For Personal Trainers: Packages, Drop-Ins and Corporate Clients on One Workflow

2026-05-25

A personal trainer’s calendar is the business. Each blue block on Tuesday at 7 a.m. represents either a session in a 10-pack someone already paid for, a drop-in who’ll Venmo afterwards, or a slot delivered under a corporate wellness contract. Same hour, three different invoice flows.

Most trainers we talk to are running spreadsheets to track which client has how many sessions left — and a separate spreadsheet to remember which invoices were sent.

Meet Justas

Justas trains clients out of a small gym in Vilnius. About 50 sessions a week between in-person, online, and one corporate client (an IT company that prepaid 80 sessions for its employees, drawn down at their pace). His client base is split roughly:

40% package clients — pay €450 up-front for ten sessions, draw down whenever.
40% drop-ins or weekly regulars — pay per session or invoiced monthly.
20% the corporate contract — one monthly invoice for delivered sessions.

He used to track everything in a Google Sheet that lived next to his foam roller. It worked at 20 sessions a week. At 50, he started forgetting to invoice the drop-ins, then accidentally invoicing the package clients twice.

The Real Billing Reality

Coaching businesses don’t fit one billing model:

Packages are one invoice, many sessions. The €450 ten-pack is invoiced once, on purchase. The ten sessions that follow over the next two months don’t generate new invoices — but they still go in the calendar.
Drop-ins are session-by-session. Either paid immediately (cash, transfer, Stripe) or batched monthly.
Corporate contracts are monthly summaries. “Eight sessions delivered to your employees in May @ €45 = €360, payable net-30.”
The calendar is shared with all three. You can’t separate “blocks I need to invoice” from “blocks already paid for” without colour-coding — and even then, it’s mental overhead.

The result is a Sunday-evening reconciliation: drop-ins to invoice, packages to mark sold, corporate sessions to count. Two hours, low-value, easy to mess up.

How Haiku Fits a Training Business

Three pieces of Haiku do the heavy lifting:

Bulk-create invoices from your calendar — once a month, point Haiku at the previous month’s calendar, exclude the blocks that belong to active packages (you tell it which client names are “pre-paid”), and the rest become invoices in one go. The drop-in regulars and corporate summaries fall out of the same flow. Bulk-create invoices from Google Calendar.
One-off invoice for a new package sale in under a minute — line item “10-session personal training package”, price €450, customer details saved for the inevitable next package three months later. How to create an invoice.
Send everything from your own Gmail so the invoice lands from “Justas Coaching” not a no-reply, and you have a searchable sent folder when a client asks “did you ever invoice me for May?” Set up Gmail for invoice sending.

Whether the practice is strength, conditioning, online coaching, group training or corporate wellness — the workflow scales the same way: package sales as one-off invoices, recurring sessions via the calendar wizard, corporate as a once-a-month line.

When It’s Not the Right Fit

Haiku doesn’t track how many sessions are left in a package — that’s still a job for your training app or your own notes. If you need automated session-balance tracking, look at a dedicated booking platform. Haiku owns the invoicing side cleanly, and many trainers run it alongside their booking tool.

If you do fewer than 5 sessions a week or only sell packages (no drop-ins), the manual route stays simpler.

Getting Started in 3 Steps

Sign up free at haiku.lt and connect Google — 500 invoices in the free plan covers a full year of solo coaching.
Create one invoice for each customer type — a drop-in single session, a 10-pack package, and the corporate monthly summary. Three templates Haiku will reuse forever.
Run the Calendar wizard at month-end, deselecting any clients with active packages. The first run is ten minutes; from month two, it’s five.

Reclaim Sunday Evening

Questions? Email dalius.dobravolskas@gmail.com.