How do I invoice for personal training?

Tell Clodou the client, the sessions and your price. "Invoice Mia Chen for 6 sessions at $80" adds the client if needed and creates an invoice of $480 with your logo, your business details and the next number in your sequence. A pack paid in advance is one line, such as 10 sessions at $70, and a monthly plan can be a retainer that Clodou prepares as a draft every month.

Do I need a personal trainer invoice template?

No. Each invoice is a PDF with your logo and business details, the client, each session, pack or plan with its price, the total and the due date, plus an optional note for your cancellation policy or how to pay. Clodou applies the tax rate you set, or none: whether personal training is taxed where you work is for you to check with your accountant.

Can Clodou count the sessions left in a pack?

Not by itself. Log each session on the client's project as non-billable time, such as 1 hour with Jordan today, and the Projects page shows the hours logged against it, so a pack of 10 one-hour sessions is used up at 10 hours. When the pack runs out, ask for the next pack's invoice.

Does Clodou book sessions or take payments?

No. Clodou does not book sessions, send calendar invites, run a client app, build workout plans or take card payments. Keep your booking tool for the timetable. On Solo and Team, your own payment link prints on invoices, and you record each payment when it arrives. A repeating weekly task can remind you to invoice, and it shows in your morning plan on the day.

Can I invoice a company for group classes?

Yes. Add the company as the client, with the person who booked and their accounts team as contacts, and put their purchase order number in the note if they ask for one: 8 group classes at $120 is one line of $960. A regular weekly class at a fixed monthly price can be a retainer.

Free covers up to 5 clients and 20 AI actions a month, with no separate cap on quotes and invoices (making them in the chat uses AI actions). Solo, with your payment link on invoices, is $29 a month per workspace. Team, with 5 seats and automatic reminders, is $79 a month. Prices are in USD, and the first 14 days are a free Team trial.

Who it's for / Personal trainers

Personal training invoices for sessions, packs and monthly plans

Personal trainers sell their time in a few shapes: a single session, a pack of 10 or 20 sessions paid up front, a monthly plan with a set number of sessions a week, or online coaching at a flat monthly fee. Small-group sessions split a price between clients, and sessions cancelled late are often charged under a policy. Tell Clodou what was agreed and it writes the invoice, prepares the monthly ones as drafts and keeps track of who has paid.

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Sound familiar?

Session packs tracked on a spreadsheet, and nobody sure how many are left
Monthly clients invoiced by hand at the start of every month
A late cancellation your policy charges for, forgotten by the end of the month
Payments by transfer, cash and app, with no single list of who still owes

How Clodou helps

Packs and single sessions

"Invoice Jordan Reyes for a 10-session pack at $70 a session" creates an invoice with one line of $700. Log each session on the client's project as non-billable time, and the Projects page shows the hours used against the pack.

Monthly plans as drafts

Set up a client's monthly plan or online coaching fee once as a retainer. Clodou prepares one draft invoice a month for you to check and send, and you pause it when the client takes a break.

Who has paid, client by client

Record each payment when it arrives, after your approval. Ask "who owes me money?" and get every overdue invoice with what is still owed; Clodou can draft a polite reminder for you to send.

How personal trainers bill, and how Clodou handles it

Single sessions and packs paid up front

Many trainers charge per session, with a lower rate per session in a pack of 10 or 20 paid before the first one. A pack is one invoice with one line, such as 10 sessions at $70, $700. Clodou does not count sessions down for you, but you can log each session on the client's project as non-billable time and see the hours used. Single sessions can be invoiced as they happen, or once a month with the number of sessions as the quantity.

Monthly plans and online coaching

A monthly plan, such as two sessions a week for $320 a month, or online coaching with a program and check-ins at a flat fee, is a retainer in Clodou: the amount, the start date and a description that becomes the invoice line. Clodou prepares one draft a month and sends nothing on its own. Pause the retainer when a client takes a break, and resume it when they come back.

Small groups, cancellations and extras

For small-group or partner training, invoice each person their share, or one person for the group if that is what you agreed: a group of 4 at $25 each is four invoices of $25 or one of $100. If your policy charges for a session cancelled late, write the policy in the invoice note and add each late cancellation as its own line at the amount the policy states. Clodou never adds a fee or a discount by itself. Gym or studio rent you pay can be logged as an expense.

A session pack, a monthly plan and a late cancellation

Step 1
Invoice Jordan Reyes for a 10-session pack at $70 a session. Note: sessions are valid for 3 months, and a session cancelled with less than 24 hours' notice counts as used.
Adds Jordan Reyes as a client and creates draft invoice INV-0071 with one line: personal training, 10-session pack, 10 at $70, $700. No tax is set on this workspace, so the total is $700, and the note prints on the PDF.
Step 2
Set up a $320 monthly retainer for Sam Patel from November 1: personal training, 2 sessions a week. Then prepare this month's retainer invoices.
Finds Sam Patel and sets up the retainer: $320 a month with the line "Personal training, 2 sessions a week", starting November 1. Then creates draft invoice INV-0072 for Sam with that line, $320.00. Nothing is sent on its own.
Step 3
Invoice Mia Chen for October: 6 sessions at $80, plus the session on October 21 she cancelled two hours before, at $40. Put my policy in the note: sessions cancelled with less than 24 hours' notice are charged at half price.
Finds Mia Chen and creates draft invoice INV-0073 with two lines: personal training, 6 sessions at $80, $480.00; late cancellation, October 21, $40.00. Total: $520.00, with your policy in the note.
Step 4
I sent all three. Jordan paid the $700 and Mia paid the $520; Sam hasn't paid yet.
Marks INV-0071, INV-0072 and INV-0073 as sent and shows two approval cards: $700.00 on INV-0071 and $520.00 on INV-0073. Once you approve them, both are marked paid, and INV-0072 stays open with $320.00 owed.

Just ask

Invoice Jordan Reyes for a 10-session pack at $70 a session, paid before the first session

Set up a $320 monthly retainer for Sam Patel from November 1: personal training, 2 sessions a week

Invoice Mia Chen for October: 6 sessions at $80 and a late cancellation on October 21 at $40

Questions

How do I invoice for personal training?: Tell Clodou the client, the sessions and your price. "Invoice Mia Chen for 6 sessions at $80" adds the client if needed and creates an invoice of $480 with your logo, your business details and the next number in your sequence. A pack paid in advance is one line, such as 10 sessions at $70, and a monthly plan can be a retainer that Clodou prepares as a draft every month.
Do I need a personal trainer invoice template?: No. Each invoice is a PDF with your logo and business details, the client, each session, pack or plan with its price, the total and the due date, plus an optional note for your cancellation policy or how to pay. Clodou applies the tax rate you set, or none: whether personal training is taxed where you work is for you to check with your accountant.
Can Clodou count the sessions left in a pack?: Not by itself. Log each session on the client's project as non-billable time, such as 1 hour with Jordan today, and the Projects page shows the hours logged against it, so a pack of 10 one-hour sessions is used up at 10 hours. When the pack runs out, ask for the next pack's invoice.
Does Clodou book sessions or take payments?: No. Clodou does not book sessions, send calendar invites, run a client app, build workout plans or take card payments. Keep your booking tool for the timetable. On Solo and Team, your own payment link prints on invoices, and you record each payment when it arrives. A repeating weekly task can remind you to invoice, and it shows in your morning plan on the day.
Can I invoice a company for group classes?: Yes. Add the company as the client, with the person who booked and their accounts team as contacts, and put their purchase order number in the note if they ask for one: 8 group classes at $120 is one line of $960. A regular weekly class at a fixed monthly price can be a retainer.
What does it cost?: Free covers up to 5 clients and 20 AI actions a month, with no separate cap on quotes and invoices (making them in the chat uses AI actions). Solo, with your payment link on invoices, is $29 a month per workspace. Team, with 5 seats and automatic reminders, is $79 a month. Prices are in USD, and the first 14 days are a free Team trial.

Guides

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How to Bill Retainer Clients: Models and Invoice Examples
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Invoice Payment Terms Explained: Net 30, Due on Receipt
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Every new workspace starts with a 14-day trial of Team, no card required. Then stay on Free: up to 5 clients and 20 AI actions a month; quotes and invoices have no separate cap, and making them in the chat uses AI actions.

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