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Accounting and invoicing for personal trainers

One-to-one training, ten-session cards, online coaching, corporate fitness and studio rent: a personal trainer sells time in packages and works in changing places. Saldiqo writes invoices for packages, creates recurring invoices for ongoing coaching and records studio rent and equipment.

Updated:

What comes up for personal trainers

Packages in advance

Ten-session cards and monthly packages are paid upfront and used over weeks.

Changing places

Studio, park, home, company: costs for rent and travel fluctuate.

Online and in person

Online coaching is a subscription, in-person training a single service.

How Saldiqo helps

  • Packages as itemsTen-session card, monthly package and single session.
  • Online coaching as a seriesMonthly invoice on schedule.
  • Corporate fitnessQuota as a recurring invoice to the company.
  • Record rent and equipmentReceipts by phone photo.

Typical invoice lines

Examples that often appear on invoices in this industry. You set the prices yourself.

  • Personal training, 60 minutes, single session
  • Ten-session personal training card
  • Online coaching, November
  • Corporate fitness, 8 sessions a month
  • Studio rent re-invoiced as per receipt
  • Training plan, one-off

Tax and invoicing in the UK

What applies to invoices in the UK, in short. As of October 2026.

VAT
Standard rate 20 %, reduced rate 5 % and zero rate 0 %. Saldiqo calculates each invoice line with the rate you pick.
VAT registration
You must register once your taxable turnover passes £90,000 over any 12 months, or you expect to pass it within the next 30 days. You can deregister below £88,000. Until you are registered, your invoices show no VAT, and Saldiqo adds up your 12-month turnover for you.
What goes on an invoice
If you are VAT registered: your VAT number, the tax point, unit prices and the VAT total in pounds. A limited company shows its registered name on every invoice, and its company number, registered office and part of the UK on letters, order forms and the website.
E-invoicing
There is no mandate today. From April 2029 e-invoicing is planned for all B2B and B2G sales that carry VAT, through Peppol. The exact date and standard are not yet in law, and the government’s roadmap follows with the Budget on 28 October 2026.
VAT returns
VAT returns go to HMRC through Making Tax Digital, usually quarterly, due one month and seven days after the period. Saldiqo shows sales and VAT per rate and exports CSV. It does not submit to HMRC, and for Making Tax Digital you need software recognised by HMRC.
Record keeping
Keep VAT records for 6 years.
Late payment
Statutory interest on late business payments is the Bank Rate (3.75 % in the second half of 2026) plus 8 points, so 11.75 %. On top comes fixed compensation of £40, £70 or £100, depending on the amount owed (under £1,000, from £1,000, from £10,000). Consumers have no statutory interest.
Getting paid
Your sort code and account number are on every invoice. Customers pay by Faster Payments or Bacs, and banks check the account name with Confirmation of Payee. There is no QR standard in the UK.

Frequently asked questions

How do I bill ten-session cards?

As an item on an invoice, paid in advance. You count redemptions yourself or in a list.

Can I bill online coaching automatically?

Yes. A recurring invoice per client creates the invoice on schedule.

Do personal trainers in the UK have to charge VAT?

Only once they are VAT registered. Registration is required when taxable turnover passes £90,000 over any 12 months, or is expected to within the next 30 days. Below that you may register voluntarily. If you are not registered, you must not show VAT on your invoices.

Do personal trainers in the UK need e-invoicing?

Not today. A mandate for B2B and B2G sales with VAT is planned from April 2029, and the details were still open as of October 2026. You can keep sending PDF invoices for now.

How long should personal trainers keep invoices?

Keep VAT records for 6 years. You can store receipts digitally in Saldiqo. The legal duty to keep records stays with you.

Try Saldiqo for free

Write invoices, match payments, collect receipts and send reminders: free and without a trial period.

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As of October 2026. General information, not legal or tax advice, without guarantee. For your case ask your tax adviser.