Professional & personal services
Free Personal Training Invoice Template
Free personal training invoice template for session packages and online coaching. Edit the rates, add your cancellation policy and download a PDF now.
Free · No signup · Editable · PDF in under a minute
Personal training almost never bills purely by the hour. Trainers sell blocks — ten or twenty sessions bought up front at a per-session rate that falls as the block grows — because prepayment keeps clients showing up and keeps your income from swinging with the weather and the calendar. Put the block on one line with the per-session price and the quantity, so the client sees the discount they earned instead of a single opaque number. Everything else sits underneath: the initial assessment and movement screen, semi-private sessions shared with a training partner, and remote programming billed as a flat monthly fee whether or not you meet in person that week. Two policies belong on every invoice you send. Sessions expire if unused within a stated window, and a session cancelled inside twenty-four hours is deducted from the block. Both are entirely ordinary in the industry, and both are unenforceable in practice if the client reads them for the first time after the missed session.
Invoice
Bill To
Northwind Coffee Co.
402 Bleecker Street
New York, NY 10014
- Number
- INV-0042
- Issue Date
- Jul 1, 2026
- Due Date
- Jul 1, 2026
| Description | Qty | Unit Price | Amount |
|---|---|---|---|
| Personal training package — 10 sessions, 60 minutes each | 10 session | $85.00 | $850.00 |
| Single personal training session — 60 minutes | 2 session | $95.00 | $190.00 |
| Initial assessment and movement screen | 1 session | $120.00 | $120.00 |
| Online coaching and programming | 1 month | $249.00 | $249.00 |
| Semi-private session, 2 clients (per client) | 8 session | $65.00 | $520.00 |
- Subtotal
- $1,929.00
The template opens with these lines already filled in. Change any of them — they are a starting point, not a price list.
What a personal trainer invoice usually contains
These are the lines this template starts with, at illustrative US rates for 2026. Every description, quantity, unit and rate is editable.
| Description | Qty | Unit Price | Amount |
|---|---|---|---|
| Personal training package — 10 sessions, 60 minutes each | 10 session | $85.00 | $850.00 |
| Single personal training session — 60 minutes | 2 session | $95.00 | $190.00 |
| Initial assessment and movement screen | 1 session | $120.00 | $120.00 |
| Online coaching and programming | 1 month | $249.00 | $249.00 |
| Semi-private session, 2 clients (per client) | 8 session | $65.00 | $520.00 |
| Total | $1,929.00 | ||
- Default unit
- session
- Payment terms
- Due on receipt
- Suggested layout
- bold
Terms this template starts with
Payment is due on receipt and packages are payable in full before the first session. Packages are non-refundable once training has begun and may be transferred only with written agreement. Sessions cancelled with less than 24 hours’ notice, and no-shows, count as sessions used. Clients confirm they have no medical condition that makes exercise unsafe and will disclose any change in health.
- Your logo, accent colour and business details
- Any currency, with named tax rates per line
- Six layouts on A4 or US Letter
- Hosted payment link and read receipts with a free account
Personal Trainer invoicing questions
- How do I price a training package against my single-session rate?
- Set the drop-in rate first, then discount it roughly ten to twenty percent for a block of ten and a little more for twenty. Show both numbers on the invoice — the per-session price and the package total — so the value is obvious. Discounting far below that trains clients to wait for the deal rather than commit.
- What is a fair cancellation policy for personal training?
- Twenty-four hours is the industry standard and is enforceable in practice because it is what clients already expect. Print it on the invoice and in your intake agreement, apply it consistently, and allow yourself a stated number of goodwill exceptions per year. Selective enforcement is what turns a reasonable policy into an argument.
- Should unused sessions expire?
- A published expiry — commonly six or twelve months — keeps your liability bounded and encourages consistent attendance. Some jurisdictions treat prepaid fitness services as regulated consumer contracts with rules about expiry, refunds and cooling-off periods, so check the consumer protection rules where you operate before you set the window.
- How do I bill online coaching alongside in-person sessions?
- Keep them on separate lines. Online coaching is a recurring monthly subscription covering programming, check-ins and adjustments, and it is billed whether or not you meet that month. In-person sessions are consumed from a package. Mixing the two into one figure makes clients query the invoice the first month they train less.