Professional Personal Training Invoice Template - Free Download

Professional Personal Training Invoice Templates

Your client just crushed a PR on their deadlift. They’re riding high on endorphins, thanking you for pushing them. This is the perfect moment to hand them a professional invoice—not fumble with a spreadsheet later when the motivation has worn off.

Most personal trainers are great at programming workouts but terrible at business admin. You got into fitness to help people transform their lives, not to chase payments. A polished invoice that arrives right after a great session reinforces the value you deliver and makes getting paid feel natural.

Why Personal Trainers Need Specialized Invoices

Fitness professionals have unique billing scenarios: session packages, expiring credits, add-on services, and hybrid offerings that mix in-person and virtual training. Generic invoices don’t capture this complexity.

Common personal training billing challenges:

• Tracking prepaid session packages and remaining credits
• Billing for gym sessions vs. in-home training (different rates)
• Adding nutrition coaching or meal plans to training packages
• Managing group training with per-person vs. flat-rate billing

Typical Personal Training Line Items & Rates

Package Pricing Strategies

Session Packages (Most Common) Sell blocks of sessions at a per-session discount:

• Single session: Full rate
• 4-pack: 10% discount
• 8-pack: 15% discount
• 12-pack: 20% discount

Invoice the full package upfront and track remaining sessions.

Monthly Retainer For clients training 3+ times per week, a monthly flat rate works well:

• 3x/week training: $800 - $1,500/month
• 2x/week training: $500 - $1,000/month
• 1x/week + virtual check-ins: $400 - $700/month

Hybrid Packages Combine in-person sessions with virtual support:

• 2 in-person sessions/week + unlimited app messaging
• 1 in-person/week + 1 virtual session/week
• Monthly in-home sessions + weekly virtual check-ins

Tax Considerations for Personal Trainers

In the United States:

• Personal training services are taxable in many states but exempt in others
• States like New York and Texas tax fitness services; California generally exempts them
• Always verify your state’s specific requirements

For Independent Trainers:

• Track all continuing education and certification costs (deductible)
• Equipment purchases (bands, weights, mats) are business expenses
• Home gym space may qualify for home office deduction if used exclusively for training
• Professional liability insurance premiums are deductible

Session Package Tax Timing:

• Invoice for the package when purchased (prepayment)
• Sales tax (if applicable) is typically due when payment is received
• Clearly note package terms: expiration dates, refund policies

Personal Training Invoice Best Practices

Show Package Value and Savings Instead of just listing the package price, show what they’re getting:

• “12-Session Training Package @ $70/session = $840”
• “Regular rate: $85/session ($1,020 value)”
• “Package savings: $180”

This reinforces the smart decision they made buying the package.

Track Session Usage For prepaid packages, include a running balance:

• “Sessions used: 5 of 12”
• “Sessions remaining: 7”
• “Package expires: March 31, 2026”

This prevents disputes and encourages rebooking before sessions expire.

Separate Add-On Services Clearly If you add nutrition coaching or a custom program to a training package, itemize them separately:

• Training Package (8 sessions): $560
• Custom Meal Plan: $150
• InBody Assessment: $75

Clients understand the total value and can choose what they want.

Getting Started

1. Download InvoiceZap - Available for iPhone, iPad, and Mac
2. Set Up Your Trainer Profile - Add your certifications, specialties, and branding
3. Choose Your Template - Professional designs that match your fitness brand
4. Create Your First Invoice - Generate a polished PDF in under 30 seconds

Frequently Asked Questions

Should I require full payment upfront for session packages? Yes. Prepaid packages improve cash flow and client commitment. Clients who pay upfront are more likely to show up consistently. Offer a small discount (10-15%) to incentivize prepayment, and clearly state your no-refund or prorated-refund policy.

How do I handle no-shows and late cancellations? State your cancellation policy on every invoice and in your client agreement. Common policies: 24-hour notice required, late cancellations forfeit the session, or late cancellations charged at 50%. When charging for a no-show, invoice it as “Late Cancellation Fee” or “Missed Session Charge.”

What’s the best way to invoice for virtual training add-ons? Bundle virtual check-ins into your package price, or charge them as a separate monthly fee. For example: “In-Person Training (4 sessions): $300” plus “Virtual Coaching Support: $100/month.” This makes the virtual component feel valuable, not throwaway.

How should I price in-home training vs. gym sessions? In-home training should be 30-50% higher than gym sessions to account for travel time, equipment transport, and the convenience you’re providing. State this clearly: “In-Home Session: $110” vs. “Gym Session: $75.” Clients understand the premium for convenience.

Should I invoice after each session or at the end of the month? For prepaid packages, invoice when they purchase the package. For pay-as-you-go clients, invoice immediately after each session—while the workout high is still fresh. Monthly invoicing works for retainer clients with recurring monthly rates.

Ready to run your training business like a pro? Download InvoiceZap and create your first professional fitness invoice in 30 seconds.