What to include on a personal trainer invoice
Package and sessions remaining
Show the pack size, sessions used and sessions left so clients can plan renewals.
Session dates
For pay-as-you-go clients, list each session date and length.
Certification
Adding your certification on the invoice reinforces credibility, especially for new clients.
Cancellation and expiry policy
Print your late-cancel rule and any package expiration date right on the invoice.
Example personal trainer line items
These sample entries show how to describe personal trainer work clearly. Rates are illustrative only; use your own pricing.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| 10-session personal training pack | 1 | $750.00 | $750.00 |
| Initial fitness assessment | 1 | $60.00 | $60.00 |
| Monthly online programming and check-ins | 1 | $120.00 | $120.00 |
| In-home travel fee | 2 | $15.00 | $30.00 |
| Subtotal | $960.00 | ||
Payment terms for personal trainer invoices
Our suggestion: Paid in advance per package or monthly membership.
Sample terms you can paste into the invoice: “Payment is due before the first session of a new pack. Sessions cancelled with less than 24 hours' notice are counted as used. Packages are non-refundable.”
Not sure what Net 15 or 2/10 Net 30 mean? Payment terms explained.
Personal Trainer invoice FAQ
Should personal trainers charge per session or by package?
Packages encourage commitment and give you predictable income, while single sessions suit trial clients. Many trainers offer both, with a lower per-session rate for larger packs.
Can personal training be paid with an HSA or FSA?
Generally only when a physician documents it as treatment for a specific medical condition, often with a letter of medical necessity. Plan rules vary, so clients should confirm with their administrator before submitting.
How do I handle no-shows in a session pack?
Most trainers count a no-show or late cancellation as a used session if that rule was agreed in advance. Note it on the invoice so the remaining balance stays accurate.