Personal Trainer Bookkeeping Spreadsheet

About this template

This personal trainer bookkeeping spreadsheet bills 1:1 sessions, groups and online blocks from one client list. It is made for trainers and any fitness coach who wants three ways of earning in a single set of books.

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).

Three ways of billing, one ledger

One-to-one, group and online income all go into the same ledger, and the quarterly tax set-aside follows your real profit rather than four equal guesses. A quiet quarter sets aside less and a busy one more, so the figure matches the work you actually did.

One ledger, every report

You enter money in on one tab and money out on another, pick a tax rate for each line, and everything else reads those two. The monthly view, the quarterly view, the profit and loss statement, the sales tax worksheet and the dashboard all recalculate. Nothing is typed twice, and no number on a report can disagree with the ledger it came from. Your client tracker, invoice tracker and income tracker are all views of the same two lists.

Sixteen connected tabs

Two registers carry everything; the other tabs only report.

• Income: 500 rows, with the tax split out on every line
• Expenses: 500 rows, split the same way
• Setup: your categories, your tax rates and your set-aside percentage
• Monthly, Quarterly and Profit and Loss: all calculated
• Sales Tax: collected against paid, by rate and by quarter
• Estimated Tax: four quarterly set-asides at your own rate
• Custom Range: pick any two dates and everything follows
• Comparison: this year against last, month by month
• Balances: what each account took in and paid out
• Dashboard: six live figures and the four quarters
• Start Here: walks you through setup in a few minutes

Two years of demo data

The filled copy holds two full years of demo data, so the comparison view has something real to compare. You can see a full training year working before you add your own clients.

Works with

• Microsoft Excel 2016, 2019, 2021 and Microsoft 365, on Windows and Mac, and LibreOffice. No Microsoft 365 subscription needed, and no Google account needed for the Excel files.
• Google Sheets with a free Google account. You get real spreadsheet files, not a PDF with a link in it.
• No add-ins, no macros, no subscription and no bank connection

What you download

• The Excel workbook, filled with a worked example
• The same workbook, blank and ready for your own numbers
• The instruction guide, with one-click links to the Google Sheets versions (filled and blank)
• The terms of use as a PDF

Your files are ready as soon as payment clears. The template is for use in your own business; please do not share or resell the files. Questions before or after you buy? Use our contact page and we will help.

Frequently asked questions

Does it work in Excel and Google Sheets?

Yes. The Excel workbook runs in Excel 2016 or later on Windows and Mac with no Google account needed, and the instruction guide holds two one-click links to the Google Sheets versions.

Can I track 1:1, group and online clients together?

Yes. All three go into one ledger as their own categories, read from one client list.

Why does my tax set-aside change each quarter?

Each quarter reads your real profit, so a slower quarter sets aside less than a busy one, at the rate you choose.

Does it handle sales tax?

Yes. Pick a tax rate per line and the tax is split out and netted against tax paid by quarter.

Can I compare this year with last?

Yes. The Comparison tab sets this year against last, month by month.