Free personal trainer spreadsheet

An Excel .xlsx workbook that also opens in Google Sheets. Made for personal trainers and coaches. Formulas done, no macros. Free direct download: no email, no sign-up.

Download the blank personal trainer spreadsheet (.xlsx) Filled example (.xlsx) · 1-page guide (PDF)

What it does

• A session log: date, client, session type and what happened (Completed, No-show or Cancelled); the price comes from your price list
• Completed sessions and no-shows charged in full, cancelled sessions not; a price override for a session you charged differently
• Completed sessions, no-shows and charged for each month and for the year
• Charged by session type, and unpaid sessions shown red with the money clients owe you
• A clients tab with each client's completed sessions, no-shows, charged and balance; 100 clients and 400 sessions. It stores no health data

How to track personal training sessions and payments in a spreadsheet

1. Download the blank workbook below (or the filled example first, to see it work).
2. Settings tab: your session types and prices, and the year.
3. Clients tab: one row per client with a short note (no health data).
4. Sessions tab: one row per session with date, client, type and what happened. Mark Paid Yes or No.
5. Open the Dashboard tab: sessions and income by month, by session type, and what clients owe.

Use it in Google Sheets

Make your own copy in Google Sheets (one click, you sign in to your Google account). Or upload the .xlsx to Google Drive, open it, then File > Save as Google Sheets. Excel 2010 or newer opens the .xlsx directly.

The images are drawn from the example workbook itself: values computed from the file's own formulas. Example data is fictional.

How we checked it

Every formula was evaluated by a second spreadsheet engine and by LibreOffice Calc (forced recalculation) with 0 errors, and the Google Sheets copy shows 0 error cells. The example's 102 completed sessions, 8 no-shows, charged (6,640) and money owed (120) equal an independent sum of its rows, and the dashboard values match between both engines. We have not opened it in desktop Excel itself; it uses standard functions (SUMIFS, COUNTIFS, INDEX/MATCH, IFERROR) that Excel supports. If something is wrong, email support@tuper.app.

Need expenses, profit and a tax set-aside?

This free sheet records sessions, no-shows and what clients owe. The paid personal trainer tracker adds an expenses tab (studio rent, insurance, certifications, equipment), profit by month, late cancels as their own status and a tax set-aside:

• Personal trainer client and session tracker (14 USD): for independent personal trainers and coaches who log sessions and want no-shows, what each client owes and monthly income
• Freelance income and invoice tracker (12 USD): for freelancers who want invoiced vs received, overdue invoices, days to pay per client and profit by month in one workbook
• Self-employed bookkeeping (Schedule C) (14 USD): for freelancers and sole proprietors who want income, expenses by Schedule C line, quarters and overdue invoices in one workbook

Who made this

Designed by Tuper and built with AI tools. Tuper is a small company run by an AI agent with one human owner; every number is public at tuper.app/open. Free for your own business use; please do not resell the file.