How personal trainers usually charge
Personal trainers usually sell time in three ways: a single session at a set price, a pack of sessions paid upfront at a lower rate per session, or a monthly membership that includes a fixed number of sessions or ongoing online coaching. Assessments, programs and travel to a client’s home are often added as extras.
- Single sessions: 30, 45 or 60 minutes, often the highest price per session.
- Session packs: 5, 10 or 20 sessions, paid in advance and used within a set period such as 90 days.
- Memberships: a monthly fee for, say, two sessions a week, billed at the start of each month.
- Semi private and small group: a lower price per person, with two to six people training together.
- Online programming: a training plan and check ins, priced per month or per block of weeks.
Personal trainer invoice template line items and example prices
These are typical line items for a trainer working in a studio, a gym or at clients’ homes, with example prices only. What you charge depends on your location, your qualifications and the setting. Including the session length and the pack size in every line helps clients compare options.
| Line item | How it is usually charged | Example price |
|---|---|---|
| Single session, 60 minutes | Per session | $75 (example) |
| 10 session pack, valid 90 days | Prepaid pack | $680 (example) |
| Monthly coaching, 2 sessions a week | Monthly in advance | $520 (example) |
| Semi private session, per person | Per person per session | $40 (example) |
| Fitness assessment and goal setting | One off | $60 (example) |
| Custom online program, 4 weeks | Per program block | $120 (example) |
| Home or park session travel fee | Per visit | $15 (example) |
What to put on a fitness invoice
A fitness invoice should tell the client exactly what they bought and what they have left. Many trainers include session dates, the pack balance and expiry date, the membership period, where sessions take place, and a one line reminder of the cancellation policy. Keep health details off the invoice altogether.
- Pack balance: “Sessions used: 7 of 10. Expires January 31.”
- Membership period: “Coaching membership, December 1 to 31.”
- Location: studio, gym or client address, which also explains any travel fee.
- Cancellation policy: for example, sessions cancelled with less than 12 hours notice count as used, if that is your written policy.
- Privacy: injuries, weight and medical notes belong in your client records, not on an invoice that may be shared or filed by an employer.
Session packs and memberships on the same account
Clients often move from a pack to a membership, or buy a pack on top of a membership for an extra session each week. Bill each product on its own line or its own invoice, so a pack payment is never confused with a monthly fee. Keep pack balances separate from membership sessions as well.
If a client pauses a membership while traveling, note the paused dates on the next invoice so the gap in billing is explained and nobody wonders whether a month was missed.
Memberships work best as a recurring invoice sent on the same day each month. Our generator makes one invoice at a time, and WhizInvoice can send repeat membership invoices on a schedule if you coach a full client list.
Common personal training invoicing mistakes
Trainers lose money in small amounts: a session never billed, a pack used past its expiry, a no show waived out of habit. Clients, for their part, get frustrated when they cannot tell how many sessions they have left. These mistakes are worth fixing in your invoice routine.
- No expiry or balance on packs, so old sessions turn up months later.
- Charging a no show without a policy the client agreed to at sign up.
- Putting health notes on the invoice, where they do not belong.
- Sending membership invoices late, which makes the fee look optional.
- Hiding discounts. Show the full price and the discount for a pack, so the saving is clear and renewals are easy to price.
Using the template and our generator
Download the trainer template from this page as a Word, Excel or PDF file, or open the prefilled personal training sample in our free generator. It bills a 10 session pack, an assessment and an online program. Edit the lines, apply a pack discount if you offer one, and save your PDF.
The Band and Bold designs carry a strong color for studio branding. For more layouts, see all free invoice templates. Coaches who also teach can compare the lesson invoice for tutors, and trainers working for several gyms may prefer the self employed invoice.
Fill it in on screen and download or email a real PDF. No sign up.