Free Invoice Template for Personal Trainers

A clear personal training invoice documents what the client paid for and supports your records for tax purposes. Include:

• Session dates and times — list each session or billing period covered
• Service description — e.g., "1-to-1 personal training — 5 sessions × 60 min", "Online coaching — 4-week programme"
• Session or package rate — per session or block price
• Location — home visit, gym floor, park, or online
• Any additional charges — gym hire fees, equipment, nutrition plan add-ons
• Payment terms — upfront block payment or per session

Per-session billing: Invoice after each session or weekly. Simple, but higher admin overhead and increases the chance of cancellations. Works well for new clients before committing to a block.

Block package billing: Sell a fixed number of sessions (e.g., 10 sessions) invoiced in full upfront. Typical packages:

• Starter package — 5 sessions × 60 min — £300
• Monthly package — 12 sessions × 45 min — £660
• Premium package — 20 sessions + monthly programme review — £1,050

Block billing improves cash flow and reduces no-show rates. Include a cancellation/rescheduling policy in the invoice notes.

Online coaching: Monthly subscription billing for programme delivery, check-ins, and messaging support. Invoice at the start of each month.

If you hire gym space or purchase equipment on behalf of clients, invoice these separately:

• Gym hire: Pass through at cost or include in your session rate. Label clearly: "Gym floor hire — 5 sessions @ £10 = £50"
• Nutrition plans and programmes: Charge as a separate one-off product — "Custom 8-week training programme — £150"
• Supplements or equipment: If you supply these, list individually with unit prices

Separating your service fee from expense pass-throughs makes your pricing transparent and avoids disputes.

Personal training services are taxable self-employment income:

• UK personal trainers: Register for VAT at £90,000 turnover. Standard rate (20%) applies to personal training services. Most self-employed PTs operate below this threshold.
• EU personal trainers: Standard VAT rates apply in most countries, though some EU states exempt sports instruction services — check local rules.
• Deductible expenses: Gym memberships used for client sessions, fitness equipment, insurance, CPD courses, and professional registration fees are all potentially deductible business expenses.