Personal trainer invoice template

Personal trainer invoice FAQ

How do personal trainers typically bill?

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.

Should I sell packages or per-session?

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.

How do I handle online coaching retainers?

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 the terms. Many online coaches ask for 30 days' notice to cancel. List the included scope in the notes.

Can I invoice for nutrition coaching alongside training?

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.

Do trainers charge sales tax on sessions?

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.

What's standard for cancellation policies?

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.

Should I require a deposit for new clients?

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.

How long should a package be valid?

6 months is typical 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. Some clients need a reminder before the package runs out. Some trainers extend expiration in 30-day increments for active clients facing illness or schedule disruption.