Personal Trainer Invoice Template
This personal trainer invoice template is already filled in with the line items the job usually carries. Change the numbers, add your details, and download the PDF. Nothing is uploaded and no account is needed.
A personal trainer's invoice is usually for a block of sessions bought in advance, so its main job is tracking what is left.
Your details
Bill to
Invoice details
Line items
Tax & discount
- Subtotal
- $1,020.00
- Total due
- $1,020.00
Notes & payment details
- Invoice no.
- —
- Issued
- —
- Due
- —
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Personal training, 10 session block | 10 | $75.00 | $750.00 |
| Initial assessment and programme design | 1 | $120.00 | $120.00 |
| Nutrition plan and review | 1 | $150.00 | $150.00 |
- Subtotal
- $1,020.00
- Total due
- $1,020.00
Block of 10 sessions, prepaid. Sessions used and remaining are shown above. Block expires six months from the date of purchase. Cancellations with more than 24 hours notice are rescheduled at no charge. Inside 24 hours the session is deducted from the block.
Prefilled as a personal trainer invoice. The rates shown are round placeholder figures to make the document readable, not rate guidance. Saved in this browser only.
Stop retyping the same invoice every month
A personal trainer invoice is mostly the same document with new dates on it. PomoTodo keeps your clients, rates and line items, tracks the hours that feed into them, and tells you which invoices are still unpaid.
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How personal trainers usually bill
| Convention | Value |
|---|---|
| Billed by | Per session, sold in prepaid blocks |
| Usual payment terms | Paid in advance, per block |
| Money up front | Full block paid up front is the norm |
| Also called | personal training invoice, fitness coaching invoice, PT invoice |
| These are the common conventions in the trade, not rules. The terms that matter are the ones in your own agreement with the client, and this template will carry whatever you set. | |
What belongs on a personal trainer invoice
- Sessions used and remaining
- The block balance is the number the client is tracking, and an invoice that omits it generates a message asking for it.
- Block expiry
- A prepaid block with no expiry is an open-ended liability that turns up two years later. Six to twelve months is standard.
- The cancellation rule, stated
- Deducting a session for a late cancellation is only defensible if the rule is printed where the client has already read it.
- Assessments and plans as separate items
- Programme design and nutrition planning are work done away from the session, and they disappear unless they have their own line.
The mistake that costs personal trainers the most
Selling blocks with no expiry date
A client who buys twenty sessions, uses six and disappears for two years is holding a claim on your time at a rate you set before the pandemic. Every block needs an expiry, stated at the point of sale and repeated on the invoice. Six months is normal and nobody objects when they are told first.
Sales tax on a personal trainer invoice
Fitness and athletic services are taxed in a meaningful number of states, unlike most professional services, and gym membership and personal training are sometimes treated differently. This is one to confirm rather than assume.
The template has a tax field with an editable label, so it will say VAT or GST if that is what you need, and it applies the rate to the subtotal after any discount. Leave the rate at zero if you are not registered to collect. Nothing here is tax advice, and a question about your own registration is one for your state's department of revenue or your accountant.
Templates for related work
Per hour or per session, often prepaid in blocks
Per hour, per day, or against a monthly retainer
Quoting the job before you bill it is what the quote generator is for, and working out what to charge in the first place is what the freelance rate calculator does.
Questions about personal trainer invoices
Should personal trainers sell blocks or single sessions?
Blocks, paid in advance. Attendance is better because the session is already paid for, collection stops being a weekly conversation, and the client is committing to a programme rather than to a workout. Single sessions are useful as a trial and little else.
How long should a prepaid block last?
Six months is the common term for a ten session block, twelve for larger ones. The expiry needs saying at the point of sale and repeating on the invoice. Without one you are holding an indefinite liability at a price you can never raise.
Is personal training subject to sales tax?
In a number of states, yes. Fitness and athletic services are one of the more commonly taxed service categories, and some states treat training differently from gym membership. Check your state's rules rather than assuming the general service exemption applies.