A personal trainer invoice should include your name or business name and contact info, the client's name, a unique invoice number, the billing period or session dates, itemized services (training sessions, nutrition consultations, online coaching, meal plans) with quantities and rates, subtotal, tax if applicable, and total due. Always include your cancellation policy and payment terms.

You can list a session package as a single line item (e.g., "8 Personal Training Sessions × $75") or itemize sessions by date. Billing in monthly or bi-weekly blocks reduces paperwork and is professional. Many trainers also pre-sell packages and apply a deposit credit when billing.

A standard policy is 24-hour notice required to reschedule without charge. Cancellations within 24 hours or no-shows are typically billed at the full session rate. State this clearly in the Terms section of every invoice so clients know the policy before their first session.

Most US states do not tax personal training as a service, but some do. If you sell physical products (supplements, equipment, branded merchandise), those are usually taxable. Use the Tax % field in the toolbar to apply your local rate if needed. Consult your accountant for state-specific guidance.

For packages, list the full package as one line item with the session count in the description. If a deposit was collected upfront, record it in the Deposit Paid row in the totals section to show the remaining balance due. This makes the invoice clear and reduces client billing questions.