Why personal trainers should send professional invoices
Whether you provide services at a gym, a company, or with one-to-one private clients, you know how to get people moving and working their bodies. You need a flexible invoice that can cover all the different kinds of training, teaching or coaching you do. At the same time your invoices need to be clear and easy-to-understand so your clients know exactly what they are paying for.
A sophisticated, well-designed invoice also reflects your image as high quality personal trainer, and creates credibility and confidence in your name and in your brand.
Once you've downloaded your free invoice template, you'll need to customize it to fit your specific business. Here are the 10 key things to include on your invoice:
- Title and Description: Name the project and briefly describe what type of work your client is being invoiced for.
- Company Details: Add your company name, address, phone number, and logo to the top-right corner.
- Customer Details: Under "Bill To", add your customer's name, address, and contact information.
- Invoice Number: Include a unique invoice number to help you track down this invoice in the future. You can format this based on sequence and customer. For example, if you're sending your very first customer their first invoice, the invoice number could be 001-001.
- Dates: Include the date when your invoice has been issued and the date when payment is due.
- Line Item: Add individual line items for each unique good or service you provided. For each line item, include a brief description, quantity, individual unit price, and total price.
- Subtotal: Add up the subtotal of your goods or services, before tax has been applied.
- Tax: Indicate the tax rate applied to the subtotal. This is legally required to provide on invoices, and your rate may differ depending on where you run your business.
- Total: Outline the total amount due from the customer, after tax.
- Notes: Include any additional info your customer should know, including terms of service and payment terms (for example, payments are due 30 days after the invoice has been issued).
- Look through our selection of great looking invoice templates and pick the one in the design and color that speaks to you
- Download the invoice template in the format you prefer to use, such as Word, Excel, PDF, Google Docs, or Google Sheets. It’s easy to download and it’s free!
- Add your name, cell phone number, and email address
- Add in your logo and website address – as well as any specialty training you are qualified in, such as Pilates
- Put in your client’s name and current contact information
- Generate a unique invoice number
- Add the current date and the payment due date
- List all the personal training services you provided, along with descriptions of each, and the hourly or flat fee. If you are charging a flat fee, specify how many sessions are covered by the fee
- Add lines to include longer descriptions of personal training activities so your client is completely clear about the benefits and the costs
- Add up the total cost, including applicable tax, and enter the total
- Add your payment terms, as well as all the payment methods you accept
- You have probably formed a close relationship with your clients, so add a personal line at the end congratulating them on achieving a personal goal, or to encourage them to keep up the great work
- Make sure you save a copy for your records – and give a copy to your client
When is the right time to send an invoice to your personal trainer clients?
The time to send your invoice depends upon the client and the type of personal training you are providing. If it’s a one-off session, or a physical assessment, most personal trainers bill at the end of the session. If you are being hired for a series of classes or private sessions, or on contract at a gym or company, you might decide to ask for payment up front, or create a regular monthly invoicing schedule to keep the payments coming in.
Invoicing tips for personal trainers
Include your professional recommendations
Add a few lines to describe any future personal training programs or activities you think would be beneficial for your clients. It shows you are thinking about their best interests and providing them with your expert knowledge. It also encourages additional business!
Keep an up-to-date timesheet
If you are providing your personal training services at an hourly rate, accurately track your billable hours and include your timesheet as an attachment to your invoice so your clients know exactly how many hours you have worked together. If you are under contract to a gym or company, and your agreement specifies a maximum number of hours, a timesheet indicates when extra charges need to be included.
Accept a variety of payment methods
Let your customers pay in the way that’s most convenient for them. Accepting e-Transfers, debit cards, direct bank deposits, and other online methods of payment can help you get paid faster.
Keep a record of your clients with numbered invoices
Numbered invoices help you keep track of your clients and their particular personal training programs. You might also want to include a job code to keep the invoices for gyms or corporate clients organized and easy to refer to.