Personal trainer invoice template for session packs, casual sessions and programs
Most trainers invoice in packs: a 10-session pack paid before the first session, casual sessions billed after the fact, and group programs or written plans as fixed prices. If you train in a gym that takes floor rent or a percentage, invoice the client for the full price and record the rent as your expense; do not net them off.
Corporate bootcamps and workplace sessions are invoiced to the business on 14 or 30 day terms and usually need a purchase order number. Put your cancellation policy in the terms so a missed session can be charged without an argument.
Opens the free generator with these line items, terms and notes filled in. Add your details and download the PDF. No account, nothing uploaded.
What the invoice looks like
Sample business, sample client and the preset lines. The generator uses the same renderer, so your PDF matches this.
| Description | Qty | Unit | Unit price | GST | Amount |
|---|---|---|---|---|---|
Personal training, 10-session pack (45 minutes each) | 1 | pack | $750.00 | 10% | $750.00 |
Casual personal training session (60 minutes) | 2 | session | $90.00 | 10% | $180.00 |
Group training, 6-week program (per person) | 1 | program | $240.00 | 10% | $240.00 |
Personalised training and nutrition plan | 1 | each | $120.00 | 10% | $120.00 |
Four styles and your own accent colour are available in the generator.
The preset line items
Starting points, priced ex GST. Change the descriptions, quantities and rates to match the job; add or delete lines as you go.
| Description | Qty | Unit | Unit price | GST |
|---|---|---|---|---|
| Personal training, 10-session pack (45 minutes each) | 1 | pack | $750.00 | 10% |
| Casual personal training session (60 minutes) | 2 | session | $90.00 | 10% |
| Group training, 6-week program (per person) | 1 | program | $240.00 | 10% |
| Personalised training and nutrition plan | 1 | each | $120.00 | 10% |
Suggested payment terms
Session packs are payable before the first session. Casual sessions due within 7 days. Corporate bookings: 14 days from invoice date. 24 hours' notice for cancellations, otherwise the session is charged.
Suggested notes
Packs expire 12 weeks from purchase. Please let me know about any injuries or changes to your health before your next session.
What must be on a tax invoice
The ATO's list. The template lays each one out for you; it is general information, not tax advice.
- The words "Tax invoice" (an invoice without GST can just say "Invoice")
- Your identity: your business or trading name
- Your ABN
- The date the invoice was issued
- A description of what was sold, with the quantity and the price of each item
- The GST amount, shown separately or as "Total includes GST of $X"
- Which items carry GST if some do and some do not
- For sales of $1,000 or more, the buyer's identity or ABN as well
Worth adding for your trade
- Session dates, or the pack expiry date, so both sides can track what is left
- Your cancellation window and what a missed session costs
- The gym or location where the sessions are held
General information only, not tax advice. Check your own situation with a registered tax agent or the ATO.
Questions about invoicing
Do personal trainers charge GST?
Only once registered for GST, which is compulsory from $75,000 a year of turnover. Many trainers sit under that line for their first year or two and issue plain invoices with no GST. Registered trainers add 10% to packs, sessions and programs, since fitness services are taxable.
A client paid for 10 sessions up front. When is that income?
On a cash basis, which most sole traders use, the whole payment is income in the quarter you received it, and so is the GST if you are registered. Track sessions used in the invoice notes or in FlowFi, but the tax point is the payment date.
Can I invoice a workplace for a group bootcamp?
Yes. Invoice the business with their ABN, a purchase order number if they gave you one, the dates and the number of participants. For $1,000 or more the buyer's identity or ABN must be on the tax invoice anyway.
General information only, not tax advice. Check your own situation with a registered tax agent or the ATO.
Want it numbered, sent and chased automatically?
FlowFi keeps your clients and invoice numbers, emails each invoice with a pay-online link, marks it viewed when the client opens it, and sends polite reminders at 1, 7 and 14 days overdue. Quotes, recurring invoices and your BAS from the bank statement are included. Pro is $29 a month, the first 14 days are free, and there is no card to enter.
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