Personal trainer invoice template
Personal training is usually sold in blocks and paid before it is delivered, which makes the invoice a record of something you still owe rather than something you have done. This template bills blocks, monthly plans and single sessions, and the notes cover the two things trainers get asked about most: cancellations and whether PT is VAT exempt.
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Invoice details
Your business
Non-VAT mode: no VAT is shown. Correct if your turnover is under £90,000.
Stored on your device only and embedded in the PDF. PNG or JPG, under 1MB.
Bill to (your client)
CIS (construction)
Appearance
Items
Discount, deposit & payment
Receiving a deposit can create a VAT tax point. Check HMRC guidance if unsure.
Your business name
Invoice
INV-0001
Not VAT registered
No VAT is charged on this invoice
Bill to
Client name
- Invoice date
- 01/10/2026
| Description | Qty | Unit | Net |
|---|---|---|---|
| — | 1 | £0.00 | £0.00 |
- Net total
- £0.00
- Total
- £0.00
Blocks, packages and expiry dates
A block is the standard unit — "Block of 10 sessions @ £40 — £400" — and it's normally invoiced and paid before the first one. Put an expiry on it, in writing, on the invoice: "Valid for 16 weeks from 1 October". Without one you're carrying open-ended obligations to clients who stopped coming in March, and there's no comfortable way to close them down later.
Say how many sessions the block contains, what a session is (45 or 60 minutes), and where it takes place. If you sell single sessions at a higher rate than block sessions — most trainers do — the invoice should show the rate actually applied, so the discount for committing is visible rather than assumed.
Cancellations and no-shows
Your time is the product, and a no-show costs you the slot. Set a notice period — 24 hours is the usual — and state on every invoice that sessions cancelled inside it are deducted from the block. Enforcement is easier when the client agreed to it at the point of purchase rather than hearing it the first time they miss one.
When you do charge for a missed session, make it visible: "Session 4 — late cancellation (11 Sept), deducted from block". On a monthly plan, the equivalent is stating how many sessions the plan includes and how many were used, so a client who took two of four doesn't reasonably expect a refund of half.
Billing a gym, and billing online clients
Plenty of trainers are self-employed but work out of a gym, and the arrangement decides who your customer is. If the gym pays you for sessions or floor hours, the gym gets the invoice — usually with a reference and longer payment terms, and as a business customer it owes you statutory interest if it pays late. If you rent space and bill clients directly, each client gets their own invoice and the rent is your cost, not a line on theirs.
Online coaching, programming and nutrition plans should be separate lines from in-person sessions. They're different services at different prices, they often run on different cycles, and keeping them apart makes it obvious what a client is actually paying for each month.
Is personal training VAT exempt? Almost certainly not
This one circulates a lot. There is a VAT exemption for sport and physical education, but it applies to supplies made by eligible bodies — broadly non-profit-making organisations that meet HMRC's conditions. A self-employed trainer or a commercial gym isn't one, so personal training is standard-rated. HMRC's guidance on supplies of sport and physical education sets out who qualifies.
In practice most trainers never charge VAT because they're below the £90,000 threshold — which is what this template assumes. If you do register, note that taking payment for a block before you deliver it creates a tax point when the money arrives, so the VAT falls due on the block, not on the sessions as you work through them.
A typical personal trainer invoice
Example line items you might add:
- Block of 10 PT sessions @ £40 (valid 16 weeks) — £400
- Session 4 — late cancellation, deducted from block
- Online coaching & programming — September
- Bespoke nutrition plan — fixed £75
Frequently asked questions
Should a block of sessions have an expiry date?
Yes, and it should be on the invoice — "valid for 16 weeks from 1 October" or similar. Without one you are left carrying open commitments to clients who stopped attending months ago, with no agreed basis for closing them.
Can I charge for a session a client cancels late?
If your notice period was agreed at the point of purchase, yes. State it on the invoice as well, and when it happens show the deducted session as a named line so the client can see exactly what was charged and why.
Is personal training VAT exempt?
No. The exemption for sport and physical education applies to eligible non-profit-making bodies, which a self-employed trainer is not. Personal training is standard-rated — though most trainers are below the £90,000 threshold and so charge no VAT at all.
Do I invoice the gym or the client?
Whoever pays you. If the gym engages you for sessions or floor hours, invoice the gym as a business customer. If you rent space and sell directly, invoice each client and treat the rent as your own cost.
When is VAT due on a block paid for upfront?
If you are VAT registered, receiving payment before the sessions are delivered creates a tax point at that moment, so the VAT is due on the whole block when it is paid — not spread across the sessions as you deliver them.