The sample includes a 10-session package, a fitness assessment, a custom training and nutrition plan and a month of online check-ins. Edit it to match in-person, hybrid or fully remote coaching. Include your cancellation window and package expiry in the terms. If a client asks about using a health spending account or insurance, requirements vary by provider and country, so suggest they check first.
Invoicing tips for personal trainers
- Show sessions purchased, used and remaining, plus the package expiry date, on each invoice.
- State your late-cancellation policy, typically 24 hours, and bill or deduct missed sessions consistently.
- Bill travel to clients' homes or parks as a flat fee if it falls outside your standard area.
- Collect package payments up front; prepaid packages improve attendance and cash flow.
Typical line items
- 10-session personal training package (60 min)
- Initial fitness assessment
- Custom training and nutrition plan
- Online coaching check-ins (monthly)
Rates shown are examples only — edit them to match your pricing.
FAQ
Should personal trainers charge per session or per package?
Packages are popular because they secure commitment and give you predictable income, often at a slightly lower per-session price. Single sessions suit trial clients or occasional check-ins. On the invoice, show the per-session value inside a package so clients understand the discount and the cost of extra sessions if they need more.
How do I invoice online coaching clients?
Bill monthly in advance for a defined service, such as a training program, weekly check-ins and messaging support. Describe exactly what is included so clients know what to expect. Many coaches use recurring card payments, but a clear monthly invoice is still useful as a record and for clients who pay by bank transfer.
What should I do about expired sessions?
Set an expiry period, such as 90 days for a 10-pack, and state it on the invoice and in your terms. When sessions expire, you can forfeit them as agreed or offer a one-time extension as goodwill. Clear written terms make the conversation easier and protect your schedule from a backlog of old sessions.
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