Personal trainers are great at changing bodies — but billing is often an afterthought. Here's exactly what to put on your invoices, how to structure packages for maximum cash flow, and how to handle the dreaded late-paying client.
🐕 TL;DR
Sell packages upfront (cash flow win). Invoice monthly for pay-per-session clients. Have a written cancellation policy. Use automated reminders so you don't have to awkwardly ask for money in person at the gym.
Unlike a standard freelancer invoice, a PT invoice has specific line items that matter. Here's a complete list:
| Line item | Example | Notes |
|---|---|---|
| 1:1 PT session | 4 × £60 | Most common — per session × rate |
| Group session | 2 × £25/person × 6 people | Bill per-person or per-class flat rate |
| Online coaching | Monthly programme £150/mo | Recurring — use recurring invoice |
| 10-session package | 10 × £55 = £550 | Invoice upfront — best for cash flow |
| Cancellation fee | 1 × £30 (50% cancellation) | Only if policy agreed upfront |
| Travel / mobile PT | Travel fee £15 | For mobile trainers going to client location |
| Nutrition plan | Custom meal plan £75 | One-off additional service |
Bill weekly or monthly for completed sessions. Works for casual clients who prefer flexibility. Downside: more admin, more chasing. If going this route, bill weekly — monthly billing means you might be owed for 20+ sessions before chasing.
Client purchases a block of sessions upfront (e.g. 10 × £60 = £600). You get paid before you train. No chasing. Client is committed. Package expires in 12 weeks — creates urgency to attend. This is the most professional and cash-flow-friendly structure.
Fixed monthly fee for a set number of sessions per week (e.g. £240/month for 1 × weekly session). Predictable income. Use recurring invoices in Chaser — auto-creates the invoice each month and sends automated reminders if unpaid.
Use Chaser's free invoice generator to create a professional PT invoice in minutes:
Create your PT invoice with sessions, packages, and cancellation fees — download as PDF or send directly to clients.
Create free PT invoice →Cancellations are the #1 source of lost income for personal trainers. The fix: a clear, written cancellation policy agreed before the first session.
Sample cancellation policy (add to your client agreement and invoices):
“Cancellations with more than 24 hours' notice: full session credit. Cancellations within 24 hours: 50% of session rate charged. No-shows: 100% of session rate charged. Cancellation fees will appear as a line item on your next invoice.”
When you charge a cancellation fee, add it as a separate line item on the invoice with the date and session reference. This transparency prevents disputes — the client can see exactly what they're being charged for and why.
Asking for payment in person at the gym is uncomfortable for everyone. It changes the dynamic from coach-client to creditor-debtor. Automated invoicing removes this entirely.
With Chaser: send the invoice, and if the client doesn't pay by the due date, Chaser sends a polite automated reminder. Then a firmer one. Then a final notice. You never have to mention it in person — the invoice handles it professionally in the background.
Send PT invoices and let Chaser send payment reminders automatically. Never have the awkward money conversation again. Free for up to 3 invoices.
Start free →Free forever · No credit card · Setup in 2 minutes
A personal trainer invoice should include: your name and business name, client name and contact, invoice number and date, due date, itemised list of sessions (type, quantity, rate), any travel fees, cancellation fees charged, VAT/GST if applicable, payment total, and your payment details (bank transfer, payment link, etc.).
Three common approaches: (1) Weekly billing — invoice every Friday for sessions completed that week, good for regular pay-per-session clients. (2) Monthly billing — invoice on the 1st for sessions completed or scheduled that month. (3) Package billing — invoice upfront when client purchases a package (10/20 sessions). Package billing is the best for cash flow as you get paid before training starts.
Yes, as long as your cancellation policy was agreed upfront. Include your cancellation policy in your client agreement and on your invoices. Standard policy: cancellations within 24 hours are charged at 50–100% of session rate. Add cancelled sessions as a separate line item on the invoice with the policy reference.
For a package (e.g. 10 sessions × £60): issue a single invoice for the full package amount (£600) when the client purchases it, due before the first session. Describe it as '10-session PT package, valid for 12 weeks'. This approach maximises upfront cash flow and reduces admin.
Bank transfer is most cost-effective for regular clients — no transaction fees. GoCardless (direct debit) works well for recurring monthly packages. Stripe/Square for one-time payments. Avoid cash for invoiced amounts — it makes tax records messier and harder to automate reminders for. Always provide a payment reference number matching your invoice number.