2027 Personal Trainer Client & Session Tracker
Know how many sessions each client has left, what every week really paid after your gym fee, and how much to set aside for taxes.
Work more than one job? Get all 5 trackers (nurse, server & bartender, hairstylist, personal trainer, dog walker) in the 2027 Work & Pay Trackers Bundle – $19 (save $16).
What's inside (one .xlsx workbook)
- Client log: date, client, session type, amount, tip and payment type; card fees and net calculate
- Packages: sessions bought, used and left per client, last session date and a Remind to renew flag
- Expenses by category: gym or studio fees, certifications and CEUs, insurance, equipment, apps and more
- Weekly: income vs. your gym fee and what you kept, red when under your goal
- Taxes: profit per estimated-tax period, a set-aside amount and the usual due dates
- Dashboard: monthly sessions, income, expenses, profit and revenue by session type, with a chart
New to tracking? Read how to track personal training clients, packages and pay. See also the mileage log.
Works in Excel 2016+, Microsoft 365, Excel for the web, and imports into Google Sheets. Instant digital download, nothing shipped. Example numbers included. A tracking tool, not tax advice; tax rules change, so check current IRS guidance.
What's inside
- Client log: date, client, session type, amount, tip and payment type. Log a package sale once, then each session after it. Card fees and net calculate.
- Packages: sessions bought, used and left for each client, the last session date, and a "Remind to renew" flag at 2 or fewer.
- Expenses: gym or studio fees, certifications and CEUs, insurance, equipment, apps and more, by category.
- Weekly: sessions, income and net against your gym fee, with what you kept. Weeks under your goal turn red.
- Taxes: income, expenses and profit for each estimated-tax period, a set-aside amount, the usual due dates, and expense totals by category.
- Dashboard: sessions, income, package sessions sold, fees, expenses and profit by month, revenue by session type, and a chart.
Good to know
- Numbers in the file are examples.
- It's a tracking tool, not tax advice. Check current IRS guidance or a tax professional.
- It doesn't connect to your booking or payment app; you type your sessions.
- Made with AI assistance and reviewed before release.
Previews
Frequently asked questions
Which apps does it open in?
Excel 2016 or newer (including Microsoft 365 and Excel for the web) and Google Sheets: upload the .xlsx to Google Drive, then open it with Google Sheets. You get one .xlsx file (Excel 2016+, Microsoft 365, Excel for the web; imports into Google Sheets) plus a short how-to. Instant digital download.
What happens after checkout?
Payhip shows your download link right after checkout and emails it to you too. You download a .zip with the .xlsx file(s) and a short how-to. It's an instant digital download; nothing physical ships.
Can I edit it?
Yes. Nothing is locked: rename categories, add rows, change colors and type over the example data.
Does it connect to my bank or send reminders?
No. It's a spreadsheet, not an app: you type in your own numbers and nothing is synced or sent.
Are the numbers in the previews real?
No. Previews and the file use example data only. Delete the example rows and add your own.
Can I get a refund?
It's a digital download, so if something doesn't open or work, message the shop through Payhip (or reply to the Payhip email) and I'll help fix it. Refund requests are handled case by case under Payhip's terms.
Is this financial advice?
No. It's an organizing and planning tool with example numbers, not financial, tax, legal or medical advice.
Works in Google Sheets and Excel · Instant download · Nothing shipped
See all Cedar & Ledger templates
More templates, tools and free printables
Not sure yet? Try a free 2027 printable first. The 2027 Year at a Glance is $0 on Payhip: enter your email at checkout to get the PDF, no payment details needed. Payhip emails you the download link; that's the only email it sends. For tips by email, subscribe separately (free, unsubscribe anytime).