
Print it or fill it in a PDF editor
Word (.docx)
Type into it in Word, Google Docs or LibreOffice
Excel (.xlsx)
Amounts, tax and total add up by themselves
Faster than a file: type your details once and download a finished PDF.
Fill it online with these linesWhat to include on a personal training invoice
- 1Client name and the package or plan purchased
- 2Session length and number of sessions included
- 3Sessions used and remaining, if billing against a package
- 4Assessments, program design or nutrition coaching as separate lines
- 5Location: gym, in-home, outdoor or online
- 6Cancellation and no-show policy
- 7Package expiration date
How personal trainers and independent fitness coaches usually bill
- Single sessions at a drop-in rate
- Packages of 5, 10 or 20 sessions, paid in advance at a lower per-session price
- Monthly plans with a set number of sessions or online coaching
- Small group or partner sessions priced per group or per person
- Fees for assessments and custom program design
Payment terms
Trainers usually collect payment for packages and monthly plans before the first session, so the invoice works more like a receipt with clear terms. Drop-in sessions are typically paid on the day. If you train at a gym, check whether the gym takes a cut or bills clients directly, and make that clear on your invoice. A 24-hour cancellation rule and a package expiration date protect your schedule. If you offer a payment plan on a large package, list the installment dates on the invoice.
General guidance, not legal or tax advice.
Common mistakes on personal training invoices
- Starting sessions before the package is paid
- Not tracking sessions used, which leads to arguments at the end of a package
- Selling packages with no expiration date
- Leaving the cancellation policy off the invoice and out of writing
Personal Training invoice questions
How do personal trainers charge clients?
Most offer single sessions, discounted packages of sessions paid in advance and monthly plans. Assessments, program design and online coaching are often priced separately.
Should personal training packages expire?
Many trainers set an expiration, such as 60 or 90 days for a 12-session pack, so clients stay consistent and your calendar stays predictable. Put the date on the invoice.
Do personal trainers charge sales tax?
Personal training is often untaxed, but some states tax fitness or personal services, and products such as supplements or gear are commonly taxable. Check your state rules.
How should I handle no-shows?
Set a written policy, such as sessions canceled with less than 24 hours notice count as used, and apply it consistently. Note it on every invoice.
Can clients pay for a package in installments?
Yes, if you agree to it. List the installment amounts and due dates on the invoice. On BillingOtter Creator Pro and Team plans, clients can make partial payments, so each installment can be paid from the same invoice.
Send it from BillingOtter
A template still has to be emailed and chased. In BillingOtter the same invoice goes out by email with the PDF attached and a pay link, and you see what is paid, due or overdue.
- Email the invoice with the PDF and a Pay button
- Clients pay by card or US bank transfer (ACH) on Creator Pro, without creating an account
- Automatic payment reminders on Creator Pro, which stop as soon as the invoice is paid
- Free Starter covers 5 invoices a month, no card needed
Templates for related trades
Free tools for personal trainers and independent fitness coaches
Bill your next job from BillingOtter
Free for 5 invoices a month. Add card and ACH payments and automatic reminders with Creator Pro
Free for 5 invoices a monthNo card needed