Example personal trainer invoice
Here is what a typical personal trainer invoice built with this template looks like. It bills 3 line items, from “Personal training – 10-session pack” to “Online program – monthly”, for a subtotal of $819.00 before tax. Swap in your own rates; the amounts recalculate automatically.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Personal training – 10-session pack | 1 | $650.00 | $650.00 |
| Custom nutrition plan | 1 | $120.00 | $120.00 |
| Online program – monthly | 1 | $49.00 | $49.00 |
| Subtotal | $819.00 | ||
Suggested note for the client: Sessions expire 90 days from purchase. 24-hour cancellation policy. Payment due before the first session.
What to include on a personal trainer invoice
- Package name and number of sessions
- Session dates (or sessions remaining)
- Online programs or app subscriptions
- Nutrition or assessment fees
- Expiry and cancellation policy
- Payment method
Personal Trainer invoicing tips
- Sell session packs instead of single sessions and bill upfront.
- Show sessions remaining in the notes.
- Add an expiry date to packs to keep clients consistent.
- Use recurring invoices for monthly online coaching.
How to use this template
- Replace the sample line items with the work you actually did. The example items show typical personal trainer charges and rates – adjust them to your prices.
- Add your business and client details, set the invoice number and due date, and add tax if you are registered to collect it.
- Download the PDF and email it to your client. Your edits are saved in this browser, so next month you only need to change the dates and items.
Need to quote the job first? Use the quote generator. Getting paid late? Work out interest with the late fee calculator, or browse all 50 invoice templates.
Frequently asked questions
How do personal trainers usually bill?
Per session, in packs of 5–20 sessions, or monthly memberships. Packs paid in advance are the most common.
Should I charge for missed sessions?
Most trainers charge for no-shows or cancellations within 24 hours. State the policy on the invoice.
Is this personal trainer invoice template free?
Yes. Edit every field, download as many PDFs as you like and print them. There is no sign-up, no watermark and nothing is uploaded to our servers.
How do I save the invoice as a PDF?
Click "Download PDF / Print" and choose "Save as PDF" as the destination in the print dialog. It works on desktop and mobile browsers.