Personal trainer invoice template
A personal trainer invoice usually bills a pack of sessions in advance: one line saying how many sessions the pack includes and when it must be used by. Clients paying per session get one line per session instead, with its date.
Written by Flowfetti's founder, a working Pilates and Yin yoga instructor who invoices studios every week. Updated 3 October 2026.
Registered for GST?
Enter amounts including GST. The GST inside the total is worked out for you.
Tax invoice
Your business name
Invoice INV-0001
Bill to
Studio or client name
| Items | Date | Qty | Amount |
|---|---|---|---|
| Personal training: pack of [number] sessions, to be used by [date] | 1 | $0.00 |
Sessions cancelled with less than [your notice period] notice count as used.
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Session packs or pay as you go
A pack is invoiced once, before the first session, as a single line: the number of sessions and the date they must be used by. Pay-as-you-go clients get a weekly or fortnightly invoice with one line per session and its date.
Packs mean fewer invoices and payment before the work. Single sessions suit a new client who is not ready to commit. Offering both is common.
What a personal training invoice should show
- Your name or business name, and your ABN.
- The client’s name, and an invoice number that never repeats.
- For a pack: the number of sessions, and the date it must be used by.
- For single sessions: one line per session with its date.
- The total, the GST if you are registered, the due date, and your bank details.
Keeping track of sessions used
Keep a simple count of sessions used from each pack, and mention it when a client is close to the end: “2 sessions left in your pack”. It is the easiest moment to offer the next pack, and it avoids a dispute about how many were left.
Cancellations
Set a notice period for cancelling a session, tell clients in writing before they buy, and repeat it in your invoice notes. The template has a line ready for it.
Registered for GST?
Then title it "Tax invoice" and show the GST. If you are not registered, title it "Invoice" and leave GST off, but keep your ABN on it. The maker switches between the two for you, and the full list of what a tax invoice must show is on the tax invoice template page.
Templates for other kinds of work
- Tutoring invoice template
- Music lesson invoice template
- Yoga teacher invoice template for private and corporate classes
General information, not tax or legal advice. For your own situation, check with the ATO or your accountant.
Questions people ask
Should I invoice a session pack before or after the sessions?
Before. Invoice the whole pack as one line before the first session, with the number of sessions and the date the pack must be used by.
Can a session pack expire?
Yes, if the client was told the expiry date before buying. Put the date on the invoice line so it is in writing.
How do I invoice a client who pays per session?
Send one invoice a week or fortnight, with one line per session and its date, rather than an invoice after every session.
Rather it wrote itself?
Flowfetti builds each invoice from the classes and lessons you teach, adds your ABN and the GST, sends it on the day you choose, and follows up when one is late.
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