Fitness Studio Invoice Template
This template is for the studio as a business, not for an individual instructor. A studio invoices two kinds of customer. Members buy a membership for a period, a pack of class credits, or private sessions with the studio's trainers, and sometimes merchandise. Employers and other organisations buy corporate wellness: classes for their staff at the studio or on site, billed monthly against a programme agreement. Each needs different detail. A member statement shows the plan and billing period, credits bought, used and remaining, private sessions by date and trainer, and any late-cancellation fee the membership terms allow. A corporate invoice shows the programme, the period, and the sessions or class visits delivered. Keep services and goods on separate lines, because states can tax them differently: in New York State, for example, gym dues are taxed inside New York City but not elsewhere, while merchandise is taxed everywhere. The download is an editable HTML invoice with invoice number, dates, a line-item table and totals, plus the membership and programme fields below. Fill it in your browser and print it or save it as PDF.
Preview this editable document
Download the HTML file to edit its fields, then print or save as PDF. Totals are entered manually.
What This Template Includes
- Member name and membership number, or employer and wellness programme reference
- Membership plan and billing period
- Membership contract date and cancellation terms reference
- Class pack: credits bought, used and remaining
- Private sessions: date, trainer and length
- Corporate wellness: sessions delivered or class visits used in the period
- Late-cancellation or no-show fees allowed by the membership terms
- Merchandise, listed separately from services
- Next billing date
How to Create Your Fitness Studio Invoice
- 01
Describe your work
Type a plain English description of the services you provided, the client, and the amount.
- 02
AI generates your invoice
InvoiceQuickly's AI drafts the client, line items, dates, and totals for you to review before saving.
- 03
Review, download, and send
Check every detail, download the PDF, or use Pro to email the PDF directly to your client.
Recommended Payment Terms
Bill members in advance for what they are buying: a membership at the start of its period and a class pack when it is bought, and show the period or credits on the invoice. Charge late-cancellation or no-show fees only if the membership terms the member signed set them, and name the class and date. Corporate wellness can be billed monthly in arrears for the sessions or visits delivered, as the programme agreement sets: put the agreement reference, any purchase order number and a specific due date on the invoice, and send it to the employer's accounts-payable contact. If you sell memberships in New York, General Business Law Article 30 gives buyers three business days after receiving a copy of the contract to cancel, with money refunded within ten business days, and lets them cancel later for a significant disability lasting more than three months, death, a move of more than 25 miles from your club, or the club closing or substantially changing; it also caps contract terms at 36 months and payments at $3,600 a year. Other states have their own rules; check your state's law before you set terms.
Need help writing payment terms? Read our guide to invoice payment terms for best practices and templates.
Tax Information
Studio services and studio sales can be taxed differently, and the rules are set state by state. New York is a clear example. The Department of Taxation and Finance's bulletin Health and Fitness Clubs (TB-ST-329) says dues, membership and initiation fees, classes and personal training at a health and fitness facility are not subject to state sales tax, and not subject to local tax outside New York City; inside the city they are subject to the New York City local tax, which the bulletin on miscellaneous personal services (TB-ST-575) puts at 4½%. Goods such as water bottles, gym bags and towels are taxable everywhere, at 8⅞% combined in New York City. InvoiceQuickly applies one tax percentage per invoice and preserves rates such as 8.875% when saving, editing or duplicating. When services and goods carry different rates, bill them on separate invoices. Check your own state's rules before deciding what to tax. General information, not tax advice; last reviewed 28 October 2026.
Industry context (2026)
Studios are regulated twice over: by consumer contract law on how memberships are sold and cancelled, and by tax law on what is taxed. New York shows both. General Business Law Article 30 (health club services) limits contracts to 36 months and $3,600 a year (section 623) and sets cancellation rights (section 624: three business days after receiving the contract, a refund within ten business days, and later cancellation for disability, death, relocation or closure); the text was last revised 28 February 2025 according to the New York State Senate's legislation site. On tax, the Department of Taxation and Finance's Health and Fitness Clubs bulletin (TB-ST-329, updated 15 March 2021, page updated 16 October 2026) exempts dues, classes and personal training from state tax and taxes them only in New York City, where the personal services bulletin (TB-ST-575) sets the local rate at 4½%. Other states make different choices on both points, so this page uses New York as an example, not a rule. Sources accessed 28 October 2026.
Worked example
Worked example (illustrative prices, New York tax rates from the bulletins cited). A studio in Manhattan bills a member for November: unlimited class membership, 1 to 30 November, 1 × $160.00; private training with a studio trainer on 6 and 20 November, 2 × $85.00 = $170.00. Services subtotal $330.00. Under TB-ST-329 these are subject to the New York City local tax, but not the state tax, so tax at 4½% is $14.85 and the member owes $344.85. The member also bought a water bottle for $24.00. Goods are taxed at the 8⅞% combined state and city rate, so that is $2.13 tax and $26.13 in total, billed on a separate invoice because the rate is different. In InvoiceQuickly the 8.875% rate is stored as 8.88%; on $24.00 the tax still rounds to $2.13, but on larger sales the difference can show. The same studio also has a corporate client: a logistics company in Albany, outside New York City, buys a wellness programme. Its October invoice lists 4 lunchtime classes taught on site, 4 × $150.00 = $600.00, and 46 class visits by enrolled employees at the studio's Albany location, 46 × $18.00 = $828.00. Total $1,428.00, tax 0%, because outside New York City classes are not subject to state or local sales tax under TB-ST-329. Notes: 'Wellness programme WP-12, PO 30917, October 2026. Attendance list attached on request.'
Common mistakes to avoid
Billing a membership with no period
'Membership: $160' does not say what it covers. Print the plan and the dates, especially if the member later cancels and asks what they paid for.
Mixing taxed goods with untaxed services
Where dues and goods are taxed differently, one rate across both overcharges or undercharges tax. Bill them separately, or at least on clearly separate lines.
Charging fees the terms do not allow
Late-cancellation and no-show fees belong on an invoice only if the membership terms the member signed set them out.
Invoicing employees instead of the employer
For a corporate wellness programme the employer is your client. Billing staff individually confuses who pays and breaks the programme agreement.
Ignoring state cancellation rules
States such as New York give members fixed cancellation and refund rights. Invoices and refunds have to follow them, whatever your own terms say.
Invoicing Tips
- 1Show class-pack credits as bought, used and remaining. It answers the member's first question before they ask it.
- 2Put the membership's billing period on every invoice ('Unlimited membership, 1 to 30 November'), so a member who cancels can see what they have paid for.
- 3List a late-cancellation fee with the class, the date and the membership term that allows it. A fee the member did not agree to is a refund request waiting to happen.
- 4Keep merchandise on its own lines or its own invoice. In some places, such as New York, goods are taxed at a different rate from studio services.
- 5For corporate wellness, bill the employer, not the employees, and list sessions or visits by date so the programme manager can match them to attendance.
- 6Write the contract date and a reference to the cancellation terms on member invoices. If a member cancels under your state's law, you can show what was paid and when.
Related Resources
- Invoicing for personal trainers: for trainers who bill their own clients
- Recurring invoice template
- What is a recurring invoice?
- Statement of account template: for a member's charges and payments over time
- All invoice templates
Frequently Asked Questions
What should a fitness studio invoice include?
Your studio's details, the member or employer, an invoice number and date, the membership plan and billing period or the class pack and credits, private sessions by date and trainer, any fee the membership terms allow, merchandise on separate lines, tax where it applies, the total, the due date and how to pay.
How is a fitness studio invoice different from a personal trainer invoice?
An independent personal trainer bills their own sessions to their own clients. A studio bills memberships, class packs and private sessions delivered by its staff, sells merchandise, and may invoice employers for corporate wellness programmes, so its invoices carry plans, credits and billing periods as well as sessions.
How do I invoice a company for corporate wellness classes?
Agree the programme in writing first: what is included, the price per class or visit, and how it is billed. Then invoice the employer monthly with the programme reference, the period, the sessions or visits delivered with dates, any purchase order number and a specific due date.
Are gym memberships subject to sales tax?
It depends on the state and sometimes the city. In New York, dues, classes and personal training at a fitness facility are not subject to state sales tax and are taxed only inside New York City, at the 4½% city rate, while goods such as gym bags are taxable statewide. Check your own state's revenue department.
Can members cancel a gym contract?
State law decides. In New York, General Business Law Article 30 lets a buyer cancel within three business days after receiving a copy of the contract, with a refund within ten business days, and later for reasons such as a long disability, death, moving more than 25 miles away or the club closing. Other states set their own rules.
Can I bill monthly memberships with InvoiceQuickly?
Partly. On Pro, a recurring schedule can create a monthly invoice as a draft for review or send it automatically. Each schedule has one line item with saved tax, discount and payment terms, and uses the saved tax and discount rates. Review the first draft to check membership tax before enabling automatic sending. InvoiceQuickly is not membership software: it does not charge saved cards, book classes or track credits.
Can I make a fitness studio invoice in InvoiceQuickly?
Yes. Type or say what to bill, for example 'Invoice Harbor Logistics, October wellness programme, 4 on-site classes at $150, 46 class visits at $18', and InvoiceQuickly drafts an editable invoice you review before saving. Free covers 5 invoices, 5 clients and 3 AI drafts; Pro is $9 a month for unlimited invoices, email delivery, reminders, recurring schedules and payment links through your own Stripe or PayPal account.