Personal Trainer Spreadsheet UK | Client Tracker, Sessions, Block Bookings, Session Credits, Invoices, Tax Set-Aside (Google Sheets & Excel)

Seller's description

PERSONAL TRAINER HUB UK: run a PT business from one file. Clients with their usual session and price; a sessions log that works out every charge, late cancellations and no-shows included; block bookings that count themselves down; every client's session credits at a glance; programme review dates; invoices with a printable A4 invoice; expenses under Self Assessment headings; mileage; and a dashboard with what to move to the tax pot.

FOUR COLOURWAYS, ALL INCLUDED
- Pastel: a soft pastel rainbow, each tab and category in its own pastel.
- Bright: bold, saturated colour blocks.
- Dark: deep navy with glowing accents, easy on the eyes.
- Earthy: sage, sand and terracotta.
Each colourway comes as an Excel file with example numbers, a blank Excel file and its own Google Sheets copy link. The formulas are identical, so pick the look you like (or switch later).

WHAT IT DOES
- Clients: goal, health questionnaire signed (yes or no only; the details stay on the form), usual session, sessions a week, usual days and time, where (gym, park, client's home, online, studio), agreed price and value a month
- Session types with minutes and price, and block bookings (for example 10 x 60 minutes) with sessions, price and how long they last, all editable
- Sessions log: pick the client and status (done, booked, late cancellation or no-show charged, cancelled in time); a session with a block ref costs nothing and uses a credit
- Block bookings: used, left, expiry date, and Running low, Expires soon or Used up
- Session credits: each client's credits bought, used, left and expired, sessions this month, last session, and who to offer a new block
- Programmes: each client's current block of training with a review date flagged Review this week or Review overdue
- Invoices: number the sessions or blocks, and the amount, paid, status and days overdue work themselves out; printable A4 invoice
- Expenses: pick a category and the sheet knows if it is allowable and which Self Assessment heading it goes under
- Mileage log at HMRC's 45p for the first 10,000 business miles and 25p after, rates editable
- Working from home: HMRC's flat rate (£10, £18 or £26 a month by hours) if you use it, editable
- Dashboard for 2026/27: income received, sessions not paid yet, expenses, mileage, profit, tax set-aside at your own %, what to move to the tax pot, Self Assessment totals by heading, and two charts
- Colour means something: each tab has its own colour, categories keep their colour in the tables and the charts, and green, amber and red show good news, keep an eye on it, and over or overdue, always with a word as well. Text on every coloured fill meets the WCAG AA contrast level.

TABS
- Start here: five small steps
- Dashboard
- Clients
- Sessions
- Block bookings
- Session credits
- Programmes
- Invoices
- Invoice (printable A4)
- Expenses
- Mileage log
- Settings (your details, tax %, session types, blocks, lists)
- Notes
- Export to Calm Money

WORKS WITH THE CALM MONEY APP
The last tab, Export to Calm Money, turns your paid income and your expenses into one CSV that our Calm Money budget app imports in a tap, so business and home money sit side by side. The Calm Money app is sold separately in this shop.

GOOGLE SHEETS AND EXCEL, BOTH INCLUDED
Input cells (they have a coloured border) are yours to type in; everything else is worked out for you, so a stray click cannot break a formula (locked in Excel; Google Sheets asks before you edit a worked-out tab). No macros, nothing to enable. Works on a phone in the Google Sheets app; setting it up is easier on a laptop. A bookkeeping aid, not tax advice: the set-aside is an estimate for budgeting, and HMRC's guidance or an accountant confirms what is allowable for you.

HOW YOU GET IT
From your Etsy downloads page (open etsy.com in a web browser, not the Etsy app):
- A PDF with a Google Sheets link for each colourway: tap the one you like and choose Make a copy (free Google account needed).
- A zip with the Excel files (.xlsx) for every colourway, for Excel 2016 or newer.
- A blank version of each, ready for your numbers, and an example version so you can see how it works first.
Not editable in the Etsy app; use a browser or the Google Sheets or Excel apps.

BUY TWO OR MORE: use code PICK2 at checkout for 20% off any two or more items from the shop, until 31 January 2027.

INSTANT DIGITAL DOWNLOAD. Nothing is posted. Because the files arrive the moment payment clears, Etsy does not allow returns on digital items. If anything does not open or is not as described, message us before leaving a review and we will fix it or refund you.
Personal use only. Please do not share, resell or redistribute the files or the link.
Stuck? Message the shop with a screenshot and a person replies within a day.

Designed and built by Neat Wren Studio. Layouts, formulas and code are built with digital tools, including AI assistance for structure and copy; no AI-generated artwork.