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Personal Trainer Invoice Template

Most personal training is paid in advance, so a trainer's invoice is less a bill for work done than a record of what the client has bought and how much of it is left. A session pack invoice states the number of sessions, the price, the expiry date and the cancellation rule; later invoices or statements show sessions used and remaining, with dates. A membership or monthly coaching invoice states the period it covers and what it includes. This template keeps those apart, adds the location of the sessions (your studio, the client's home, a gym or online), which in some states changes the sales tax, and gives program design or nutrition guidance its own line. It leaves health information off on purpose: invoices are often forwarded to partners, employers or accountants. The download is an editable HTML invoice with invoice number, dates, a line table and totals; fill it in your browser and print it or save it as PDF. In InvoiceQuickly you can type or say what the client bought and review an editable draft before saving.

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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

  • Session type: one-to-one, small group or online
  • Session length and location (your studio, client's home, gym or online)
  • Session pack: number of sessions, price and expiry date
  • Sessions used and remaining, with dates
  • Membership or monthly coaching period and what it includes
  • Late-cancellation or no-show charge, per your policy
  • Program design or nutrition guidance, stated separately
  • Gym or facility fee passed on, if any
  • Sales tax, only where your state taxes the service
  • Pack or membership reference

How to Create Your Personal Trainer Invoice

  1. 01

    Describe your work

    Type a plain English description of the services you provided, the client, and the amount.

  2. 02

    AI generates your invoice

    InvoiceQuickly's AI drafts the client, line items, dates, and totals for you to review before saving.

  3. 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

Take payment before the first session of a pack and before the start of each membership period; 'due on receipt' is the norm because the client is paying for sessions not yet delivered. Print the pack's expiry date and the cancellation window (for example 24 hours) on the invoice as well as in your client agreement, so a forfeited session is never a surprise. Bill monthly coaching on the same date each month. If you allow pay-as-you-go sessions, invoice them weekly rather than letting a month of single sessions build up. Refunds of unused sessions follow your written policy and any consumer rules where you work; state the policy in one line in the notes.

Need help writing payment terms? Read our guide to invoice payment terms for best practices and templates.

Tax Information

Sales tax on personal training depends on the state, and sometimes on where the session happens. Washington's Department of Revenue says personal training at an athletic or fitness facility the trainer operates is a retail sale (Retailing B&O tax, and the trainer collects sales tax), while training anywhere else, such as a client's home, outdoors, online or a gym run by someone else, falls under the Service and Other Activities classification; separately stated nutritional consulting is also non-retail, and a trainer who uses another operator's facility pays sales tax to that operator on the facility charge. New Mexico's gross receipts tax applies to receipts from performing services in New Mexico; it is imposed on the business, and if it is passed on to the customer it must be separately stated on the invoice. Many other states do not tax personal training, but check your state revenue department, not a list. Supplements and equipment you sell are goods and are often taxable. InvoiceQuickly applies one tax percentage per invoice, so put taxable products on a separate invoice from untaxed services. General information, not tax advice. Last reviewed: 28 October 2026.

Industry context (2026)

Official guidance shows how differently states treat personal training. The Washington State Department of Revenue's industry guide on personal training says charges for training at an athletic or fitness facility operated by the trainer are taxed under the Retailing B&O classification with sales tax collected, training at any other location falls under Service and Other Activities, separately stated nutritional consulting and body composition testing are non-retail, and trainers who use another operator's facility pay sales tax to that operator on the facility charge. New Mexico's Taxation and Revenue Department lists performing services in New Mexico among gross receipts, says the tax is imposed on businesses and, when passed on, must be separately stated on the invoice, and notes that from 1 July 2025 rates change only in July. On the client side, IRS Publication 502 (for 2025 returns) says health club dues and amounts paid to improve general health or relieve discomfort not related to a particular medical condition cannot be included in medical expenses. Sources accessed 28 October 2026; general information, not tax advice.

Worked example

Worked example (illustrative prices): an independent trainer in Washington trains clients in their homes and online, never at a facility the trainer operates. A new client buys a pack on 1 November 2026. Invoice INV-0120, due on receipt: Line 1: personal training pack, 10 sessions of 60 minutes at the client's home, valid to 30 January 2027, 1 × $700.00. Line 2: nutrition guidance session, general healthy-eating plan, stated separately, 1 × $60.00. Total $760.00, sales tax 0% because Washington classifies training away from the trainer's own facility, and separately stated nutritional consulting, as non-retail. Notes: 'Pack PK-0412. Cancellations under 24 hours count as a used session.' The pack price is $70.00 a session against a single-session price of $80.00: 10 singles would cost $800.00, so the client saves $100.00 (12.5%), and the pack is the cheaper choice once they use 9 sessions (9 × $80.00 = $720.00 is more than $700.00; 8 × $80.00 = $640.00 is less). On 1 December the trainer sends the next invoice with the tally: 'PK-0412: 6 of 10 used (4, 9, 11, 16, 18, 23 November; 23 November was a late cancellation). 4 remaining, valid to 30 January 2027.' The same client also starts online coaching at $149.00 a month from 1 December, billed as a monthly recurring invoice. If the trainer later opened their own studio and trained this client there, those sessions would become retail sales in Washington and need sales tax at the local rate, on a separate invoice from the untaxed home sessions.

Common mistakes to avoid

No expiry date on the pack

A pack with no stated expiry can be presented a year later at last year's price. Print the expiry date and the cancellation window on the invoice.

Not showing sessions used

Without a running tally the client relies on memory and you rely on your calendar. Show used and remaining with dates on each statement or pack invoice.

Health details on the invoice

Writing an injury or condition into a line description puts private information on a document that may be forwarded or filed. Describe the service, not the client's health.

Products and services on one taxed invoice

Where supplements or equipment are taxable and training is not, one invoice-wide tax rate overcharges or undercharges. Invoice products separately.

Assuming the gym's tax position is yours

In Washington the facility operator's sales and your own differ: you may owe sales tax to the gym on the facility fee while your training charge is non-retail. Check your own state's rules.

Invoicing Tips

  • 1Show sessions used and remaining on every pack invoice or statement ('6 of 10 used: 4, 9, 11, 16, 18 and 23 November'). It answers the client's most common question before they ask.
  • 2Print the expiry date and the cancellation window on the pack invoice. A late-cancelled session counted against the pack is accepted when the rule was on the receipt the client paid.
  • 3Keep health information off the invoice. Injuries, conditions, weight or PAR-Q answers belong in your client records, not on a document that may be forwarded or filed.
  • 4Write the location for each type of session. In Washington, whether training happens at your own facility changes the sales tax treatment.
  • 5Give nutrition guidance or program design its own line rather than folding it into sessions, and keep it to what you are qualified to offer where you work.
  • 6InvoiceQuickly does not count sessions. Keep the tally in your booking tool and copy it into the invoice notes, which take up to 5,000 characters.

Related Resources

Frequently Asked Questions

What should a personal trainer invoice include?

Your business details, the client's name, an invoice number and date, the session type, length and location, the pack size, price and expiry date or the membership period, sessions used and remaining, any late-cancellation charge, separately stated program or nutrition fees, tax where it applies, the total, the due date and how to pay.

How do I invoice a session pack?

Invoice the whole pack up front as one line (for example '10 sessions, 60 minutes, valid to 30 January 2027'), due before the first session. Track sessions used in your booking tool and show used and remaining on later statements or the next pack invoice.

Should personal trainers charge sales tax?

It depends on the state. Washington taxes personal training at a facility the trainer operates but treats training at clients' homes, outdoors or online as non-retail. New Mexico's gross receipts tax applies to services. Many states do not tax personal training. Check your state revenue department.

Should a personal trainer bill per session or by package?

Packages are paid in advance and cut admin; single sessions suit trial clients. In the example on this page, a 10-session pack at $700.00 beats single sessions at $80.00 once the client uses 9 sessions, so set an expiry that gives them time to.

Can clients use an HSA or FSA for personal training?

Usually not for general fitness. IRS Publication 502 says health club dues and amounts paid to improve general health, not related to a particular medical condition, are not medical expenses. Clients should ask their plan administrator; do not add diagnoses to your invoice to help a claim.

Can I bill monthly memberships in InvoiceQuickly?

Yes, on Pro ($9 a month). A recurring schedule creates the monthly invoice as a draft for review or sends it. The recurring form has one line item with saved tax, discount and payment terms, so bill packs, products and cancellation fees on ordinary invoices. Free covers 5 invoices, 5 clients and 3 AI drafts in total.