Question 1

How do personal trainers typically bill?

Accepted Answer

Three patterns dominate: per-session ($50-$200/session depending on market and credentials), prepaid packages (10-, 20-, 50-session bundles at a per-session discount), and monthly retainers for online coaching ($150-$800/mo). In-person solo trainers usually use packages; online coaches use retainers; gym contractors often use per-session because the gym handles the booking infrastructure.

Question 2

Should I sell packages or per-session?

Accepted Answer

Both, but packages are the financial engine. Per-session has 30-40% drop-off after the first 4-6 sessions; packages have 10-15% because the client has prepaid the commitment. Common bundles: 10 sessions at 5% off, 20 at 10% off, 50 at 15% off. State the per-session rate on the package invoice ("20 sessions × $90 — $1,800; effective rate $90 vs $100 single-session") so the value is explicit.

Question 3

How do I handle online coaching retainers?

Accepted Answer

Bill monthly in advance for the upcoming coaching period. Specify what's included: programming, weekly check-ins, video form review, nutrition guidance, app/messaging access. State the cancellation policy in terms — most online coaches require a 30-day notice to terminate. Issueable's notes section is the right place for the included scope; the terms section for cancellation.

Question 4

Can I invoice for nutrition coaching alongside training?

Accepted Answer

Yes if it's within your scope of practice. CPTs (Certified Personal Trainers) without an RD/RDN credential can offer general nutrition guidance but not medical nutrition therapy. State law varies — some states (Florida, Ohio, North Dakota) restrict nutrition counseling to licensed dietitians; most don't. Document the scope on your invoice as "general nutrition coaching" or similar; if you're an RD, that's a separate billable service line at higher rates.

Question 5

Do trainers charge sales tax on sessions?

Accepted Answer

Most states don't tax personal training services. Some states tax "health and beauty services" broadly (covers training in some interpretations); a few states tax all services. Check with your state's department of revenue. Online coaching delivered across state lines may trigger nexus rules in your client's state — typically not an issue at solo-trainer revenue levels.

Question 6

What's standard for cancellation policies?

Accepted Answer

24-hour cancellation notice; same-day cancellations and no-shows billed at full rate. Some trainers offer one "freebie" cancellation per month; others are strict. State your policy in terms; without one, last-minute cancels are pure margin loss because your slot was held. Online coaching cancellations follow the monthly cycle, with 30 days' notice typical.

Question 7

Should I require a deposit for new clients?

Accepted Answer

For packages and online coaching, the entire amount is paid upfront — no separate deposit needed. For per-session relationships, take the first session's payment at the consultation; if the client books a series, invoice the package as a single line item paid in full. This separates the financial commitment from the booking.

Question 8

How long should a package be valid?

Accepted Answer

6 months is industry-standard for 10-20 session packages; 12 months for 50+ session bundles. State expiration on the invoice ("Package expires 2027-04-22") so unused sessions don't haunt you. Most clients use packages within the first 60% of the validity window; the rest requires a follow-up message. Some trainers extend expiration in 30-day increments for active clients facing illness or schedule disruption.

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Personal Trainer Invoice FAQ