Free Personal Trainer Invoice Template — Download or Use Online
Certified trainers offering 1-on-1 sessions, small group training and online coaching. Use the buttons below to download a printable PDF or open our free Invoice Generator pre-filled with personal trainer-specific line items.
Pre-filled line items for Personal Trainers
These are suggested defaults based on typical personal trainer engagements. The Invoice Generator lets you edit any of them in seconds.
| Description | Unit | Suggested rate |
|---|---|---|
| 1-on-1 training session | per hr | $85 |
| Initial assessment & program design | fixed | $150 |
| Custom workout program | fixed | $200 |
| Monthly check-ins (online coaching) | per mo | $300 |
What every personal trainer invoice must include
A personal trainer invoice is more than a request for payment — it's a legal record. To stay compliant and get paid on time, make sure your invoice has these elements:
- Your full business name, address, and contact info
- A unique invoice number (e.g. PERS-001) for tracking
- Your client's name, business name and address
- Issue date and due date (Net 14 or Net 30 is standard)
- Itemized list of services with quantities and rates
- Subtotal, tax (if applicable) and total amount due
- Payment methods accepted (bank transfer, card, PayPal)
- Late fee terms if you charge them (1.5% per month is standard)
- Your tax ID — EIN for businesses, SSN for sole proprietors
Suggested rate ranges for Personal Trainers
Hourly rates for personal trainers range widely based on experience, location and project complexity:
Frequently asked questions
When should I send a personal trainer invoice?+
Send your invoice immediately after delivering work or completing a milestone. Most personal trainers use Net 14 or Net 30 payment terms.
What hourly rate should a personal trainer charge?+
Typical personal trainer rates range from $50/hr to $175/hr depending on experience, geography and project complexity. Mid-career personal trainers average around $113/hr.
Does a personal trainer invoice need a tax ID?+
If you operate as a sole proprietor in the US, you can use your SSN. Most personal trainers apply for a free EIN from the IRS to keep their SSN off invoices.
Can I charge a late fee?+
Yes — most states allow 1.5% per month (~18% annualized) on unpaid invoices. Always state the late fee in writing on the invoice itself.
Is this invoice template legally binding?+
An invoice itself isn't a contract, but it's a legally enforceable record of services rendered and amount owed. Pair it with a signed contract (free via our eSign tool) for maximum protection.
Related invoice templates
Ready to invoice your client?
Use our free Invoice Generator — pre-filled with personal trainer line items. PDF, payment links, and email delivery included.
Open Invoice Generator →