Question 1

How to create an invoice as a personal trainer?

Accepted Answer

Download our free fitness trainer invoice template in Excel, PDF, or Word format. Add your personal training business name, contact information, and any relevant certifications. Enter your client details including their name and contact info. List the services provided - whether individual sessions, package deals, nutrition consultations, or program design. Include your rates, calculate the total, set clear payment terms, and send it via email. You can customize the template with your branding to look more professional.

Question 2

Is this personal trainer invoice template really free?

Accepted Answer

Yes, completely free with no hidden costs. Download as many times as needed in Excel, PDF, or Word. No account required, no email signup, no credit card needed. Just click download and start invoicing your fitness clients immediately.

Question 3

What should I include on a personal trainer invoice?

Accepted Answer

Every fitness invoice should include: your training business name and contact information, relevant certifications (NASM, ACE, etc.), client name and contact details, unique invoice number, invoice date and payment due date, detailed list of services (sessions, packages, consultations), quantity and rates, any package discounts, subtotal and taxes if applicable, total amount due, payment terms and cancellation policy, accepted payment methods (Venmo, card, etc.), and remaining sessions if they have a package.

Question 4

Should I charge clients per session or sell packages?

Accepted Answer

Packages work better for most personal trainers because you get paid upfront, clients are more committed when they prepay, it smooths out your income, and you can offer a discount to incentivize larger purchases. For example, single sessions at $80 but 10-pack for $700 ($70 per). However, some new clients prefer trying single sessions first before committing to packages. A hybrid approach works well - allow single sessions but actively promote packages.

Question 5

How do I price my personal training services?

Accepted Answer

Pricing depends on your location, experience, certifications, and specializations. General ranges: new trainers $30-50/session, experienced trainers $60-100/session, specialized experts $100-200+/session. Urban areas command higher rates than rural. In-home training costs more than gym-based. Online coaching is typically lower ($100-500/month). Research local competitors, but don't undervalue your expertise. Consider your costs, time investment, and the transformation you provide.

Question 6

When should I send invoices to training clients?

Accepted Answer

For session packages, invoice before they start the package - collect payment upfront. For pay-per-session clients, send invoices the same day as the workout or immediately after. For monthly retainer clients (like ongoing online coaching), invoice 2-3 days before the start of each month. The faster you invoice, the faster you get paid.

Question 7

What payment methods should I accept as a personal trainer?

Accepted Answer

Fitness clients value convenience, so offer multiple options: credit/debit cards (via Square, Stripe, or PayPal), Venmo, Zelle, Cash App, PayPal, bank transfer, and cash or checks. Digital payment options like Venmo and Zelle are especially popular with fitness clients. The more payment methods you accept, the fewer excuses for delayed payment.

Question 8

How do I handle cancellations and no-shows?

Accepted Answer

Establish a clear cancellation policy and include it on every invoice: typically 24-hour notice required or the session is charged. For packages, no-shows and late cancels count as a used session. Communicate this policy upfront before clients pay. Most professional clients respect this. It protects your income and encourages clients to honor their commitments.

Question 9

Should I charge sales tax on personal training services?

Accepted Answer

It depends on your location. In the US, most states don't charge sales tax on personal training services, but some do. In Canada, personal training might be exempt from GST/HST if it qualifies as a health service. In the EU, VAT may apply. Check your local regulations or consult with an accountant to ensure compliance.

Question 10

Can I customize the invoice template with my logo and branding?

Accepted Answer

Absolutely. All formats are fully editable. Add your personal training business logo, change colors to match your brand, modify fonts and styling, adjust line items for your specific services, add your certifications and credentials, and include your cancellation policy. The Excel and Word versions are especially easy to customize.

Question 11

How do I track client session packages?

Accepted Answer

On each invoice, include a note showing package status - for example: "10-session package: 3 sessions completed, 7 remaining." This keeps clients informed and prevents confusion. Many trainers also use a simple spreadsheet or app to track package usage across all clients. When packages are getting low, proactively reach out to sell renewal packages.

Question 12

What are standard payment terms for personal trainers?

Accepted Answer

For session packages: "Payment due before first session" or "Due Upon Receipt." For monthly retainers: "Due on the 1st of each month." For single sessions: "Due Upon Receipt" or "Net 7" (payment within 7 days). Most successful trainers require upfront payment for packages and monthly services. Only new clients trying you out should get after-the-fact invoicing.

Question 13

How do I invoice online training clients?

Accepted Answer

For online or virtual training, invoice monthly for ongoing coaching programs. Clearly list what is included: "Monthly online coaching includes: custom workout program, weekly check-in, form review videos, messaging support." For fixed-duration programs like "8-Week Transformation," charge the full amount upfront. Send invoices digitally via email since everything is already online.

Question 14

Should I charge extra for in-home personal training?

Accepted Answer

Yes, definitely. In-home training requires travel time, mileage, and added convenience for clients. Most trainers charge 20-50% more for in-home sessions than gym-based training, or add a separate travel fee ($10-25). This is standard practice and clients expect it. Make the pricing clear upfront.

Question 15

What if a client disputes an invoice?

Accepted Answer

Respond professionally and quickly. Ask specifically what they are disputing and why. Provide documentation - date and time of sessions, any communications confirming appointments, your service agreement or package terms. Most disputes happen because of miscommunication. Review your records together. If you made an error, correct it immediately. If not, stand firm on agreed-upon terms politely.

Question 16

How do I follow up on unpaid fitness invoices?

Accepted Answer

Send a friendly reminder 2-3 days after the due date: "Hi [Name], just following up on invoice #123 from our session on Monday. Let me know if you have any questions!" If still unpaid after a week, send a firmer message. After 2 weeks, call them directly. If they don't pay after 30 days, pause their training until payment is received.

Question 17

Should I invoice differently for group training vs one-on-one?

Accepted Answer

Yes. For one-on-one, invoice the single client with their personal rate. For group training, invoice each participant separately if possible, or if training a private group (like a corporate team), send one invoice to the organization with per-person pricing shown: "Group training session - 5 participants @ $30 each = $150." Clearly itemize so pricing is transparent.

Question 18

Do I need a contract in addition to invoices?

Accepted Answer

For session packages and ongoing clients, yes. A service agreement or client contract should outline: services provided, pricing and payment terms, cancellation policy, liability waiver, session expiration dates (packages valid for X months), and refund policy. The invoice then references the contract and requests payment for specific services. Contracts protect both you and the client.

Question 19

Can I send invoices from my phone?

Accepted Answer

Yes. Download the template to your phone, use mobile versions of Excel, Word, or PDF readers to fill it out, and email directly from your phone. Even easier: use Invoice Mama's mobile app to create and send professional invoices in under 2 minutes between training sessions. Many trainers invoice clients right from the gym floor.

Question 20

Why should I use Invoice Mama instead of these free templates?

Accepted Answer

Free templates work fine for occasional invoicing, but Invoice Mama is designed specifically for busy fitness professionals. Create invoices in 2 minutes from your phone. Clients can pay online with cards or digital wallets instantly. Automatic payment reminders handle follow-ups. Tracks session packages automatically. See which clients have paid, who owes money, and who needs package renewals at a glance. Looks incredibly professional with your branding. Start free with 10 invoices. Then just $69 one-time payment for unlimited lifetime access - no monthly subscription ever. Built for trainers who want to focus on training, not paperwork.

Free Personal Trainer Invoice Template

Download Your Free Personal Trainer Invoice Template

Excel Template

PDF Template

Word Template

Built for Personal Trainers

Session & Package Billing

Multiple Service Types

Client Package Tracking

Online Coaching Ready

Add-On Services

Professional Branding

Flexible Payment Terms

Tax Calculation Fields

Mobile-Friendly Format

How to Use Your Personal Trainer Invoice Template

Download Your Preferred Format

Add Your Training Business Info

Enter Client Details

List Training Services

Set Terms and Send

What to Include on Your Fitness Invoice

One-on-One Personal Training

Training Packages

Group Training & Classes

Online & Virtual Training

Specialized Training Programs

Nutrition & Wellness Services

Assessments & Consultations

Program Design & Planning

Specialized Sessions

Add-On Services

Corporate & Event Services

Package Remainders & Credits

Best Practices for Personal Trainer Invoicing

Require Upfront Payment for Packages

Invoice Immediately After Sessions

Set Clear Cancellation Policies

Track Package Session Usage

Offer Package Discounts to Encourage Commitment

Accept Multiple Payment Methods

Use Recurring Invoices for Monthly Clients

Include Your Certifications

Separate Training from Add-On Services

Send Payment Reminders Without Guilt

Price Based on Value, Not Just Time

Invoice Online Clients Differently

Build in Travel Fees for In-Home Training

Set Payment Due Dates Clearly

Keep Digital Records of All Invoices

Why Personal Trainers Choose Invoice Mama

Invoice Between Gym Sessions

Get Paid Faster

Auto-Track Session Packages

Looks Professional

Automatic Payment Reminders

One-Time Payment Forever

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