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.
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.
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.
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!