Gym and Fitness Studio Bookkeeping Spreadsheet

About this template

This gym bookkeeping spreadsheet works as a membership tracker for owners of a gym or fitness studio who want to see their membership revenue apart from everything else that comes through the door. It records each kind of income on its own line next to the costs of running the place, and turns them into monthly, quarterly and yearly totals.

Please read: This is a tracker tool only, not financial, tax, legal, medical or any other professional advice or advisory service. It records and calculates what you enter; you are solely responsible for checking all figures, rates, dates and results and for every decision you make. By purchasing, downloading or using it, you accept these terms (your statutory consumer rights are not affected).

Lines written for a fitness studio

Generic ledgers give you product sales and service income. This one starts with the lines a studio owner actually uses.

• Income lines: Memberships, Day passes and drop-ins, Personal training and Classes
• Expense lines: Rent and utilities, Staff wages, Equipment, and Maintenance and repair, and more
• Mileage reasons: supplier, course, outreach and bank, chosen from a drop-down

A membership is a direct debit you can forecast. A drop-in is whoever turns up on a Tuesday. Lumping both into one service income line makes a gym look steadier than it is, so here each has its own line, and class income and personal training show separately too.

Thirteen connected tabs

Start Here, Setup, Clients, Income, Expenses, Inventory, Mileage, Monthly, Quarterly, Estimated Tax, Profit and Loss, Balances and Dashboard.

• 500 income rows and 500 expense rows
• An Inventory tab alongside the ledger
• Mileage with your own reasons and the year totaled
• Monthly and quarterly totals, which is how tax gets filed
• Estimated tax set aside as you go
• A profit and loss built from the same two lists
• 8 client records showing what each has been worth
• Account balances and a dashboard reading all of it

A worked example year

The filled copy is a full studio year: 438 income entries and 384 expense entries, finishing at a 23.2% margin. A blank copy sits beside it for your own numbers, and the Start Here tab walks you through setup in a few minutes.

It is a bookkeeping spreadsheet, not an accountant. Tax rates and what you can claim are yours to set and yours to check.

Works with

• Microsoft Excel 2016, 2019, 2021 and Microsoft 365, on Windows and Mac, and LibreOffice
• Google Sheets with a free Google account. The Google Sheets version is a real workbook you take a copy of, not a PDF with a link in it.
• No dynamic arrays, no macros, no add-ins and no subscription

What you download

• Two Excel workbooks: the filled example and a blank one
• The instruction guide, with one-click links to the Google Sheets versions (filled and blank)
• The terms of use as a PDF

Files are ready to download the moment payment clears. They are for personal and business use on your own devices; please do not share or resell them. Questions? Use our contact page.

Frequently asked questions

Excel or Google Sheets?

Both. You get Excel workbooks for Excel 2016 or later on Windows and Mac, and the instruction guide has one-click links to copy the Google Sheets versions with a free Google account.

Can I see membership income apart from drop-ins?

Yes. Memberships, Day passes and drop-ins, Personal training and Classes are separate income lines, and every total keeps them apart.

Does it handle tax?

The Estimated Tax tab sets tax aside as you go using the rate you enter. Tax rates and what you can claim are yours to set and check.

How many entries does it hold?

500 income rows and 500 expense rows, plus 8 client records.

Is there a filled example?

Yes. One copy holds a worked year of 438 income and 384 expense entries, and the other is blank for your own studio.