Personal Trainer Invoice Template

Free invoice templates for personal trainers built for session fees, cancellation fees, and travel fees. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: personal trainer invoice, personal trainer bill or trainer invoice.

Browse Templates

PDF, Word, Excel, Google Docs.

Create Online Invoice

Free Generator. No sign-in.

Download Free Personal Trainer Invoice Templates

Download a template, then edit in PDF, Word, Excel, Google Docs or Google Sheets. Print or email when ready.

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

Custom Personal Trainer Invoice Template

Best for:

Logo, membership and auto-bill terms.

Editable Personal Trainer Invoice Template

Best for:

Edit sessions, add plans and add-ons.

Printable Personal Trainer Invoice Template

Best for:

Package totals, tax, signatures.

Free Personal Trainer Invoice Template

Best for:

Session type, duration, rate, notes.

How to Invoice as a Personal Trainer

Keep it simple, track the work, and make payment easy so clients never wonder what they owe.

Free Online Invoice Generator

☝️ No sign-in. Save as PDF.

In 5 Steps:

Log each session delivered and note any add-ons or travel needed for that client.
Choose the unit you bill by and total the work for the billing period.
For packages or large blocks, request a deposit and state the cancellation window.
Create the invoice, attach clear terms, and send it with easy payment options.
Record payment, apply any deposit or credit to the balance, and confirm upcoming sessions.

Free Online Invoice Generator

☝️ No sign-in. Save as PDF.

What to Include in a Personal Trainer Invoice

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

Business name, logo, and contact info
Client name and contact info
Invoice number and issue date
Service dates or billing period
Trainer certification or registration ID
Business tax ID or registration (check local rules)
Liability insurance policy reference
Service description with session length and type
Payment terms, due date, accepted methods, and cancellation policy link
Subtotal, tax where applicable, deposit or credits applied, and total due

Billing Scenarios for Personal Trainers

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

10-Session Package; Program Design Fee

Client buys a 10-session package with a custom plan

The package covers training time while the one-time plan covers building the program.

In-Home Session; Travel Fee

In-home session that requires travel

The travel line pays for time and mileage beyond your normal service area.

Gym Access Pass; Training Session

You must pay a gym guest pass to train the client

The pass is a pass-through charge separate from your coaching time.

Small-Group Session (3); Per-Person Rate

Small-group training with three clients

Use one unit per invoice or split into separate invoices. Show quantity and unit next to each service.

Virtual Session; Nutrition Coaching Add-On

Virtual coaching plus nutrition support

Separating service and add-on clarifies what is included and how it renews.

Late Cancellation; Policy Reference

The charge applies when a booked slot is lost according to your written policy.

Free Online Invoice

No sign-in. Save as PDF.

Create a Free Account

☝️ Risk-free 30-day trial.

Session rates and packages for personal trainers

List session fees, packages, cancellations, and travel with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Initial Fitness Assessment

Time

New client intake

Qty × hourly rate. Document history, goals, and baseline tests to guide programming.

Private Training Session (60m)

Time

Standard private session

Qty × hourly rate. Coach form, track progress, and adjust the plan in real time.

Program Design (4 weeks)

Item

Building a custom plan

Qty × unit rate. Deliver a 4-week progression with exercises, sets, and targets.

Nutrition Coaching Session

Time

Add nutrition guidance

Qty × hourly rate. Align intake with training goals and recovery needs.

Group Training Session (≤5)

Time

Train a small group

Qty × hourly rate. Price covers the group; set capacity and expectations upfront.

On-Site Travel Fee

Item

Travel to client location

Qty × unit rate. Covers drive time and setup; define zones or mileage tiers.

After-Hours/Weekend Surcharge

Item

Outside normal hours

Qty × unit rate. Add to the booked session; disclose before confirming times.

Session Cancellation (<24h)

Item

Late cancel or no-show

Qty × unit rate. Applies when notice is under 24 hours; protects reserved time.

Body Composition Scan

Item

Track fat, muscle, water

Qty × unit rate. Use the same device each check for consistent comparisons.

Resistance Band Set

Item

Taxable

Client buys take-home gear

Qty × unit cost × (1 + markup%). Provide model and resistance levels in notes.

Save and reuse your training rates and fees

Create a free account and save session prices, package rates, cancellation fees, and travel fees once, so nothing gets retyped.

Create a Free Account

☝️ Risk-free 30-day trial. No card.

Common Personal Trainer Invoicing Mistakes

Invoices go sideways when details are fuzzy or credits are missed. Use these fixes to prevent disputes and get paid faster.

Mistake

How to fix it

Not applying a prior deposit or credit, which overcharges the client.

Show the deposit as a separate entry and subtract it from the balance. Record the remaining amount due.

Leaving out session length and type, which makes the work unclear.

State minutes and format for each service and match them to your agreement.

Display remaining sessions and the expiration date. Add how extensions or freezes work.

Use one unit per invoice or split into separate invoices. Show quantity and unit next to each service.

Charging tax incorrectly on services or passes, which risks non-compliance.

Apply tax only where required and note the rule. Check local rules.

Sending invoices long after sessions, which delays payment and causes memory gaps.

Send invoices the same day or on a set weekly cycle and add automated reminders.

Personal Trainers Invoice FAQs

Bill for sessions, packages, assessments, travel, gym fees, and no-shows with clean line items, markup, and terms for PTs and studios, clear answers.

How should I price single sessions vs packages?

Use a higher single-session rate and discount packages for upfront commitment. Example: “10-Session Package: 10 × 60-min @ $80 = $800” versus “Single 60-min Session: $95.”

What belongs on an invoice for a fitness assessment?

List time, testing, and any report you deliver. Example: “Initial Assessment: 75-min @ $120” and “Movement Report PDF: $25.”

How do I charge a no-show or late cancellation?

State your policy and the cutoff time in your terms. Example: “Late Cancellation Fee (under 12 hrs): 50% of session = $40.”

Should I add sales tax for training sessions and online programs?

Rules vary—check local rules. If taxed, add a separate line: “State Sales Tax (6%): $4.80 on $80 session.”

How do I bill travel for in-home training?

Quote a flat trip fee or per-mile rate from your base. Example: “Mobile Training Trip Fee: 12 miles @ $1.00 = $12.”

What about passing through gym rental or facility fees?

Itemize it so clients see the cost. Example: “Facility Use Fee: Studio rental pass-through @ $15.”

How do I bill hybrid coaching: in-person plus online programming?

Split labor from subscription access. Example: “In-Person Session: 60-min @ $80” and “Monthly Programming Access: $49.” If you use the Personal Trainers Invoice Template, label the fee as “Online Program Subscription.”

What payment schedule works for corporate wellness workshops?

Charge a deposit to hold the date and collect the balance after delivery. Example: “Workshop Deposit: 50% of $600 = $300” and “Balance Due on Delivery: $300.”