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.
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 Cyprus
What applies to invoices in Cyprus, in short. As of October 2026.
- VAT
- Rates 19 %, 9 %, 5 % and 3 %, plus 0 % until 31 December 2026 for infant milk, nappies, hygiene products and fresh fruit and vegetables.
- VAT registration
- The threshold is €15,600 of taxable turnover over 12 months, or expected within the next 30 days. If you sell services to businesses in other EU countries, you generally register from the first sale. Until you are registered, Saldiqo leaves VAT off and adds up your turnover.
- What goes on an invoice
- Even businesses that are not VAT registered must issue invoices and receipts. Companies show their name, HE number, the words “private company” where they apply, and their registered office. Notes such as reverse charge appear in Greek and English.
- Invoice timing
- Issue invoices within 30 days.
- E-invoicing
- There is no mandate. Public bodies accept e-invoices (Peppol BIS 3.0) and suppliers send them voluntarily. EU rules follow from 1 July 2030.
- VAT returns
- VAT4 returns are filed online through TFA, quarterly with staggered periods, by the 10th of the second month after the period, moved to the next working day if it falls on a weekend. Saldiqo does not file returns.
- Record keeping
- Plan for 10 years. The minimum is 6 years, VAT records can need up to 7 years, and OSS records 10 years.
- Late payment
- Interest on late business payments is 10.40 %, plus €40 compensation between businesses.
- Languages
- Use Saldiqo in Greek or English and send invoices in either language.
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 Cyprus have to charge VAT?
Once they are registered, yes. The threshold is €15,600 over 12 months, or expected within 30 days. Services to businesses in other EU countries require registration from the first sale.
Do personal trainers in Cyprus need e-invoicing?
No. Public bodies accept e-invoices through Peppol and suppliers use it voluntarily. EU rules follow from July 2030, so PDF invoices remain fine today.
How long should personal trainers keep invoices?
Plan for 10 years: the minimum is 6 years, VAT records can need up to 7 and OSS records 10. You can store receipts digitally in Saldiqo. The legal duty to keep records stays with you.
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As of October 2026. General information, not legal or tax advice, without guarantee. For your case ask your tax adviser.