Gym and fitness invoice template
Invoice template for health clubs and studios: gym membership, personal training and group fitness program. Fill it in online or download Excel or Word.
Templates by industry
- Gym membership
- Personal training
- Group fitness program
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Gym membership" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Group fitness program". Confirm delivered sessions and attendance and hand over agreed materials and feedback.
Send the billing record
Send the final charges, delivery reference and due date to the customer, then reconcile payment against the invoice number.
Most gym members pay by card or direct debit and never see an invoice. This template is for the cases where one is needed: an employer paying for staff memberships, a personal trainer billing a client for a block of sessions, or a studio invoicing a company for a wellness program. It keeps membership periods, one-to-one sessions and group classes apart, so whoever pays can see which costs recur every month and which were used session by session.
Fields to prepare
- Deliverables and line items
- Gym membership, Personal training, Group fitness program: record the quantities actually supplied and the service period.
- Gym membership
- State the membership period with start and end dates, such as 1–30 June, and the number of members when a company pays for several.
- Personal training
- Bill sessions by count and length, for example 8 × 60 minutes, and list the dates if the client pays after the sessions.
- Group fitness program
- Name the program and its run, like a six-week class block, and charge per participant or a flat fee as agreed.
- Participants and sessions
- Record the audience, participant count, duration of each session and training period.
- Materials and assessment
- Specify materials, practice and assessment scope, feedback format and delivery deadlines.
- Scope to agree
- Separate membership dates, personal-training sessions, group-program attendance and sessions already used.
Before sending
- Does “Gym membership” show the quantity actually supplied, not the quantity first quoted?
- Is “Personal training” charged at the rate the customer agreed to, with any change approved?
- Is “Group fitness program” finished and accepted, or does it belong on a later invoice?
Show 3 more
- Agree how absences, rescheduling and make-up sessions are handled.
- Check whether learning materials, equipment, venue and recordings are included.
- Match completed work to the order or approval record, and confirm the payment due date and amounts already received.
Worked example with sample figures
The figures below are invented to show how the template adds up: 3 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Gym membership | 1 × $1,500.00 | $1,500.00 |
| Personal training | 12 × $2,400.00 | $28,800.00 |
| Group fitness program | 2 × $95.00 | $190.00 |
| Subtotal | $30,490.00 | |
| Sales tax (8%) | $2,439.20 | |
| Total | $32,929.20 | |
Net amount $30,490.00, sales tax $2,439.20, total payable $32,929.20.
What the document must show
The details an invoice has to show, and why each one matters, are set out in the guide below.
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Full requirements: How to write an invoice: a step-by-step example
Frequently asked questions
A client bought a ten-session pack and used six. What goes on the invoice?
Bill the pack as it was sold, one line at the pack price, and note how many sessions remain and when they expire. Unused sessions are then handled under your pack terms, not by changing an invoice that was already issued.
How do I invoice an employer for staff memberships?
Use one line per membership type with the number of staff and the period. If the employer needs names for its benefits records, attach a separate list rather than printing personal details on the invoice itself.
Should a session cancelled at short notice still be billed?
Only under the cancellation rule the client agreed to, such as 24 hours’ notice. If you bill it, give the date and call it a late cancellation, so it is not mistaken for a session that took place.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $2,439.20 on a net amount of $30,490.00, for a total of $32,929.20. The editor recalculates all three when you change a quantity, a price or the country.
Can I use it in another language or currency?
Yes. The document language can be set to any of 33 languages, and changing the country setting updates the currency, the date format and the tax rate.
Read next
Reading for the Gym and fitness invoice template: How to write an invoice: a step-by-step example and Invoice numbering: sequences and corrections. The VAT and GST calculator works out the tax line for you.