Free personal training invoice template
Session packs, semi-private and program design — billed so the remaining count is never in dispute.
Almost nobody in this trade gets paid per session, and that is the whole accounting problem. A client buys a ten-pack, hands over one payment, and then trains against it for two months. Until those sessions are used, that money is not yours — it is work you owe. So bill the pack as its own invoice on the day it sells, then log every session against it with the count remaining right there on the ticket: "session 7 of 10". Put an expiry on the pack and say it before the card comes out. The argument that ends training relationships is almost never about form or results. It is about how many sessions were left.
Lines a personal trainer actually bills for
| Line | Typical range |
|---|---|
| Single session, 60 minutes | $50–$120 |
| Pack of 10 sessions, prepaid | $450–$1,100 for ten |
| Pack of 20 sessions, prepaid | $850–$2,000 for twenty |
| Semi-private, two clients, per person | $35–$70 per person |
| Small group training, per head | $15–$40 per head |
| 8-week training block written up | $100–$350 per block |
| Assessment and movement screen | $40–$100 |
| In-home or on-site travel fee | $15–$45 per visit |
What to include on a personal training invoice
- Your business name, phone number and email — and your license number if your state puts one on the paperwork
- The customer's name, the service address, and a phone number or email you can actually reach them on
- An invoice number and the date the work was done
- What was sold: a single session, a pack, a block of programming, or a group rate per head
- For a pack, the number of sessions, the price per session it works out to, and the expiry date
- For a session logged against a pack, which session it was and how many remain
- Session length, because 30-minute and 60-minute sessions should not share a price
- Travel or facility fees on their own lines, not buried in the session rate
- Your late-cancel window in writing, and whether a late cancel burns a session
- Subtotal, sales tax if you charge it, and the total due
- Any deposit or payment already taken, and the balance still owed
- The due date, and what happens if it goes past it
- How they can pay — card, bank transfer, check or cash
Personal Training invoicing questions
How should I bill a 10-session pack?
One invoice for the pack on the day it is bought, paid in full or with a deposit recorded against it. Then a session ticket each time you train, marked as drawn from the pack and showing the remaining count. Two benefits. The client always knows where she stands without asking, and you have a clean record of what she bought versus what she has used — which is exactly the number that gets disputed in month three.
Should packs expire?
Yes, and pick a term that matches the training: ten sessions at two a week is five weeks of work, so three or four months is generous rather than harsh. Print it on the pack invoice and say it at the point of sale. An open-ended pack is an unpaid obligation you carry forever, and it also lets a client disappear for a year and reappear expecting your old rate.
Does a late cancel burn a session?
That is your policy, and the only wrong version is the unwritten one. Twenty-four hours is the common line. Put it on the pack invoice and on every session ticket, then enforce it the same way for everyone. Trainers lose more money to a soft cancellation policy than to underpricing, because an empty 6am slot cannot be resold at 5:45.
How do I bill programming I write but do not supervise?
As its own product with its own line — an 8-week block, delivered once, billed once. Do not tuck it into a session rate, because the moment you do, clients read it as free and you will be rewriting blocks every month for nothing. Invoice it up front. Writing a block is real work whether or not anyone watches you do it.
I train out of a gym that takes a cut. What should the invoice show?
Bill your client for what your client owes you — the session or the pack, at your rate. What the facility charges you for floor access or rent is your cost of doing business, not a line on her invoice. Keep those two ledgers apart. If instead the gym collects and pays you out, then you are invoicing the gym, not the member, and the invoice should say so.
Am I going to get charged for this?
Not for writing invoices, selling packs, tracking session counts or ringing someone up at the desk — that is uncapped and free. When a client pays by card we take 0.5% of the payment, capped, and nothing on cash or check. If you want receipt scanning, your own logo on the invoice, or email sent from our address, that is $9.99 a month, or $24.99 for the tier with more people on the account. Most solo trainers never move off free.
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