How to Invoice as a Personal Trainer
How to bill single sessions, prepaid packages and monthly training plans so each client can see what they paid for, with a worked example.
This guide covers three ways to sell personal training: one session at a time, a prepaid package, and a monthly plan. Each gets a slightly different invoice, and the steps below go from your price list to the receipt.
The Occupational Outlook Handbook from the US Bureau of Labor Statistics (last modified August 27, 2026) describes the work: "In gyms or other fitness facilities, these workers often sell training sessions to members." It adds: "Some travel to different gyms or to clients' homes to teach classes or conduct personal training sessions." If you train at clients' homes, decide whether travel sits inside the session rate or on a line of its own.
Worked example, using sample figures and leaving out sales tax (check your state's rules): a client buys 10 sessions at 65.00 each. The package invoice is 10 × 65.00 = 650.00, paid as two scheduled payments of 325.00, and 325.00 + 325.00 = 650.00. Four of those sessions take place at the client's home with a travel charge of 15.00 each that the client agreed to, billed at month end as 4 × 15.00 = 60.00.
Step-by-step invoicing guide
- 1
Write down your price list
Set your single-session rate, package prices, monthly plan price and any travel charge, and share them before the first session. Save each one once; Billed's help center says: "You can use these items and services to bill your clients."
- 2
Bill single sessions on the day
Give each session a line with its date, length and type, and send the invoice the same day. When you add the line, Billed's help center tells you to "fill this section to charge against new items and services."
- 3
Invoice a package before it starts
The package invoice names the number of sessions, the price per session and the total. If the client pays in parts, Billed's help center says: "A payment schedule lets you add a payment plan to the invoices."
- 4
Keep count for package clients
Write the sessions used and the sessions left in the notes of each later invoice or receipt, so the client doesn't have to ask.
- 5
Use recurring invoices for monthly plans
Billed's invoice software page says: "For clients you bill on a schedule, set up a recurring profile once." It also says: "Choose the billing frequency (daily, weekly, monthly or yearly) and how many invoices to send, or keep sending until you stop."
- 6
Record the payment and send a receipt
Billed's invoice software page says: "When a client pays by check or cash, record it as an offline payment so all your income is in one place." It adds: "After a client pays, you can send them a payment receipt."
Tips for personal trainer invoicing
- Put the package terms the client agreed to, such as the number of sessions and any time limit you set, on the package invoice.
- For corporate wellness sessions, invoice the company rather than each employee, and ask for the reference its accounts team needs.
- Show a home-visit travel charge on its own line, so your session rate stays the same wherever you train.
- To bill right after a session, Billed's mobile app page says: "Build a professional invoice from your phone the moment a job wraps."
- To see which clients still owe you, Billed's invoice software page says: "Invoice reports show which invoices are paid, partially paid or past due, and you can see who owes you money and send them a payment reminder."
Common invoicing mistakes to avoid
- Billing a package as one line with no session count.
- Mixing single-session and package prices on one invoice without labeling which is which.
- Sending monthly plan invoices on a different day each month.
- Charging travel for some home sessions and not others.
- Taking cash at the gym without logging the payment.
How this works in Billed
Recurring Invoices
Billed's invoice software page says: "For clients you bill on a schedule, set up a recurring profile once." and "Billed creates the invoices automatically and either sends them or saves them as drafts for you to check."
Payment Schedules
Billed's help center says: "Clients can pay several installments against a single invoice." and "However, the sum of all installments should be equal to the total balance of the invoice."
Payment Receipts
Billed's invoice software page says: "After a client pays, you can send them a payment receipt."
Invoice Reports
Billed's invoice software page says: "Invoice reports show which invoices are paid, partially paid or past due, and you can see who owes you money and send them a payment reminder."
Frequently asked questions
Start Invoicing With Billed
Set up your account and send your first invoice with Billed.
At a glance
| How you sell training | How to invoice it |
|---|---|
| Single session | A line with the date and length, sent the same day |
| Package | One invoice before the first session, with the session count |
| Package paid in parts | Scheduled payments on that invoice |
| Monthly plan | A recurring invoice, sent monthly on a fixed date |
| Home visits | A travel charge on its own line |
When this isn't for you
If the way you invoice your training clients today already works for you, there's no need to switch.