Gym and Fitness Studio Invoice Template

Free invoice templates for gym and fitness studios built for membership dues, personal training sessions, and class packages. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: gym invoice, gym bill, or fitness studio invoice.

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Download Free Gym and Fitness Studio Invoice Templates

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Sheets, Excel, Word and Doc Templates Coming November 21, 2025.

Custom Gym and Fitness Studio Invoice Template

Best for:

Logo, autopay, membership and class IDs.

Editable Gym and Fitness Studio Invoice Template

Best for:

Edit plans, passes, freezes, fees.

Printable Gym and Fitness Studio Invoice Template

Best for:

Totals, waiver line, signatures.

Free Gym and Fitness Studio Invoice Template

Best for:

Session, package, member ID, add-ons.

How to Invoice as a Gym and Fitness Studio

Bill for memberships, classes, training, and retail in a clean flow clients understand.

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In 5 Steps:

Confirm the plan or purchase in writing and capture sign-off on rates, terms, and cancellation rules.
Record session dates, membership start, and any gear sold, then calculate subtotals by item.
Take any required deposit for packages or rentals and note it on the invoice.
Add taxes on retail goods, apply credits, discounts, and the deposit to the balance due.
Send the invoice with payment options, set autopay if allowed, and schedule receipts for renewals.

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What to Include in a Gym and Fitness Studio Invoice

These are the must-have fields for clear, compliant invoices.

Invoice number and issue date
Gym/studio name, address, and contact
Client name and contact
Membership or agreement ID
Service dates and trainer/coach name
Item descriptions and quantities
Retail goods lines with tax status (check local rules)
Subtotal, discounts, and credits
Payment terms, due date, and accepted methods
Business license/registration and tax ID

Billing Scenarios for Gyms and Fitness Studios

How to label charges so every invoice makes sense the moment your clients see it.

Enrollment fee; First-month dues

New membership signup with an enrollment fee

This cleanly separates a one-time cost from the first recurring charge.

Single class pass; Facility day pass

Drop-in class or day pass

Keeps small, one-off visits simple and easy to pay.

Package deposit; Training session

Personal training package with a deposit and per-session rate

Shows the upfront amount and the pay-per-session charges clearly.

Prorated upgrade; New monthly rate

Mid-cycle membership upgrade with proration

Show starting sessions, used, and remaining each time you bill.

Late-cancel fee; No-show fee

Late cancel or no-show inside the policy window

Ties the charge to the agreed policy and timestamp for fairness.

Account hold fee; Resume date credit

Documents the pause, any fee, and how billing restarts.

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Memberships and class fees for gyms and studios

List memberships, class packages, personal training, and add ons with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Monthly Membership

Item

Recurring member access

Qty × monthly rate. Tie to agreement dates and pause rules to prevent disputes.

Membership Initiation Fee

Item

New member onboarding

Qty × setup rate. Use to cover signup, orientation, and account creation.

Personal Training Session

Time

One-to-one coaching

Time × hourly rate. Log session length and coach to keep records clean.

Small Group Training

Time

2–6 clients coached

Time × hourly rate. Track headcount separately for attendance reporting.

Class Pack (10 Visits)

Item

Prepaid class access

Qty × pack rate. Note expiration and no-refund policy on the invoice.

Late Cancellation / No-Show

Item

Window missed or absent

Qty × fee rate. Reference cancellation window and coach name for clarity.

Locker Rental

Item

Monthly locker hold

Qty × period rate. Include locker number and term to avoid mix-ups.

Facility Rental (Private Use)

Time

Studio or court booking

Time × hourly rate. Add setup/tear-down time and required staffing if any.

Onboarding Pack (Assess + Kit)

Item

Tax Varies

New member assessment + starter gear

Qty × package rate. Mixed service + goods; itemize if split billing is possible.

Branded Apparel

Item

Taxable

Tees, tanks, or hoodies

Qty × unit price or Cost × (1 + markup%). Record size and style for inventory.

Save and reuse your memberships and packages

Create a free account and save membership plans, class packages, and training rates once, so nothing gets retyped.

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Common Gym and Fitness Studio Invoicing Mistakes

Invoicing can get messy fast. These fixes keep cash flowing and prevent disputes.

Mistake

How to fix it

Mixing goods and services under one line hides tax and leads to wrong totals.

Separate services from retail and show tax only on taxable goods. Check local rules.

Leaving out the next renewal date confuses clients and triggers chargebacks.

State the renewal date and frequency in the invoice notes and on receipts.

Attach or link the agreement and reference its ID so clients see the rules they accepted.

Show starting sessions, used, and remaining each time you bill.

Vague payment terms slow cash flow and increase late payments.

Set a clear due date, late fee policy, and accepted methods, and place them near the total.

No autopay authorization on file risks failed charges and refunds.

Collect a separate authorization with the mandate text and keep it on file before enabling autopay.

Gym & Fitness Studios Invoice FAQs

Line items for memberships, class packs, PT, add-on fees, tax, and refunds for U.S. fitness centers. Use our Gym & Fitness Studios Invoice Template, clear answers.

How do I bill memberships that start mid month?

Prorate the first cycle, then bill the full monthly rate after. Show the date range. Example line item: “Membership dues, Sept 10–30, prorated 21 days: $45.00.”

What should I show for personal training packages vs single sessions?

For packs, list the pack size, per-session rate, and any discount. For single sessions, list time and coach. Example: “PT 10-Pack with Coach Lee, $55 x 10: $550.00” or “PT Single, 60 minutes, Coach Lee: $65.00.”

How do I charge late cancel and no show fees for classes?

Use the class name, date, and policy window. Add the fee and note if it is nonrefundable. Example: “Spin Class late cancel, 9/12, under 12-hour window: $10.00.”

Do I collect sales tax on dues, classes, and retail?

Tax rules vary by state. Many states tax retail and sometimes services. Show it per item. Example: “Retail protein bar: $3.00, Sales tax 7 percent: $0.21.”

How should I list initiation and annual maintenance fees?

Break them out so members see them once per policy. Include the policy note. Example: “Initiation fee, one time: $59.00” and “Annual facility maintenance, 2025: $29.00.”

How do I show a freeze and credit carryover when a member pauses?

Add a freeze fee and a credit line that applies to the next cycle. Include the paused dates. Example: “Account freeze, Oct 1–31: $10.00” and “Credit from Sept overpayment: −$15.00.”

How do I itemize retail like supplements, drinks, or merch with service charges?

List each product by SKU or name, then any service or processing fee. Example: “Whey 2 lb, SKU W200: $29.00,” “Smoothie add protein: $1.50,” “Checkout processing fee: $0.30.”

What cancellation and refund terms should I include?

State notice windows, any cooling-off period, and nonrefundable items. Rules vary—check local rules. Example: “Membership cancellation fee within first 30 days: $25.00” and “Refund, unused yoga pack sessions x3: −$36.00.”