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Personal Trainer Invoice Template (FREE + 3 Examples)

Personal Trainer Invoice Template (FREE + 3 Examples)

Posted by Tyler Spraul, Certified Strength and Conditioning Specialist® (CSCS®) on July 14, 2023 — Updated on December 4, 2023

Use this free personal trainer invoice template, then view the free personal trainer invoice examples to learn how to create a personal training invoice.

Personal Trainer Invoice Template

Do you find yourself spending precious time and energy on billing and paperwork instead of focusing on your clients and growing your personal training business? If so, a personal trainer invoice template could be the solution you’ve been waiting for. In this article, we will give you a free personal training invoice template and then delve into the various aspects of using a personal trainer invoice template and how it can benefit your business.

Fitness Income Ideas

And if you are really looking for a convenient and professional way to bill your clients as a personal trainer then first check out our comprehensive personal trainer invoice template, designed to streamline your invoicing process and help you get paid faster, but then check out how to manage your fitness business online with the best gym management software and the best personal training software. This means that you can easily create personal trainer invoices, waivers, forms, fitness assessments, lead forms, registration forms, online booking, workout plans, and much more.

No more paper! It’s time to automate your personal training business. Here’s just some of what you can do.

Process payments for open gym, classes, and personal training.

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Use the Exercise.com workout plan creator to create your workout plans.

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Publish your custom branded fitness apps to iOS and Android so you can offer a premium workout logging experience to your community.

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Run fitness challenges, create online workout groups, do distance training, and of course, sell workout plans online, all right within the Exercise.com platform.

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Owner, Somerset Fitness

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Personal Training Invoice Template

Trainer’s Name/Logo
[Your Business Name or Your Full Name]
[Phone Number]
[Email Address]
[Website (if applicable)]

Invoice Number: [Unique Invoice ID]
Date: [Invoice Date]

Client’s Name:
[Client’s Full Name]
[Client’s Address]

Services Provided:
[List of services provided, e.g., Personal Training Session, Group Fitness Class, etc.]

  • Service 1: [Description] | Date: [Date] | Rate: [Rate]
  • Service 2: [Description] | Date: [Date] | Rate: [Rate]
  • [Continue as necessary]

Subtotal: [Subtotal Amount]
Discounts: [If applicable]
Total Due: [Total Amount]

Payment Terms:
[Specify payment terms, e.g., due upon receipt, due in 30 days, etc.]
[Payment methods accepted]

[Any additional information or client-specific notes]

Thank You Message:
[Optional personalized thank you message]

Personal Trainer Invoice Example 1: Individual Sessions

Trainer’s Name/Logo
John Doe Fitness
123 Fitness St, Gym City, CA 90000
(123) 456-7890
[email protected]

Invoice Number: 001
Date: January 1, 2023

Client’s Name:
Jane Smith
456 Client Rd, Workout Town, CA 90100

Services Provided:

  • Personal Training Session | Date: 12/28/2022 | Rate: $60
  • Personal Training Session | Date: 12/30/2022 | Rate: $60

Subtotal: $120
Total Due: $120

Payment Terms:
Due upon receipt. Accepts cash, credit card, and PayPal.

Great progress in the last sessions, keep up the good work!

Thank You Message:
Thank you for choosing John Doe Fitness! Looking forward to our next session.

Personal Trainer Invoice Example 2: Package Deal

Trainer’s Name/Logo
Fitness Pro Elite
789 Workout Blvd, Fit City, NY 10001
(456) 789-0123
[email protected]

Invoice Number: 045
Date: January 15, 2023

Client’s Name:
Mike Johnson
123 Health Ave, Strong City, NY 10002

Services Provided:

  • 10-Session Package | Date: 01/01/2023 to 01/30/2023 | Rate: $500

Subtotal: $500
Total Due: $500

Payment Terms:
50% deposit required, remaining due at completion of last session. Accepts bank transfer and credit card.

The 10-session package includes a customized workout plan and nutritional guidance.

Thank You Message:
Thank you, Mike! Excited to start this fitness journey with you.

Personal Trainer Invoice Example 3: Specialized Training Program

Trainer’s Name/Logo
Elite Performance Training
321 Athletic Ave, Sport City, TX 75000
(789) 012-3456
[email protected]

Invoice Number: 102
Date: February 5, 2023

Client’s Name:
Sarah White
654 Endurance Rd, Marathon Town, TX 75001

Services Provided:

  • 6-Week Marathon Prep Program | Date: 02/01/2023 to 03/15/2023 | Rate: $750

Subtotal: $750
Total Due: $750

Payment Terms:
Due in two installments. First installment due at start, second at program midpoint. Accepts credit card and PayPal.

Includes bi-weekly check-ins and personalized running and strength training plan.

Thank You Message:
Looking forward to helping you achieve your marathon goals, Sarah!

These examples demonstrate how the personal trainer invoice template can be adapted to various training offerings, ensuring clarity and professionalism in billing practices for both the trainer and the client.

The Personal Trainer Invoice Templates provided are versatile tools designed to cater to a range of billing scenarios in personal training – from individual sessions to package deals and specialized programs. These templates serve as a practical solution for independent trainers or small fitness businesses to maintain clear, professional, and organized financial transactions with their clients. However, while these templates offer a manual approach to invoicing, there’s a more efficient and streamlined option available – using advanced gym management software like Exercise.com.

Exercise.com stands out as the best choice for invoicing personal training clients and running a fitness business. It simplifies the billing process by automating invoices, tracking payments, and providing real-time financial reports, all within a user-friendly platform. This level of automation and integration is a significant step up from manual invoicing, reducing administrative workload and minimizing errors. Additionally, as the best personal training software, Exercise.com offers comprehensive features beyond invoicing, including client scheduling, workout plan creation, progress tracking, and communication tools.

Incorporating Exercise.com into your fitness business operations means upgrading to a more efficient, accurate, and professional system. It allows personal trainers and gym owners to focus more on client service and less on administrative tasks, thereby enhancing overall business efficiency and client satisfaction. While the provided invoice templates are a great starting point, transitioning to a sophisticated platform like Exercise.com ensures a seamless, all-in-one solution for managing various aspects of a fitness business, aligning with the evolving needs of the modern fitness industry.

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Co-Founder, AMPD Golf Performance

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Why Use a Personal Trainer Invoice Template?

Creating a professional and clear invoice is essential for personal trainers to ensure smooth and transparent financial transactions with their clients. A well-structured personal trainer invoice template not only streamlines billing processes but also reflects the professionalism of your services. It should include key details such as services provided, session dates, rates, and total due amount.

Use this customizable personal trainer invoice template, and use the three different personal training invoice examples tailored to various training scenarios. These examples demonstrate how the template can be adapted to suit individual client sessions, package deals, or specialized training programs, providing clarity and consistency in billing practices.

Running a successful personal training business requires careful attention to administrative tasks such as invoicing. By using a personal trainer invoice template, you can streamline your billing process and ensure that you get paid on time. With a professionally designed template, you can create and send invoices with just a few clicks, saving you valuable time and effort.

Another benefit of using a personal trainer invoice template is that it helps you maintain a professional image. Clients appreciate receiving well-designed and organized invoices, which can enhance their perception of your business. By using a template, you can easily customize the invoice with your logo, contact information, and branding, creating a cohesive and professional look.

In addition, a personal trainer invoice template can help you keep track of your finances more efficiently. The template typically includes fields for recording important details such as client information, services provided, and payment terms. This makes it easier for you to monitor your income, track outstanding payments, and generate financial reports. By having a clear overview of your finances, you can make informed decisions about your business and ensure its financial stability.

Benefits of Using a Personal Trainer Invoice Template

There are numerous benefits to using a personal trainer invoice template. Firstly, it helps you maintain a professional image by providing a standardized and uniform format for your invoices. This consistency not only enhances your credibility but also instills trust and confidence in your clients.

Additionally, a personal trainer invoice template enables you to keep track of your billing more efficiently. With built-in features such as automatic calculation of fees, taxes, and discounts, you can avoid manual errors and ensure accurate invoicing. Furthermore, a template allows you to store client information, track payments, and generate reports, providing you with valuable insights into your business’s financial health.

Moreover, using a personal trainer invoice template can save you time and effort. Instead of creating invoices from scratch every time, you can simply fill in the necessary details and generate a professional-looking invoice within minutes. This time-saving feature allows you to focus more on your clients and growing your business.

How to Choose the Right Personal Trainer Invoice Template

When selecting a personal trainer invoice template, it’s important to consider your specific needs and preferences. Look for a template that is easy to use and navigate, with a clean and professional design. Customizability is also key, as it allows you to add your logo, branding elements, and personalized information to the invoice.

Moreover, ensure that the template includes all the essential elements required for a comprehensive invoice. This includes your business information, client details, a description of services rendered, payment terms, and clear instructions on how to make payments. By choosing a template that meets these criteria, you can ensure that your invoices are professional, informative, and easy to understand.

Essential Elements of a Personal Trainer Invoice Template

A well-designed personal trainer invoice template should include the following essential elements:

  • Your business name, logo, and contact information
  • Client’s name, address, and contact details
  • Invoice number and date
  • A detailed description of services provided
  • Breakdown of fees, including individual session costs and any additional charges
  • Total amount due
  • Payment terms and options

By including these elements in your invoice template, you provide all the necessary information for your clients to process their payments easily and accurately.

Read More: Best Gym Payment Processing Software

Step-by-Step Guide on Creating a Personal Trainer Invoice

To create an invoice using a personal trainer invoice template, follow these simple steps:

  1. Choose a reliable personal trainer invoice template that suits your business needs.
  2. Fill in your business details, including your name, address, phone number, and email.
  3. Add your logo and branding elements to personalize the invoice.
  4. Enter the client’s name, address, and contact details.
  5. Include an invoice number and date to keep track of your invoices.
  6. Describe the services you provided in detail, including the number of sessions, duration, and any additional services.
  7. Specify the fees for each service and calculate the total amount due.
  8. Outline your payment terms, including acceptable payment methods and due dates.
  9. Review and proofread the invoice to ensure accuracy.
  10. Send the invoice to your client via email or print a hard copy and deliver it personally.

Tips for Customizing Your Personal Trainer Invoice Template

Customizing your personal trainer invoice template can help reinforce your branding and provide a personalized touch to your invoices. Here are some tips for customization:

  • Add your business logo, using an image file of acceptable size and format.
  • Choose colors that align with your brand identity.
  • Consider adding a personalized message or thank you note to show appreciation to your clients.
  • Include any applicable discounts or promotional offers in a clear and prominent manner.
  • Ensure that your contact information is visible and easy to find for any inquiries or follow-ups.

By customizing your invoice template, you can create a cohesive and professional image for your business.

Best Practices for Using a Personal Trainer Invoice Template

To make the most of your personal trainer invoice template, consider implementing the following best practices:

  • Send your invoices promptly after the completion of services. This reduces the chances of delays in payment.
  • Clearly communicate your payment terms and expectations to your clients upfront to avoid any misunderstandings.
  • Keep track of your invoices and payments using a spreadsheet or dedicated accounting software.
  • Regularly follow up with clients who have overdue payments to maintain a healthy cash flow.
  • Periodically review and update your template to ensure it remains relevant and reflects any changes in your business.

By implementing these best practices, you can maximize the efficiency and effectiveness of your invoicing process.

Common Mistakes to Avoid When Using a Personal Trainer Invoice Template

While a personal trainer invoice template can significantly simplify your billing process, it’s important to be aware of common mistakes and avoid them. Some common pitfalls to watch out for include:

  • Forgetting to include essential details such as your business information or the client’s contact details.
  • Neglecting to specify clear payment terms and due dates, which may lead to confusion or delays in payment.
  • Not double-checking all calculations and amounts to ensure accuracy.
  • Sending invoices without proofreading for any grammatical errors or typos.

By being mindful of these mistakes, you can ensure that your invoices are error-free and professional.

Streamlining Your Billing Process with a Personal Trainer Invoice Template

A personal trainer invoice template can revolutionize your billing process by saving you time and effort. With its automated features, you can generate and send invoices with ease, leaving you with more time to focus on what you do best – helping your clients achieve their fitness goals.

Tracking and Managing Payments with a Personal Trainer Invoice Template

Keeping track of payments is crucial for the financial management of your personal training business. A personal trainer invoice template simplifies this task by allowing you to record and monitor payments efficiently. By inputting payment details such as dates, amounts, and payment methods, you can easily identify which clients have outstanding payments and maintain an accurate overview of your cash flow.

Integrating Your Personal Trainer Invoice Template with Accounting Software

If you’re looking to take your financial management to the next level, consider integrating your personal trainer invoice template with accounting software. This integration allows for seamless synchronization of your invoicing data with your accounting system, eliminating the need for manual data entry and reducing the risk of errors. Moreover, it provides you with comprehensive financial reports, insights, and analysis that can help you make informed decisions regarding your business’s finances.

Read More:

Ensuring Compliance and Legal Requirements with Your Personal Trainer Invoice Template

When using a personal trainer invoice template, it’s essential to ensure compliance with relevant legal and regulatory requirements. Make sure that your invoices adhere to any applicable tax regulations, including the inclusion of appropriate tax identification numbers and rates. Staying compliant not only helps you avoid penalties but also strengthens your professional reputation and credibility.

How to Handle Late Payments Using Your Personal Trainer Invoice Template

Dealing with late payments can be frustrating, but with a personal trainer invoice template, you have a tool to address this issue effectively. When a client fails to pay on time, send them a polite and professional reminder using the template’s built-in features. Clearly state the outstanding amount, the due date, and any consequences for late payments, such as additional charges or discontinuation of services. By promptly addressing late payments, you communicate your expectations and maintain a healthy cash flow for your business.

Increasing Efficiency and Organization with a Digital Personal Trainer Invoice Template

Transitioning to a digital personal trainer invoice template can significantly boost your efficiency and organization. With a digital template, you can access and edit your invoices from anywhere, eliminating the need for physical copies. This digital approach enables you to search, sort, and filter your invoices effortlessly, making it easier to track payments, generate reports, and gain valuable insights into your business’s financial performance.

Customizing Your Branding on a Personal Trainer Invoice Template

Personal branding is essential for establishing yourself as a reputable personal trainer. Personalize your invoice template by incorporating your branding elements such as your logo, color palette, and font choices. This cohesive branding not only sets your business apart but also creates a memorable and professional image in the minds of your clients.

Simplifying Tax Preparation with a Personal Trainer Invoice Template

Tax season can be a stressful time for any business owner, but with a personal trainer invoice template, you can simplify your tax preparation process. By accurately recording and categorizing your income and expenses throughout the year, your invoice template lays the groundwork for a smooth and organized tax filing. With all the necessary information in one place, you can easily supply your accountant or tax professional with the data they need to complete your tax return.

Managing Client Information and Invoicing with a Personal Trainer Invoice Template

Your clients are the lifeblood of your personal training business. A personal trainer invoice template allows you to manage client information and invoicing seamlessly. By storing client details such as names, contact information, and service history within the template, you eliminate the need for manual data entry and minimize the risk of errors. This centralized system makes it easy to generate invoices, track payments, and maintain a comprehensive client database.

Transitioning to Paperless Invoicing with a Personal Trainer Invoice Template

In today’s digital age, paperless invoicing is not only environmentally friendly but also more efficient. By using a personal trainer invoice template, you can transition to paperless invoicing easily. By sending invoices and receiving payments electronically, you reduce the clutter of physical paperwork and increase the speed and accuracy of your invoicing process. Moreover, you contribute to a more sustainable future by reducing the consumption of paper and other resources.

Evaluating the Success of Your Business using Analytics from Your Personal Trainer Invoice Template

A personal trainer invoice template can be a valuable tool for evaluating your business’s success. By analyzing the data captured within the template, you can gain insights into your business’s financial performance, track revenue trends, identify your most profitable services, and monitor client retention rates. Armed with this information, you can make informed decisions and adjust your business strategies to optimize your success.

A personal trainer invoice template offers numerous benefits for simplifying and enhancing your billing process. From automating calculations and maintaining a professional image to streamlining payments and tracking finances, a well-designed template can be a game-changer for your personal training business. So, why continue to stress over invoicing when a personal trainer invoice template can provide the solution you need? Invest in a template today and start reaping the rewards of a more efficient and organized billing process.

How do I write an invoice for personal training?

To write an invoice for personal training, include your business name and contact information, client’s details, the date, a unique invoice number, a detailed list of services provided with dates and rates, the total amount due, payment terms, and any relevant tax information.

How do you charge clients for personal training?

Charge clients for personal training by setting rates per session, offering packages (e.g., 10 sessions at a discounted rate), or providing monthly plans for ongoing training. Choose a pricing model that suits your business strategy and client preferences. You can also research how much to charge for workout plans if your monetization model is to make money selling workout plans online.

What should be included in a personal trainer invoice?

A personal trainer invoice should include the trainer’s contact information, client’s details, services provided with dates and rates, total amount due, payment terms, due date, and any applicable taxes or discounts.

What should be included in a personal training contract?

A personal training contract should include the duration of the contract, description of services, session schedules, cancellation policies, payment terms, liability waivers, and client commitments regarding health and safety.

What should a beginner personal trainer charge?

A beginner personal trainer may charge lower rates to attract clients and build a portfolio. Rates can vary, but starting at a slightly lower than average rate for your area and then increasing as you gain experience and credentials is a common approach.

Read More: How much should a personal trainer charge?

How much would an experienced personal trainer charge?

An experienced personal trainer typically charges higher rates, reflecting their expertise, certifications, and proven results. Rates can vary widely based on location and specialization but are generally in the upper range of local market prices.

Read More: How much should a personal trainer charge?

What should a basic personal trainer invoice look like?

A basic personal trainer invoice should be clear and professional, including the trainer’s business information, client’s details, description of services, dates, rates, total amount due, payment due date, and any additional payment instructions or terms.

Can I create my own personal training invoice template?

Yes, you can create your own personal training invoice template using word processing or spreadsheet software. Ensure it includes all necessary information and looks professional. There are also many free templates available online that can be customized.

How should I invoice my personal training clients?

Invoice your personal training clients by providing a detailed and itemized invoice after each session or at regular intervals (e.g., monthly). Be consistent in your billing cycle and clear about payment terms to maintain professionalism.

How do I invoice my clients quickly and easily?

To invoice clients quickly and easily, use gym management software like Exercise.com, which automates the invoicing process. This allows you to generate invoices efficiently, track payments, and send reminders, saving time and reducing administrative tasks.

How should a professional invoice look?

A professional invoice should be well-organized, clear, and easy to read. It should include your branding, all necessary information (services, rates, total), and be free of errors. A clean layout and a professional format are essential.

Read More: Gym Invoice Template

How can Exercise.com help me invoice my personal training clients?

Exercise.com can help you invoice your personal training clients by offering an integrated billing system within its platform. This allows for the automation of invoicing processes, easy tracking of payments, and the ability to send electronic invoices directly to clients. It streamlines billing, saves time, and ensures accuracy, enhancing overall business efficiency.

Get a demo now!

Tyler Spraul is the director of UX and the head trainer for Exercise.com. He has his Bachelor of Science degree in pre-medicine and is an NSCA-Certified Strength and Conditioning Specialist® (CSCS®). He is a former All-American soccer player and still coaches soccer today. In his free time, he enjoys reading, learning, and living the dad life.
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