Free Personal Trainer Invoice Template

What to Include on a Personal Trainer Invoice

A professional personal trainer invoice should include all the essential information your clients need to process payment quickly. Here's what every personal trainer invoice must contain:

Session Rates and Duration – Ensure this information is clearly displayed on every invoice you send.
Package and Block Booking Deals – Ensure this information is clearly displayed on every invoice you send.
Online Coaching Plans – Ensure this information is clearly displayed on every invoice you send.
Gym Hire and Equipment – Ensure this information is clearly displayed on every invoice you send.
Nutrition Plans and Add-Ons – Ensure this information is clearly displayed on every invoice you send.

Our free personal trainer invoice template includes all these fields pre-configured, so you never miss any important details.

Pricing PT Sessions and Packages

Professional invoicing is essential for any personal trainer business. Well-designed invoices help you:

Get paid faster – Clear, professional invoices reduce payment delays
Build credibility – Branded invoices make your business look established and trustworthy
Stay organised – Proper invoicing helps with tax returns and financial records
Maintain cash flow – Regular invoicing with clear payment terms keeps cash flowing
Reduce disputes – Detailed line items prevent misunderstandings about charges

Our free personal trainer invoice template helps you achieve all of this without spending a penny.

Insurance and Certification Requirements

Running a successful personal trainer business requires efficient invoicing processes. Our free personal trainer invoice template is designed specifically for personal trainer professionals, with industry-specific line items, professional layouts, and all the fields you need.

Whether you're a new personal trainer business just starting out or an established company looking to streamline your invoicing, our template saves you time and helps you look professional.

Session Rates and Duration

Our personal trainer invoice template includes dedicated fields for session rates and duration, making it easy to create accurate, detailed invoices every time.

Package and Block Booking Deals

Our personal trainer invoice template includes dedicated fields for package and block booking deals, making it easy to create accurate, detailed invoices every time.

Online Coaching Plans

Our personal trainer invoice template includes dedicated fields for online coaching plans, making it easy to create accurate, detailed invoices every time.

Download Free Personal Trainer Invoice Templates

Download your free personal trainer invoice template in the format that works best for you:

PDF – Print-ready format, ideal for sending to clients via email
Word (.docx) – Fully editable in Microsoft Word and Google Docs
Excel (.xlsx) – Spreadsheet format with automatic calculations
Online – Create and manage invoices directly in your browser

All templates are completely free with no sign-up required. Start creating professional personal trainer invoices today.

Create Free Personal Trainer Invoice

Personal Trainer Invoice FAQ

How much should a personal trainer charge per session?

PT session rates in the UK typically range from £30 to £80 per hour depending on location, experience and qualifications. London rates tend to be higher. Offer package discounts (e.g., 10 sessions for the price of 8) to encourage commitment and improve cash flow.

Do personal trainers need to be self-employed?

Most personal trainers are self-employed, though some work as gym employees. If self-employed, register with HMRC for Self Assessment and issue invoices for all sessions. Keep records of all income and allowable expenses.

What insurance do I need as a personal trainer?

You need professional indemnity insurance and public liability insurance (typically £5 million minimum). Most gyms and venues require proof of insurance before allowing you to train clients on their premises.

How do I invoice for online personal training?

Invoice for online coaching programmes monthly or per programme. Include a description of what is provided (workout plans, nutrition guidance, check-ins, video calls), the billing period, and your qualifications. Online training can be priced differently from in-person sessions.

Common Personal Trainer Invoice Line Items

Your personal trainer invoice template comes pre-loaded with industry-specific line items. Customise them to match your exact services:

1-Hour PT Session

30-Minute PT Session

Block of 10 Sessions

Online Coaching Programme

Nutrition Plan

Fitness Assessment

Gym Pass

Related Invoice Templates

Looking for a different industry? Browse our other free invoice templates: