Personal Trainer Invoice Template

Mail icon
Invoice
Invoice #
011
Reference #
BD-32
Issued
Jan 31, 2023
Due
Feb 14, 2023
From
Matthew Bacon
Pumped
3598 Mill Street
To
Adam Levesque
Handyman
864 Sycamore Road
Date
Item
Qty/hrs
Rate
Amount
Aug 31, 2021
Fitness assessment
-
1.00
0.00
Sep 13, 2021
Health goal identification
-
1.00
0.00
Sep 13, 2021
Fitness programs
-
1.00
0.00
Subtotal
$0.00
Discount
-20.00
Total due
-$20.00
Notes
Hi Adam! Thanks so much for the continued business. Looking forward to the next project.
Late fee
If this invoice is unpaid by the due date, a non-compounding late fee as a percentage of the invoice total in the amount of 10% will be applied monthly to the outstanding amount.
Thank you for your business.
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How it works

Don't wait another minute to get paid. Create your next invoice in minutes, accept flexible payment methods, and track the status of every payment in one place. Here’s how to get started:
Sign up for a free Indy account
Launch Indy’s invoice builder
Edit your invoice in minutes
Send it off with just a click
Get paid fast

Get paid quicker and easier

Indy Invoice templates take the pain out of billing.
  • Build and send an invoice in minutes.
  • Personalize your invoices with your brand color and logo, and leave a nice message for your recipient.
  • Accept payment by top credit and debit cards, check, wire transfer, direct deposit, and more.
  • Add your unbilled time tracks to your invoices as line items for easy payment.
  • Include discounts, late fees, and request deposits.
  • Make single invoices or set up recurring billing.
  • Send your invoices straight from Indy or export them to PDF to send them however you want.
  • Keep track of each invoice’s status, so you know who has paid and who to remind.
  • Set the estimates in your proposals to automatically generate invoices when accepted.
invoices

Personal Trainer Invoice Template FAQ

What Is a Personal Trainer Invoice Used For?

You’ll use your invoice to get paid for your training work. 

Your clients can clearly see the services you provide, when they should pay for them, and any late fees, if applicable. A well-designed invoice makes it easier to avoid questions about how much money is owed or due by which date.

Accepting multiple forms of payment is easier now than ever before. Select which payment methods you accept on your invoice and invite your customers to choose the payment method that’s best for them. 

You can use your personal training invoice to bill clients for many services, such as:

  • Equipment rental
  • Venue rental
  • Insurance fees
  • Personal development plan charges
  • Cancellation charges

Whatever services you are billing your clients for, using a single form of billing will make life simpler. Connecting your invoices to a payment system and bank account will help you keep track of paid and unpaid bills easily.

How do you bill for Personal Training work?

You can bill your clients by sending them an invoice. There are a few things to get right with your billing. Here’s a short list:

  • You can bill by the hour, milestone, or project. 
  • Hourly billing is really common and you can use Indy’s Time Tracker to track your hours easily. You can even add your time tracks to your invoices as line items.
  • Other billing schedules are less common. However, you could arrange class bookings or training projects for specific goals.
  • Many freelancers take a deposit at the beginning of the project. This protects you from shady clients and sets you up for cash flow success. Deposits up to 50% are normal.
  • Trainers may also wish to charge some form of booking fee or deposit to help avoid cancellations.
  • You should set out your billing and payment terms in your contract. If you don’t have a contract, use Indy’s Contracts tool to create one before you start work.
  • Once you finish the work or pass the milestone, send the client an invoice. If you don’t have an invoice, you can use Indy’s invoice generator to create a professional invoice in just a few moments.

That’s it! Those are the basics of how to bill someone for your work. 

How much to charge for your personal trainer work?

Here are average charges for personal trainers:

·    $25-$50 per 30-minute session

·    $40-$70 per 60-minute session

·    $60-$100 per 90-minute session

Home training sessions can cost between $60-$100 per hour.

Knowing how much to charge for your work is a complicated area. We want to help freelancers, so we’re going to give you some general tips here about settling on the best amount to charge clients for your services.

Let’s think about this from a few different perspectives:

First, how much do you want/need to earn? You should create your rates to reflect what you need to earn. Keep in mind that you won’t get paid for some of the things you must do, such as preparing your taxes, looking for more customers, and weekly admin work. So, your hourly or project rate needs to be a little higher to make up for the unpaid work that is part of every freelancer’s life.

Second, how much do others charge for similar services at your level of expertise and experience? This question can be a little difficult to answer, but you can just ask. Join a Facebook group and ask. Call a local competitor and ask. Once you know what they charge, you can go under that if you’re new to the market or over it if you’re the boss.

Another massive item you should plan for is taxes. You’ll be paying your own taxes as a freelancer, so your rates should incorporate the taxes you’ll eventually have to pay. The average tax amount paid by Americans, for all taxes, is about 29%. This means you’ll end up paying $3 in taxes out of every $10 you earn. Price your work to pay your taxes and be left with the income you want.

Your best rates will be different because everyone’s market is different. What works on the West Coast might not be successful in Texas. Try a few different price points until you find the rate clients accept and you can live on.

How to create a Personal Trainer invoice? 

This part is easy! Here’s a step-by-step guide to getting your invoice done:

  1. Open one of Indy’s Personal Trainer Invoice Templates.
  2. Add your business branding and information.
  3. Insert your client’s contact information.
  4. Number your invoice in a useful way.
  5. Fill in the lines with your work completed and the cost per task/hour.
  6. Check the invoice total and details.

Once you’ve finished these six steps, you are ready to send your invoice to your client. Send it straight from Indy or download it as a PDF and use your own email client to send it. 

Why Choose Indy?

Indy offers an all-in-one platform for freelancers to manage all their admin work. When you sign up with Indy, your invoicing gets better because the other tools work together. For example, you can use Indy’s Time Tracker to note the time spent on a project. When you’re ready, the Invoice tool can automatically pull your unbilled hours for the project onto your invoice to make it ready to use. This makes your billing more accurate and saves time as well. When you set up your customers and projects with Indy, your entire workflow becomes smoother.

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