Personal trainer invoice template

How do personal trainers usually invoice?

Personal trainers sell blocks of sessions paid in advance with an expiry period, and monthly online coaching plans billed by direct debit, so the invoice states the number of sessions bought, their length and the date they must be used by. Single sessions are paid at booking. Trainers renting space in a gym pay rent to the gym and invoice clients directly; those employed by a gym do not invoice at all.

Personal trainers in this example are paid on receipt. Hourly rates run from £35 to £80.

What should a personal trainer put on an invoice?

Beyond the legal basics, personal trainers should:

• State the sessions in the block, their length and the expiry date.
• Take payment before the first session of a block and show the balance of sessions remaining on later invoices.
• State the cancellation window (commonly 24 hours) and charge missed sessions under it.
• Invoice online coaching monthly in advance with what the plan includes.

Every UK invoice, whatever the trade, must also show:

• a unique, sequential invoice number
• your business name and address (and company number if you trade as a limited company)
• the client’s name and address
• the invoice date and, for VAT invoices, the date of supply if different
• a clear description of each item of work or goods
• the amount due and when it must be paid
• your VAT number, the VAT rate per line and the VAT total, if you are VAT registered

Do personal trainers charge VAT?

You only charge VAT once registered, which is compulsory when taxable turnover passes £90,000 in any rolling 12 months. Below that, show no VAT line and no VAT number. Once registered, these services are standard rated at 20% because they are not medical care supplied by a registered health professional.

On the Flat Rate Scheme the sector for personal trainers is usually “Sport or recreation” at 8.5% of VAT-inclusive turnover, with a 1% discount in the first year of registration. If you spend little on goods you may be a limited cost trader and have to use 16.5% instead. The scheme suits businesses with few VAT-able costs; check it against the standard method with the VAT calculator before joining.