Personal Trainer Invoice Template UK
Invoice personal training with one-off sessions, packages and online coaching plans on separate lines, and a clean PDF download. Free, no sign-up.
- One-off sessions or packages
- Client reference
- VAT only if registered
- One-click PDF download
1Your business
2Invoice details
3Client & payment
4Line items
| Description | Qty / hrs | Rate | Amount |
|---|
| Description | Qty / hrs | Rate | Amount |
|---|---|---|---|
| Add line items to see them here | |||
Sessions, packages and plans
Personal trainers typically invoice in three ways: individual sessions, prepaid packages and online coaching plans. Whatever the shape, the invoice tool works the same way — put each line item on its own row, price it, and the totals fill themselves in.
- Individual session — a 1-to-1, priced per session.
- Package — a block of sessions priced together, often at a small discount.
- Online coaching plan — a month of remote programming, billed in advance.
Packages shift you from making money only when you are training towards being paid for your expertise in advance. A typical structure is a 10-session block invoiced up front, which secures your calendar and gives the client a reason to come back.
Invoicing before the work
For most trainers a session is worth far more than it costs to bill, so you want payment before the work. Send the invoice as soon as the client books, mark it received once it clears, and confirm the date that payment is due. A package that is fully paid means no awkward conversations at the end of a session about whether a client intends to come back.
VAT for personal trainers
Only VAT-registered businesses charge VAT. Most self-employed personal trainers earn below the £90,000 VAT threshold and issue invoices with no VAT at all. If you are registered, tick the VAT box and the invoice shows the net, VAT and gross totals a VAT invoice needs. If you are not registered, leave the box unticked and no VAT appears.
Records for self-assessment
Every invoice you issue is income for your self-assessment return. Keep the PDFs, because your income figure is the total of what you invoiced plus what you were paid in cash, and recording each invoice is the easiest way to know that number when the return is due.
How this invoice tool works
Fill in your client
Your name, trading name, address and the client reference, then build the invoice beside the form.
Add sessions and packages
List one-off sessions and PT packages on separate lines, and the invoice totals itself.
Download the PDF
Save a clean invoice in one click — no watermark — then email it to your client and keep a copy for your records.
Already sent it and still waiting?
Four ready-made follow-up emails, from a friendly nudge to a final notice.
More free invoice tools
Frequently asked questions
What should a personal trainer invoice include?
Your name and trading name, your address, a unique invoice number, the invoice date, the client name and reference, each session or plan with its price, the total and your payment details. VAT only if you are VAT-registered.
Do I need a VAT number for PT invoices?
Only if your business is VAT-registered. Most self-employed personal trainers earn below the registration threshold and issue invoices with no VAT at all.
Should I sell packages or single sessions?
Most trainers sell blocks of sessions prepaid. It secures your calendar, gets you paid in advance and makes the client committed to the plan.
How do I show a payment on the invoice?
Mark the invoice as received once the client pays, and keep a copy as your record.
Is this personal trainer invoice template free?
Yes — create and download unlimited invoices with no sign-up and no watermark on the PDF.
General guidance only — this is not legal, tax or accounting advice. Last reviewed 22 September 2026.