Bookkeeping and P&L Spreadsheet for Personal Trainers

Trainer income mixes prepaid packages, single sessions, group classes and online coaching, while gym floor fees, certifications and app subscriptions come out every month. Revenue per session and the true cost of the gym are what decide your rates.

This workbook is set up for personal trainers. It has 6 income categories (1:1 training sessions, Session packages (prepaid), Small-group & bootcamp classes, Online coaching subscriptions, Nutrition & habit coaching, Workshops & corporate wellness) and 11 expense categories (Gym floor fee / rent, Equipment, Certifications & CEUs, Liability insurance, Coaching & scheduling apps, Music licensing, Marketing & social ads, Workout apparel, Travel to clients, Phone & internet, Accounting & admin), each with a note on what goes there, plus spare lines for your own. Fees kept by your card processor or platform are entered next to each sale and reported as their own expense line (card & booking-app fees).

The Monthly P&L totals every category by month, then shows net profit, margin, a tax set-aside at the rate you choose and your monthly sessions delivered. The Dashboard compares any month with the year to date and tracks 5 trade KPIs against your targets: revenue per session; gym floor fee % of revenue; online coaching share of revenue; cost per session; marketing % of revenue. The Annual Summary gives quarterly totals, your best month, the largest cost and the receipts still missing.

Included: a worked-example copy filled with a fictional personal training business year, a blank copy, and a 6-page quick-start guide in US Letter and A4 (category map, KPI guide, worked example, tips for the trade). 7 sheets, 6,692 formulas, room for 1,000 income and 1,500 expense entries a year.

General information, not tax or accounting advice.