Updated
Personal Trainer Invoice Template (Free Google Sheets)
Personal trainer invoice template: free CSVs for invoice details, line items and payment tracking, with a user-set tax rate and overdue flags.
Check VAT or sales tax treatment and required invoice fields with your accountant.
Set up the invoice
Fill in your business and client details, invoice number, issue and due dates, service description and payment reference. Have your accountant confirm the required fields and tax treatment. Import each CSV tab and test the totals before issuing an invoice.
Keep the payment log accurate
Record payment only after it is confirmed. Match references with the client tracking spreadsheet and keep commercial terms in your reviewed personal trainer forms.
Preview the currency format
Example total: £100.00 (GBP)
Formatting only. This does not convert currencies. After importing the CSV, set the currency code and number format in your own sheet.
Free starter CSV downloads
Get every tab as a CSV by email, then import them into your own Google Sheet. The previews below are open to everyone and use fictional example data.
CSV files carry the layout and example rows only, not formatting, charts, checkboxes or a shared Google Form. Formula cells arrive as text: check each one, then delete the leading apostrophe to switch it on.
Invoice
Example invoice, not tax advice. Check required fields, VAT/sales tax registration and rates with your accountant. Currency is a format setting, not a conversion.
| Field | Value |
|---|---|
| Business name | Your business |
| Business address | Your address |
| Client | Example client |
| Invoice number | INV-001 |
| Date | 2026-10-09 |
| Due date | 2026-10-23 |
| Currency | GBP |
| Subtotal | 100 |
| Tax rate | 0 |
| Tax | 0 |
| Total | 100 |
| Payment details | Your payment reference |
Line Items
Example arithmetic: quantity × rate. Use one currency for the whole invoice.
| Package | Sessions | Quantity | Rate | Amount |
|---|---|---|---|---|
| Coaching package | Agreed service | 1 | 100 | 100 |
Amount formula (line-items):
=C2*D2Formula Reference
Activate these formulas in the Invoice cells after reviewing tax treatment. Tax is user-set; no rate is recommended.
| Destination | Formula |
|---|---|
| Invoice!B9 | =SUM('Line Items'!E2:E) |
| Invoice!B11 | =ROUND(B9*B10,2) |
| Invoice!B12 | =B9+B11 |
Invoice Log
Enter paid date only when payment is confirmed. The overdue flag is a reminder, not a collection instruction.
| Number | Client | Amount | Currency | Due date | Paid date | Status |
|---|---|---|---|---|---|---|
| INV-001 | Example client | 100 | GBP | 2026-10-23 | Open |
Status formula (invoice-log):
=IF(F2<>"","Paid",IF(AND(E2<>"",E2<TODAY()),"Overdue","Open"))More free templates
Frequently asked questions
Can I use GBP, USD, EUR or AUD?
Yes. Set the currency code and number format consistently. The selector changes the symbol only; it does not exchange money or change tax treatment.
Should I add VAT or sales tax?
Ask your accountant what applies to your business and client. The example rate is zero only as a placeholder, not a statement that tax is not due.
How does the overdue flag work?
An invoice is flagged when the due date is before today and no paid date is recorded. Review the actual payment and agreed terms before following up.
Can I connect this to a client roster?
Use a consistent client ID or invoice number in your client tracking spreadsheet. Do not store card details in a sheet.