Personal Trainer invoice template
Training income is package and membership revenue, and unused sessions are a liability until they expire. Build one below — prefilled personal trainer services, payment terms, PDF download, and a public payment link.
How personal trainer invoicing actually works
Session packages are money received for work not yet done. Tracking sessions purchased, used and remaining on every invoice keeps both sides clear, and setting an expiry converts an indefinite obligation into a defined one. Without expiry terms, clients reappear after two years expecting sessions bought at an old rate.
Where you train in a facility you do not own, rent or a per-session floor fee is a real cost that should be inside your pricing. Where you train in clients' homes, travel time is inventory you cannot sell to anyone else and it should be priced by zone.
What belongs on a personal trainer invoice
Beyond the universals — your details, the customer's details, a unique invoice number, dates, totals and payment terms — these are the lines that matter in this trade.
- Package purchased, used, remaining and expiry
- The running balance, shown every time.
- Session type and duration
- One-to-one, partner, small group, online — different rates.
- Cancellation policy and notice period
- Applied to a slot that cannot be resold at short notice.
- Location and travel
- Facility, client home or online, with travel priced by zone where relevant.
Line items this template starts with
These are the prefilled starting values in the BillingDone personal trainer template — a starting point to edit, not a survey of market rates. Set your own prices once and they save for next time.
| Service | Unit | Starting price |
|---|---|---|
| Training session | Hour | $85.00 |
| Fitness assessment | Each | $95.00 |
| Workout plan | Project | $150.00 |
| Nutrition coaching | Hour | $75.00 |
| Ten-session package | Project | $750.00 |
| Late cancellation | Each | $40.00 |
Getting paid as a personal trainer
- Packages and memberships in advance on autopay. Pay-as-you-go training is a collection problem and an attendance problem.
- Set and state expiry on all packages so unused sessions do not accumulate as an open liability.
- Handle rate increases by honouring existing packages and applying the new rate to new purchases, stated in writing.
Example invoice wording: Completed personal training session and updated client workout plan.
Personal Trainer invoicing questions
What should a personal trainer invoice include?
A personal trainer invoice should include your business details, the customer's contact information, itemized services, materials or fees, taxes, payment terms, a due date, and a clear total due.
Can personal trainers send invoices from a phone?
Yes. BillingDone is designed for fast mobile invoice creation so you can create, send, and collect payment while you are still on site.
Can I save common services?
Yes. Start with the built-in Quick Add Invoice Library, then save custom services, prices, and descriptions for your own repeat work.
Should personal training packages expire?
Yes, with the expiry stated at purchase and shown on every invoice. Without it, unused sessions remain an open obligation indefinitely and clients return years later expecting sessions bought at a much older rate.
How should a trainer handle late cancellations?
With a stated notice period and the session charged if it is not met. A training slot cannot be resold at short notice, which makes the policy the main protection for your income — and it only works if applied consistently.
More personal & professional services templates
Session, appointment, and engagement billing for people-facing businesses.
Personal Trainer invoice generator
Built for personal trainer pros. Tap a service, set price, send. No signup.
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e.g. "Invoice Mike for faucet repair $225 due Friday"Bill to
Items
Adjustments
Recurring schedule
Auto-generate this invoice on a schedule. Perfect for cleaners, lawn care, IT support, retainers.
Payments
Record cash, check, Zelle, Venmo, or any partial payment. The public invoice shows the remaining balance automatically.
Job photos
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Summary
- Subtotal
- $0.00
- Tax
- $0.00
- Total due
- $0.00