Personal Trainer Business Cockpit (US): clients, session packs, bookings, invoices – Excel

Know at any time how many sessions are left in each pack, which packs are expiring, who has not paid and what your business has collected: one workbook for the admin side of your personal training business, without losing your evenings to it.

The Personal Trainer Business Cockpit (US) is an Excel workbook in dollars, with no macros, tested in Excel 2016 or later (Google Sheets import possible but not tested: to check). You enter clients, session packs, bookings and invoices; it works out sessions left, the status of each pack, unpaid invoices, a monthly dashboard and four alert lists.

For business use

A business management tool sold to professionals: independent personal trainers and fitness coaches who work as a business (sole proprietor, LLC or corporation), coaching businesses, studios and organizations that train coaches. It is not designed for personal, non-business use.

What you get

• Personal-Trainer-Business-Cockpit-US.xlsx – the blank workbook, 12 tabs, native formulas only:
  • How to use: start in 10 minutes, color key, what the workbook does and does not do.
  • Settings: your business details (printed on invoices), cancellation rule (notice period; whether late cancels and no-shows are charged), 5 editable alert thresholds, 8 session types with their prices, 10 pack types (sessions, price, validity, number sold: a pack type already sold turns amber), invoice prefix; sales tax (check your state rules), the share of income you set aside for taxes and an optional income figure to watch, as orange cells you check and choose yourself.
  • Clients: billing address and a business client's company number (optional, printed on invoices), last session, days since, sessions bought, used and left, invoiced, paid, balance due, 'Inactive' alert. No medical column.
  • Packs: expiry (purchase + validity), sessions used and left, status (Active, Expiring soon, Expired, Used up, Closed), 'Offer a renewal', value left.
  • Sessions: the client's current pack shows next to the input; Done, Booked, Canceled in time, Late cancel, No-show; chargeable and counted per your rule, always consistent, an exception per session (give it free or charge it), 9 automatic checks (unknown pack or another client's pack, session before purchase or after expiry, pack exceeded, duplicate…).
  • Invoices: calculated number (INV-001, INV-002…) and a 'Locked No.' that flags any renumbering, sales tax only if you charge it, due date, status (Paid, Overdue, Open, To complete), days overdue, friendly or firm reminder.
  • Invoice print: the chosen invoice on one Letter page (issuer, client with billing address and company number, linked pack, totals, a tax column and tax lines only if you charge tax, your tax wording, payment); reminders meant for you do not print.
  • Expenses: 8 categories, receipt yes or no.
  • Dashboard: invoiced, collected, expenses, sessions done, late-cancel rate, active clients, amount to set aside, packs expiring, prepaid sessions not yet used, unpaid invoices, compliance dates; 12-month table and chart; threshold gauge.
  • Alerts: 4 lists that update by themselves (expiring packs, renewals to offer with the client's balance due, overdue invoices, inactive clients).
  • Compliance dates: liability insurance, first aid / CPR, certification, studio rental, business license – you enter the dates and cycles, it calculates the next due date and warns you 60 days ahead.
  • Personal data: a simple record of how you handle client data.
• Personal-Trainer-Business-Cockpit-US-SAMPLE.xlsx – the same workbook filled with fictitious sample data ('Sample Coach', 14 clients, 22 packs, 258 sessions from September to December 2026, status date fixed on Nov 30, 2026): every calculation and every alert is visible as soon as you open it.
• Personal-Trainer-Business-Cockpit-Guide-US.pdf – 15 pages, US Letter: what the workbook does and does not do, start in 10 minutes, each tab explained, the cancellation rule, the 4 alert lists and a Monday routine, compliance dates, why no health information, a worked example, Google Sheets and printing, FAQ, dated official sources.

Calculated, not declared

A session is counted when it is done, or when it is a late cancel or a no-show that your rule makes chargeable. Sessions left = sessions included – sessions counted. Expiry = purchase date + validity. Pack status, overdue invoices and inactive clients are calculated at the status date (today by default). Every figure on the Dashboard is a formula.

No health information

Health information is sensitive, and privacy rules depend on your state and on where your clients live. The workbook has no medical column, and the Notes field reminds you not to record any.

Quality

No macros, no add-ins. Excel 2016 functions only (SUMIFS, COUNTIFS, SUMPRODUCT, INDEX, MATCH, EDATE, OFFSET); no XLOOKUP, LET, LAMBDA, FILTER or dynamic arrays, no array formulas. Drop-down lists, frozen panes, filters, conditional formatting, print areas, formulas protected without a password. Recalculated in Excel with 0 formula errors on the sample and on the blank workbook; 1,770 independent checks of the sample data (sessions left, statuses, invoices, dashboard, alerts, compliance dates), 0 differences. Tested in Excel; the Google Sheets import has not been tested: after import, check drop-down lists (Excel dynamic ranges), colors, charts and protection.

Please note

This is not a booking app, a payment tool or a tax return. Whether personal training is subject to sales tax depends on your state (and sometimes your city): the workbook applies a rate only if you enter one. It suggests no tax rate: the share you set aside is your own choice (see irs.gov, estimated taxes, Form 1040-ES, page reviewed on Sep 25, 2026). What your invoices must show depends on your state and situation.

One business (one trainer, or one studio for its own business) · resale, redistribution and sharing with your clients or other trainers prohibited