Training Invoice Template

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Invoice #
Reference #
Jan 31, 2023
Feb 14, 2023
Your Name
Your Company
Your Address
Client's Name
Client's Company
Client's Address
Oct 01, 2021
Strength training
Oct 06, 2021
Oct 06, 2021
Providing instructions
Total due
Hi Client's! 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.

Training Invoice Template FAQ

What is a Training Invoice used for?

A training invoice is used to itemize services relating to training. If the invoice is detailed and accurate, there should be no frustration on the client's part, and they will pay it quickly and without question. The alternative is that the client won't understand the invoice and will follow its submission by asking a slew of questions, calling the contractor, and generally prolonging what should be a very simple and straightforward process.

As a trainer, and any other kind of contractor, your time is valuable. You only get paid when you're actually working and if you're spending your time dealing with post-invoice questions, it could hurt your bottom line.

“Training” is a pretty broad definition, but it's one that encompasses people in the following fields:

  • Training individuals in the use of software programs (accounting software, design software, admin software), often on behalf of a company that is implementing a new system.
  • Providing fitness and health services to individuals who need to lose weight, build muscle, or prepare for an athletic event. Such training can be provided on a one-to-one basis or on behalf of a sports team.
  • Web-based training that takes place over software like Zoom and constitutes a series of webinars targeted toward the needs of a company.
  • Team building services designed to improve companionship and to help employees work more effectively as a team. These services are typically provided on location for a group of office workers or retail workers.
  • Agency training services designed to improve the skillsets of writers, designers, developers, and other creative professionals working in an agency.

Before submitting a training invoice, consider connecting it to a direct payment system or providing the client with the means to pay you. It's an often-overlooked aspect of invoice submission, and it's just another aspect that slows the process down and leads to frustration on behalf of both the client and the contractor.

How do you bill for your 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.
  • Milestone billing is useful for larger projects that will take place over several weeks or months. Set some milestones, such as the delivery of first stages, and send an invoice when those milestones happen. 
  • Billing by the project is very common for freelancers. Once the client approves the final proof, send them the bill.
  • 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.
  • 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 training work?

Most freelancers work 36 hours per week and charge $21 per hour according to a survey by Payoneer. Experience level is the most important factor in determining the best hourly rate to charge. New freelancers usually charge a lower amount, while experienced experts charge two to three times the average rate for their industry.

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 in a couple of ways:

First, take a look at your monthly expenses and determine what you want/need to earn. That should be the minimum amount that you charge. Also, consider the fact that you won't get paid for everything you must do as a freelancer, such as preparing your taxes, looking for more customers, and weekly admin work. This means that 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.

Next, take a look at how much others charge for similar services at your level of expertise. One of the best ways to do this is to join a Facebook group 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 an expert.

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 East Coast might not be successful in Nevada. Try a few different price points until you find the rate clients accept and you can live on.

What is unique about a personal trainer invoice?

A personal trainer invoice is unique in that it will include a detailed breakdown of the fitness services provided. This can include the type of service, the duration of the session, and any additional items that were included in the overall package. The invoice should also include any additional fees such as administrative costs or taxes, as well as the payment due date. 

Furthermore, personal trainers typically use their own billing system which is tailored to their unique needs and services. This means that a personal trainer may set up an automated payment system, or otherwise have specific invoicing requirements for each client. 

Additionally, since every personal training experience is different, it's important to make sure that each invoice includes an accurate description of exactly what was provided during the session including specific exercises and drills performed.

Do you even need a personal training invoice template?

A personal training invoice template is unique because it can be tailored to each client's needs. It allows fitness service providers to create professional invoices that accurately reflect their services, as well as the prices they are charging for those services. Moreover, a personal trainer invoice template can also include additional items such as taxes and other fees, allowing for a more accurate calculation of total charges.

Additionally, a personal training invoice template can provide an efficient way to keep track of client payments and sessions by clearly showing the amount due and when payments are expected. By using this type of invoice template, personal trainers can ensure that they are properly compensated for their services while also providing their clients with a clear record of transactions.

How do you write a training invoice?

Writing a personal training invoice is an essential part of running a successful personal training business. It is important for both the trainer and their client to have a clear understanding of the services provided and payment method. A well-crafted personal training invoice should include the invoice date, an itemized list of services, and the payment method.

As different personal trainers charge differently for their services, it is important to make sure that your rates are competitive in your area. When creating a personal training invoice, it is also important to incorporate taxes into your rate so that you can plan for them accordingly. Additionally, having an option for recurring payments on your invoices may be beneficial as it can help ensure that clients pay you on time each month.

How to create a training invoice?

This part is simple! Here's a step-by-step guide to getting your personal training invoices done:

  1. Open one of Indy's Freelance 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. Save it in your Indy workspace or download it as a PDF. Then, email it to your client so they can pay you.

What are the benefits of using invoice templates for personal trainers?

Using a personal training invoice template is a great way for a personal trainer to ensure that they accurately and professionally bill clients for their personal training services. A well-crafted invoice template can help personal trainers keep track of their services and income, as well as properly bill their clients. It also helps them to present themselves in a professional manner by ensuring that their invoices are presented clearly and accurately. 

Furthermore, using these templates ensures that the process is efficient and organized. They can save time by simply entering the necessary information into the template and sending it off for payment. Additionally, these templates can be tailored to suit the specific requirements of personal trainers’ services, allowing them to include pricing details, taxes, discounts, payment methods, and more on the invoice. Ultimately, by using a personalized training invoice template, personal trainers can make sure that their work is billed swiftly and accurately – something every professional should be striving for.

Can I create my own personal trainer invoice template?

It is technically possible to create your own freelance invoice templates, but it is generally not recommended, especially when it comes to specialized fields like personal training. While software like Google Sheets or Google Docs can provide basic functionality for creating invoices, they may lack the specific features required for personal training invoices. It is more beneficial to utilize dedicated personal training invoice templates that are designed to meet the specific needs of personal trainers. These templates often include sections for client information, session details, rates, and totals, making it easier to accurately bill your clients. 

Moreover, personal training invoice templates may incorporate additional features such as automated calculations, multiple payment options, and built-in terms and conditions to ensure a smooth invoicing process. Creating your own invoice templates from scratch in general-purpose software can be time-consuming and prone to errors. Utilizing pre-designed personal training invoice templates not only saves you time but also enhances the professionalism of your invoices. They offer a standardized format that reflects industry best practices and can be easily customized to include your branding elements. By using a purpose-built personal training invoice template, you can streamline your invoicing process, maintain accuracy and consistency, and present a more professional image to your clients.

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. Get started today with your free invoice template! Send professional invoices with Indy.

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