Personal Trainer Invoice Template
A personal trainer invoice bills session, lists services, travel and fees on separate lines and states the terms (Packages paid in advance; single sessions due at booking). This template is pre-filled for a 10-session strength package with a fitness assessment and a written home program: 7 lines totalling $1,190.00 before tax. Edit it and download the PDF.
Pre-filled for a personal trainer: a 10-session strength package with a fitness assessment and a written home program. Example prices: replace them with your own.
From
Cedar Hill Personal Training
329 Market Street
Salem, MA 01970
billing@example.com
(503) 555-0129
Invoice
Bill to
Riley Chen
52 Aspen Way
Springfield, IL 62704
client@example.com
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Initial fitness assessmentMovement screen, body measurements, goal-setting interview | 1 session | $95.00 | $95.00 |
| One-to-one training session, 60 min10-session pack, valid 90 days from first session | 10 session | $75.00 | $750.00 |
| Written 8-week home training program | 1 program | $120.00 | $120.00 |
| App check-ins and video form review | 2 month | $40.00 | $80.00 |
| Partner surcharge, second person joins session | 2 session | $25.00 | $50.00 |
| In-home session travel, beyond 10 miles | 4 visit | $15.00 | $60.00 |
| Resistance band and mini-band set | 1 each | $35.00 | $35.00 |
- Subtotal
- $1,190.00
- Balance due
- $1,190.00
Notes
Thank you for choosing Cedar Hill Personal Training. Terms: Packages paid in advance; single sessions due at booking.
Payment details
Bank transfer or card. Please quote the invoice number.
Made with Billwise - invoice-pdf-maker-app.web.app
Preview of the PDF. Everything stays in your browser: nothing is uploaded.
Personal Trainer invoice at a glance
| Typical job | A 10-session strength package with a fitness assessment and a written home program |
|---|---|
| Main billing unit | session |
| Usual payment terms | Packages paid in advance; single sessions due at booking |
| Deposit practice | Session packs are normally paid in full before the first workout, which is why the expiry date and cancellation rule need to be on the invoice. |
| Sample lines | 7 lines, $1,190.00 before tax |
| Largest line | One-to-one training session, 60 min: $750.00 (63%) |
| Trade-specific fields | Certification and no., Training location, Package start date, Package expiry date, Sessions remaining |
Sample personal trainer invoice line items
A 10-session strength package with a fitness assessment and a written home program: 7 lines adding up to $1,190.00, split into services $1,045.00 (88%), travel $60.00 (5%) and fees $50.00 (4%).
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Initial fitness assessment (Movement screen, body measurements, goal-setting interview) | 1 session | $95.00 | $95.00 |
| One-to-one training session, 60 min (10-session pack, valid 90 days from first session) | 10 session | $75.00 | $750.00 |
| Written 8-week home training program | 1 program | $120.00 | $120.00 |
| App check-ins and video form review | 2 month | $40.00 | $80.00 |
| Partner surcharge, second person joins session | 2 session | $25.00 | $50.00 |
| In-home session travel, beyond 10 miles | 4 visit | $15.00 | $60.00 |
| Resistance band and mini-band set | 1 each | $35.00 | $35.00 |
| Subtotal | $1,190.00 | ||
| Total before tax | $1,190.00 |
What a personal trainer invoice should include
- Your personal training business name, address, phone and email, plus a tax ID if you are registered
- The customer's name and billing address (Riley Chen in the sample)
- A unique invoice number (INV-9919) and the issue date
- Payment terms and a due date: Packages paid in advance; single sessions due at booking
- Certification and no.: for example LIC-583379
- Training location: for example 52 Aspen Way
- Package start date: for example 12 November 2026
- Package expiry date: for example 8 November 2026
- Line items in session or per item, each with quantity, rate and amount
- How to pay you: bank details, card link or cheque payee
How personal trainers bill
Sells single sessions at a per-session rate but mostly prepaid packs of 10 or 20 sessions, sometimes with a separate program-design fee for clients who train on their own.
Personal trainers commonly use "Packages paid in advance; single sessions due at booking". Session packs are normally paid in full before the first workout, which is why the expiry date and cancellation rule need to be on the invoice.
U.S. Bureau of Labor Statistics, Occupational Employment and Wage Statistics, May 2024: median hourly wage of Exercise Trainers and Group Fitness Instructors $22.20 (employees, not contractor rates).
Personal Trainer invoicing tips
- Print the number of sessions bought, used and remaining on every package invoice, so a client who trains irregularly can see the balance without asking you to reconcile your diary.
- State the package expiry date and the late-cancellation window, such as 24 hours, on the invoice itself; a session forfeited under a rule the client never saw in writing is the refund request trainers hear most.
- Bill the assessment or program-design fee as its own line rather than folding it into the first workout, so a client who only buys a written plan has a clean record of what they paid for.
- Clients who try to claim training through an HSA or FSA usually need a letter of medical necessity from their doctor; dating and itemizing each session gives them what the claim needs, but never promise it will be reimbursed.
Personal Trainer billing disputes to head off
- Clients who stop showing up often ask months later for a refund of unused sessions. An invoice that quotes the pack's expiry date and your policy on unused sessions turns that request into a simple lookup.
- Training two friends together at a shared rate gets messy when one of them quits; invoicing each person for their own share of the semi-private pack keeps the balances separate.
Work a personal trainer can bill for
Core tasks of Exercise Trainers and Group Fitness Instructors (O*NET 39-9031.00, O*NET 29.x task statements, CC BY 4.0). Each can become a line on the invoice.
- Explain and enforce safety rules and regulations governing sports, recreational activities, and the use of exercise equipment.
- Offer alternatives during classes to accommodate different levels of fitness.
- Plan routines, choose appropriate music, and choose different movements for each set of muscles, depending on participants' capabilities and limitations.
- Observe participants and inform them of corrective measures necessary for skill improvement.
- Teach proper breathing techniques used during physical exertion.
- Instruct participants in maintaining exertion levels to maximize benefits from exercise routines.
How to make a personal trainer invoice
-
Add both parties
Enter Cedar Hill Personal Training (your business) and the customer, Riley Chen, then certification and no..
-
Number and terms
Give it a unique number such as INV-9919 and set the terms to Packages paid in advance; single sessions due at booking.
-
List the work
One line per item: the sample runs from "Initial fitness assessment" (1 session) to "Resistance band and mini-band set" (1 each).
-
Check the total
The 7 lines come to $1,190.00; add sales tax only if your state taxes personal training.
-
Download and send
Download the PDF or print it, then keep a copy with the personal training records.
Frequently asked questions
How do I make a personal trainer invoice?
Add your personal training business details, the customer, certification and no., training location, package start date and package expiry date, then one line per item with quantity and rate. The template above is pre-filled with 7 lines for a 10-session strength package with a fitness assessment and a written home program totalling $1,190.00; change the prices and download the PDF.
How do personal trainers charge?
Mostly session. Sells single sessions at a per-session rate but mostly prepaid packs of 10 or 20 sessions, sometimes with a separate program-design fee for clients who train on their own.
When should a personal trainer invoice be paid?
Packages paid in advance; single sessions due at booking is the usual arrangement. Session packs are normally paid in full before the first workout, which is why the expiry date and cancellation rule need to be on the invoice. Put the terms and the due date on the invoice so there is no doubt.
How much do personal trainers earn per hour?
U.S. Bureau of Labor Statistics, Occupational Employment and Wage Statistics, May 2024: median hourly wage of Exercise Trainers and Group Fitness Instructors $22.20 (employees, not contractor rates). Self-employed rates are usually higher because they cover overhead and unbilled time.