Stop Chasing Clients for Payment After Every Session
You're a personal trainer, not a debt collector. Create professional invoices for single sessions or training packages, send them instantly after the workout, and let automatic reminders handle the rest. Spend your energy on your clients, not on chasing payments.
Why Choose Experi?
Invoice Sessions or Sell Packages
Bill per session, sell blocks of 10, or set up monthly training packages with recurring invoices. Experi handles flexible billing so you can offer the payment structures your clients prefer.
Send Invoices Straight from the Gym
Finish a session and send the invoice before your client leaves. Experi works on your phone so you can invoice between clients without carrying a laptop to the gym.
Look Professional, Attract Better Clients
Professional invoices with your PT branding set you apart from trainers using bank transfers and WhatsApp reminders. Clients see you as a serious business - and serious clients pay on time.
From job to customer invoice
An invoice workflow for personal trainers
A trainer invoices a block of one-to-one sessions plus a separately agreed programme. Explain whether the invoice covers completed sessions or a prepaid block so the client does not confuse billing with sessions remaining.
Describe the package
Apply the personal-trainer template and state the session count or fixed package. Replace the example prices with your own and remove services not included in the client's agreement.
Save repeat services
Use Inventory services for individual sessions, blocks and programme reviews. Each invoice retains its own description and price if you later change your service menu.
Keep billing separate from attendance
Review the package and payment due date before sending. Record payments when received; use your separate attendance records to track sessions used or remaining.
Preselected, never automatically applied. Enter your own prices and review the client, dates and tax settings.
Before you invoice: The invoice does not manage session credits or bookings. Do not include medical conditions, health measurements or private coaching notes.
The tools behind this workflow
Explore the tools behind this workflow. Templates and inventory are free capabilities; document allowances apply. Time tracking, recurring invoices and automated chasing require Pro.
Perfect For
Key Features
Frequently Asked Questions
Should I invoice per session or sell packages?
Packages improve your cash flow and client commitment. Most successful PTs offer session packages (e.g., 10 sessions) or monthly subscriptions alongside pay-as-you-go options. Experi supports all billing models, so offer what works for your clients.
Do personal trainers need to register as self-employed?
If you're self-employed (not employed by a gym), you must register with HMRC and file a Self Assessment return. Even if you train clients as a side hustle alongside gym employment, your freelance income needs to be declared.
Can I add supplements or merchandise to my invoices?
Yes! Add any line items to your invoices - supplements, resistance bands, programme PDFs, or merchandise. Experi lets you itemise products alongside training sessions so everything is on one clean invoice.
How do I handle cancellations and refunds?
If a client cancels a pre-paid session, you can issue a credit note through Experi to adjust the balance. Set clear cancellation terms (e.g., 24-hour notice required) and include them on your invoices to protect your income.
Get Back to the Work You Love
Spend less time on invoicing and more time doing what you're great at.
No credit card required • Start invoicing in under 60 seconds