Fitness Professional Invoice Template

Fully editable with custom branding and pre-written offering. Send and get paid online.

Fitness Professional Invoice Template

Fully editable with custom branding and pre-written offering. Send and get paid online.


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First Name
Last Name
Acme LLC.
First Name
Last Name
Corporation Corp.
First Name
Last Name
Acme LLC.
First Name
Last Name
Corporation Corp.

Fitness Professional Invoice Template

Fully editable with custom branding and pre-written offering. Send and get paid online.

Fitness Professional Invoice Template

Fully editable with custom branding and pre-written offering. Send and get paid online.

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Date: March 8th 2023



Acme LLC.

Corporation Corp.

This Contract is between Client (the "Client") and Acme LLC, a California limited liability company (the "Coach").

The Contract is dated January 23, 2023.


1.1 Project. The Client is hiring the Coach to develop a coaching relationship between the Client and Coach in order to cultivate the Client's personal, professional, or business goals and create a plan to achieve those goals through stimulating and creative interactions with the ultimate result of maximizing the Client's personal or professional potential.

1.2 Schedule. The Coach will begin work on February 1, 2023 and will continue until the work is completed. This Contract can be ended by either Client or Coach at any time, pursuant to the terms of Section 4, Term and Termination.

The Coach and Client will meet by video conference, 4 days per month for 2 hours.

1.3 Payment. The Client will pay the Coach an hourly rate of $150. Of this, the Client will pay the Coach $500.00 (USD) before work begins.

1.4 Expenses. The Client will reimburse the Coach's expenses. Expenses do not need to be pre-approved by the Client.

1.5 Invoices. The Coach will invoice the Client in accordance with the milestones in Section 1.3. The Client agrees to pay the amount owed within 15 days of receiving the invoice. Payment after that date will incur a late fee of 1.0% per month on the outstanding amount.

1.6 Support. The Coach will not be available by telephone, or email in between scheduled sessions.


- A coaching relationship is a partnership between two or more individuals or entities, like a teacher-student or coach-athlete relationship. Both the Client and Coach must uphold their obligations for the relationship to be successful.

- The Coach agrees to maintain the ethics and standards of behavior established by the International Coaching Federation (ICF).

- The Client acknowledges and agrees that coaching is a comprehensive process that may explore different areas of the Client's life, including work, finances, health, and relationships.

- The Client is responsible for implementing the insights and techniques learned from the Coach.


3.1 Overview. This section contains important promises between the parties.

3.2 Authority To Sign. Each party promises to the other party that it has the authority to enter into this Contract and to perform all of its obligations under this Contract.

3.3 Coach Has Right To Give Client Work Product. The Coach promises that it owns the work product, that the Coach is able to give the work product to the Client, and that no other party will claim that it owns the work product. If the Coach uses employees or subcontractors, the Coach also promises that these employees and subcontractors have signed contracts with the Coach giving the Coach any rights that the employees or subcontractors have related to the Coach's background IP and work product.

3.4 Coach Will Comply With Laws. The Coach promises that the manner it does this job, its work product, and any background IP it uses comply with applicable U.S. and foreign laws and regulations.

3.5 Work Product Does Not Infringe. The Coach promises that its work product does not and will not infringe on someone else's intellectual property rights, that the Coach has the right to let the Client use the background IP, and that this Contract does not and will not violate any contract that the Coach has entered into or will enter into with someone else.

3.7 Client-Supplied Material Does Not Infringe. If the Client provides the Coach with material to incorporate into the work product, the Client promises that this material does not infringe on someone else's intellectual property rights.


This Contract is ongoing until it expires or the work is completed. Either party may end this Contract for any reason by sending an email or letter to the other party, informing the recipient that the sender is ending the Contract and that the Contract will end in 7 days. The Contract officially ends once that time has passed. The party that is ending the Contract must provide notice by taking the steps explained in Section 9.4. The Coach must immediately stop working as soon as it receives this notice unless the notice says otherwise.

If either party ends this Contract before the Contract automatically ends, the Client will pay the Contractor for the work done up until when the Contract ends. The following sections don't end even after the Contract ends: 3 (Representations); 6 (Confidential Information); 7 (Limitation of Liability); 8 (Indemnity); and 9 (General).


The Client is hiring the Coach as an independent contractor. The following statements accurately reflect their relationship:

- The Coach will use its own equipment, tools, and material to do the work.

- The Client will not control how the job is performed on a day-to-day basis. Rather, the Coach is responsible for determining when, where, and how it will carry out the work.

- The Client will not provide the Coach with any training.

- The Client and the Coach do not have a partnership or employer-employee relationship.

- The Coach cannot enter into contracts, make promises, or act on behalf of the Client.

- The Coach is not entitled to the Client's benefits (e.g., group insurance, retirement benefits, retirement plans, vacation days).

- The Coach is responsible for its own taxes.

- The Client will not withhold social security and Medicare taxes or make payments for disability insurance, unemployment insurance, or workers compensation for the Coach or any of the Coach's employees or subcontractors.


6.1 Overview. This Contract imposes special restrictions on how the Client and the Coach must handle confidential information. These obligations are explained in this section.

6.2 The Client's Confidential Information. While working for the Client, the Coach may come across, or be given, Client information that is confidential. This is information like customer lists, business strategies, research & development notes, statistics about a website, and other information that is private. The Coach promises to treat this information as if it is the Coach's own confidential information. The Coach may use this information to do its job under this Contract, but not for anything else. For example, if the Client lets the Coach use a customer list to send out a newsletter, the Coach cannot use those email addresses for any other purpose. The one exception to this is if the Client gives the Coach written permission to use the information for another purpose, the Coach may use the information for that purpose, as well. When this Contract ends, the Coach must give back or destroy all confidential information, and confirm that it has done so. The Coach promises that it will not share confidential information with a third party, unless the Client gives the Coach written permission first. The Coach must continue to follow these obligations, even after the Contract ends. The Coach's responsibilities only stop if the Coach can show any of the following: (i) that the information was already public when the Coach came across it; (ii) the information became public after the Coach came across it, but not because of anything the Coach did or didn't do; (iii) the Coach already knew the information when the Coach came across it and the Coach didn't have any obligation to keep it secret; (iv) a third party provided the Coach with the information without requiring that the Coach keep it a secret; or (v) the Coach created the information on its own, without using anything belonging to the Client.

6.3 Third-Party Confidential Information. It's possible the Client and the Coach each have access to confidential information that belongs to third parties. The Client and the Coach each promise that it will not share with the other party confidential information that belongs to third parties, unless it is allowed to do so. If the Client or the Coach is allowed to share confidential information with the other party and does so, the sharing party promises to tell the other party in writing of any special restrictions regarding that information.


Neither party is liable for breach-of-contract damages that the breaching party could not reasonably have foreseen when it entered this Contract.


8.1 Overview. This section transfers certain risks between the parties if a third party sues or goes after the Client or the Coach or both. For example, if the Client gets sued for something that the Coach did, then the Coach may promise to come to the Client's defense or to reimburse the Client for any losses.

8.2 Client Indemnity. In this Contract, the Coach agrees to indemnify the Client (and its affiliates and their directors, officers, employees, and agents) from and against all liabilities, losses, damages, and expenses (including reasonable attorneys' fees) related to a third-party claim or proceeding arising out of: (i) the work the Coach has done under this Contract; (ii) a breach by the Coach of its obligations under this Contract; or (iii) a breach by the Coach of the promises it is making in Section 3 (Representations).

8.3 Coach Indemnity. In this Contract, the Client agrees to indemnify the Coach (and its affiliates and their directors, officers, employees, and agents) from and against liabilities, losses, damages, and expenses (including reasonable attorneys' fees) related to a third-party claim or proceeding arising out of a breach by the Client of its obligations under this Contract.


9.1 Assignment​. This Contract applies only to the Client and the Coach. Neither the Client nor the Coach can assign its rights or delegate its obligations under this Contract to a third-party (other than by will or intestate), without first receiving the other's written permission.

9.2 Arbitration. As the exclusive means of initiating adversarial proceedings to resolve any dispute arising under this Contract, a party may demand that the dispute be resolved by arbitration administered by the American Arbitration Association in accordance with its commercial arbitration rules.

9.3 Modification; Waiver. To change anything in this Contract, the Client and the Coach must agree to that change in writing and sign a document showing their contract. Neither party can waive its rights under this Contract or release the other party from its obligations under this Contract, unless the waiving party acknowledges it is doing so in writing and signs a document that says so.

9.4. Noticies.

(a) Over the course of this Contract, one party may need to send a notice to the other party. For the notice to be valid, it must be in writing and delivered in one of the following ways: personal delivery, email, or certified or registered mail (postage prepaid, return receipt requested). The notice must be delivered to the party's address listed at the end of this Contract or to another address that the party has provided in writing as an appropriate address to receive notice.

(b) The timing of when a notice is received can be very important. To avoid confusion, a valid notice is considered received as follows: (i) if delivered personally, it is considered received immediately; (ii) if delivered by email, it is considered received upon acknowledgement of receipt; (iii) if delivered by registered or certified mail (postage prepaid, return receipt requested), it is considered received upon receipt as indicated by the date on the signed receipt. If a party refuses to accept notice or if notice cannot be delivered because of a change in address for which no notice was given, then it is considered received when the notice is rejected or unable to be delivered. If the notice is received after 5:00pm on a business day at the location specified in the address for that party, or on a day that is not a business day, then the notice is considered received at 9:00am on the next business day.

9.5 Severability. This section deals with what happens if a portion of the Contract is found to be unenforceable. If that's the case, the unenforceable portion will be changed to the minimum extent necessary to make it enforceable, unless that change is not permitted by law, in which case the portion will be disregarded. If any portion of the Contract is changed or disregarded because it is unenforceable, the rest of the Contract is still enforceable.

9.6 Signatures. The Client and the Coach must sign this document using Bonsai's e-signing system. These electronic signatures count as originals for all purposes.

9.7 Governing Law. The validity, interpretation, construction and performance of this document shall be governed by the laws of the United States of America.

9.8 Entire Contract. This Contract represents the parties' final and complete understanding of this job and the subject matter discussed in this Contract. This Contract supersedes all other contracts (both written and oral) between the parties.



Acme LLC.

Corporation Corp.
Table of contents

If you have a personal training business, are a yoga instructor, or provide any professional fitness services as a freelancer, one of the most important aspects to take care of is your invoicing process. Sure, you need to invest a lot of your time coming up with routines, getting new clients, following up on existing clients and even doing your own workouts to provide the best service possible. But that's no excuse to send invoices that are unprofessional and don't reflect your work ethic.

There are certain key elements that your invoices should include and that can help you keep a good cash-flow as well as organized paperwork. This doesn't mean you have to spend hours writing and proofreading every single invoice. Instead, simply create your own fitness professional/personal training invoice template and fill it out in minutes every time you need it. Read on to find out what elements your template should include.

Note: Use Bonsai's complete invoicing software to create and send unlimited invoices, payment reminders, get viewing notifications and automatically apply late fees to overdue accounts. Step up your invoicing game today!

Essential Elements of a Personal Training Invoice Template

When creating your personal training invoice template, you want to make sure all important details are consistently covered. Yes, an invoice is used to request payment, but when done right it can also help you strengthen customer relationships, get more business, and even encourage early payments. For flawless invoices every time, include the following essential elements on your invoice template.

Business Information

Start your personal training invoice template with a section for your fitness business information such as name (it could be your full name if registered that way), phone number, street address, email address and website. You can also add a few lines to mention any specialized services you offer such as group classes, bodybuilding, senior fitness etc.

For more professional invoices, add your business logo, registered trademarks, business partners, or any fitness-related imagery that will make your invoice stand out and be easily recognizable for your clients.

Client Information

Next, include a section on your personal trainer invoice template for your client's contact information, starting with their full name, phone number, billing address and email address for digital invoices. If you have a database, you may also include the client ID number in this section to make it easier to track their client payments and keep your paperwork organized.

Invoice Number and Date

You also want to assign a unique invoice number to all of your personal training invoices. This will help you maintain a smooth accounting process. Additionally, include the date when the invoice was sent out, which will serve as a guideline to determine the payment due date and apply any late payment penalties.

Fitness Services Provided

Make sure your personal training invoice template has enough space for an itemized list of the services you provided. You want to provide enough detail of the charges, including a small description such as what kind and how many sessions were provided (dancing, yoga, pilates etc...), along with the unit price and total cost for each. Specify if you are charging a flat rate per session or if it's a weekly, monthly or package cost.

If you charge an hourly rate instead of a flat fee per service (usually for , you may want to include a timesheet to clearly show the hours you will bill clients for. Use this section to specify any additional charges such as initial assessments, meal plans, fitness accessories, etc.


On the totals section of your personal training invoice template, include separate lines to specify the total cost of the services provided before taxes (subtotal), then add the applicable taxes, and the final amount due. This is also the ideal section to mention any discounts applied to your clients such as referrals, group sessions, or seasonal offers. Subtract the discounted amount from the subtotal before you add the taxes, and provide a short description of the discount as well so your client knows where it's coming from.

Payment Details

If you want to encourage prompt payments and avoid spending extra time giving payment instructions, this is an important section to get right. Make sure you include all of your accepted payment methods such as credit/debit cards, cash, checks, ACH transfer or online payments. Add the corresponding account numbers, mailing address for checks, account holder's name, and any payment links to make this process as easy for your client as possible.

Don't forget to mention your payment terms starting with the due date, late fees, refund policy, payment plans available and any early payment incentives you may offer.


It's a great idea to leave some extra space at the end of your personal training invoice template to include a personal note or thank you message for your clients. This will help you build a better relationship with them and even keep track of their progress as you can mention any milestones they achieved during their training.

Use Our Free Invoice Template for Fitness Professionals

If you don't have time to waste in creating your own invoice template, simply download Bonsai's free invoice template for fitness professionals and personal trainers. Our invoice templates are very easy to customize and will help you get paid faster with minimal effort. With just a few tweaks, you'll have a professional and well designed invoice ready to be sent out in minutes so you can invest more time on growing your business.

Once you have personalized your invoice template, save it in your preferred format so you can keep using it with all your clients and even set up recurring billing. You can also integrate payments and link your bank account allowing your client to choose their preferred payment method to get your money faster. But why stop there? Check out all the other tools Bonsai has to offer!

Aside from helping you send professional invoices, we have an accounting software you can use to get income reports, track expenses, get tax estimates, and identify valuable write-offs. You can also apply for a fuss-free checking account for business to help you keep your business finances in the same place. Take your fitness business to the next level, with Bonsai!

Frequently Asked Questions
Questions about this template.

How do I make an invoice for a gym?

Start by customizing a Bonsai invoice template. Add your personal details, the invoice number, the company logo, the clients' contact info, a list of the services you supplied, and the total amount after that.

What should a professional invoice include?

Unique invoice number, business name and address, date of the invoice, description of the job, billing information, and the total value of the services.

How do you invoice someone professionally?

The easiest way to send clients professional billing requests is with one of Bonsai's free invoice templates. Well with the use of our invoicing software, you can simplify the whole process, request partial payments, and set recurring payments.