Gym Invoice Template for Memberships and Personal Training

A gym invoice asks a member, or a company paying for its staff, to pay for a membership period, a joining fee or personal training. It says who is being billed, what for, for which dates, how much is owed and by when.

Send an invoice when you are asking for payment. A receipt is the record you give after the money has arrived. If you charge a member's card or bank account automatically each period, give the member a receipt for each payment rather than an invoice. Invoices fit better for corporate accounts, for members who pay by bank transfer or at the desk, and for training packages sold up front. The service receipt template covers the after-payment record.

The invoice isn't the membership agreement either. Contract length, cancellation, freezes and fees belong in the agreement the member signs. The invoice should match those terms, not introduce new ones.

Always print the billing period as dates, such as 1 March to 31 March, not just "March dues". A member or an accounts team checking the invoice can then match it to the agreement and see that no period has been billed twice.

• Monthly memberships. Invoice before or at the start of each period if your dues pay for access in advance.
• Prepaid terms. For a 3, 6 or 12-month membership paid up front, show the term's start and end dates and the term price on one line.
• Mid-period joins. Decide how you handle them and say so. The sample's account note starts new members on the next billing period. If you charge a partial first month instead, put it on its own line with the dates it covers.
• Joining or enrollment fee. Show it once, as its own line on the first invoice, rather than folding it into the dues. If your agreement says whether it's refundable, the member can check it against that.
• Freezes and holds. If a member's account is on hold under your policy, show the hold period on the invoice with no charge, or leave that period off.
• Corporate memberships. Bill the company on the terms you agreed with it: show the number of members × the rate, keep a list of covered employees ready if the company asks for one, and quote its purchase order number if it uses one. Show any agreed corporate discount as its own line, so the company can check it against the account agreement. On the template it's deducted from the subtotal before tax is worked out.

Late cancellations and missed sessions are a business policy decision. If you charge for them, put the policy in writing before the client books, in the membership agreement or training terms. The sample's account note charges sessions canceled with less than 24 hours' notice; that's a placeholder, so use your own terms. Show any charge for a missed session on its own line with the date, rather than adding it to the dues without explanation.

State law can also apply to membership contracts and cancellations. In Washington, for example, the Attorney General's office explains that the state's health club law lets a member cancel within three days of signing for any reason and requires cancellations in writing. Check your own state's rules before you set cancellation terms or bill after a cancellation, rather than assuming Washington's rules apply where you are. Once a member has validly canceled, stop the recurring invoice and bill any final period with its dates.

1. Add your gym's details, the invoice number, the invoice date, the payment terms, the due date and the account number.
2. Fill in Bill to: the company, the attention line, billing address, email and PO number. For a single member, use their name and address instead.
3. Enter the plan, the billing period and the number of members on the account.
4. Price the lines: members × the monthly rate, joining fees for new members, and training sessions × rate. In the Excel file, line amounts, section subtotals and the subtotal are calculated by formulas. In Word or on the PDF, work them out yourself.
5. Set the discount and tax. In the Excel file, each has a percentage cell you can edit: the corporate discount starts at 10% and sales tax at 0%. Set the discount to 0% if none applies and the tax rate to match your local rules, then check the amount due.
6. Edit the payment details and account notes, send the invoice and keep a copy.

The PDF is a blank form to print and fill in by hand. The Word and Excel files have the same layout with sample values filled in, so you can overwrite them for each member or account.