Professional Personal Trainer Invoice Template
Create invoices for PT sessions, fitness packages, online coaching, and nutrition planning.
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Peak Performance PT
| Description | Qty | Unit Price | Total |
|---|---|---|---|
1-to-1 personal training sessions 12-session block (3x per week for 4 weeks) | 12.00 | £40.00 | £480.00 |
Initial fitness assessment and goal setting Body composition, mobility screening, and goal consultation | 1.00 | £60.00 | £60.00 |
Customised nutrition plan 4-week macro-based meal plan with shopping list | 1.00 | £75.00 | £75.00 |
Online progress check-ins (weekly) Video call review and programme adjustments | 4.00 | £15.00 | £60.00 |
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Create Your Invoice NowLegal & HMRC Requirements
Legal Requirements
- Specify session expiry period for block bookings
- Include your PT insurance and first aid certification details
- State cancellation and rescheduling policy
HMRC Requirements
- Gym rental and equipment costs are deductible expenses
- Professional insurance premiums are deductible
- Keep records of CPD courses and qualifications
Frequently Asked Questions
Should personal trainers issue invoices?
Yes, issuing proper invoices is essential for your business records and tax returns. Even if clients pay by card or app, you need a clear record of income. It also looks more professional and helps clients claim fitness as a benefit if their employer offers it.
How should I price block bookings on an invoice?
Show the per-session rate and the number of sessions, so the client can see the total. If you offer a block discount, show the standard rate and the discounted rate. Set an expiry period (e.g. 6-8 weeks) and state it on the invoice.
Do personal trainers need to charge VAT?
Only if your annual turnover exceeds £90,000. Most sole trader PTs fall below this threshold. If you do register, you must charge 20% VAT on all sessions and can reclaim VAT on business purchases like equipment.
Can I invoice for online coaching separately?
Yes, online coaching plans, video check-ins, and customised programming can be invoiced as separate services. Break them down clearly so clients understand what they are paying for alongside in-person sessions.
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