Why Personal Trainers Need Professional Invoices
Whether you train clients at a gym, in their homes, or online, a professional personal training invoice sets you apart from hobbyist trainers who accept Venmo payments with no paper trail. Clean invoices help clients claim health-related expenses on FSA/HSA accounts, enable corporate wellness reimbursements, and keep your own books organized for quarterly tax payments — which is critical when you are self-employed.
Common Line Items on a Personal Training Invoice
- Individual training sessions - Per-session rate with dates and durations (30, 45, or 60 minutes)
- Package pricing - Blocks of 10, 20, or 30 sessions at a discounted per-session rate
- Group or semi-private sessions - Small group training (2-4 clients) at a per-person rate
- Online coaching and programming - Monthly program design, check-ins, and app access
- Nutrition planning - Meal plans, macro calculations, or nutrition coaching add-ons
- Fitness assessments - Initial consultations, body composition testing, movement screenings, and progress evaluations
Personal Training Invoicing Best Practices
List every session date on the invoice so the client can cross-reference with their calendar. This is especially important for package clients who may forget how many sessions they have used. A clear log of dates eliminates "I thought I had two sessions left" conversations.
If you offer auto-renewing packages, note the renewal date and the package terms on each invoice. Clients who understand their commitment are less likely to dispute charges or ghost when the next billing cycle hits. Transparency upfront reduces churn.
Use BillThemToday's free invoice generator to create personal training invoices that look as professional as your certifications. Add your logo, list every session and service, and download a PDF your clients can submit to their insurance or employer wellness program.