One spreadsheet that tracks every client, session, package and write-off, then tells you how much to charge as a personal trainer to hit your number, your real revenue per training hour, and what you owe the IRS. The personal trainer tax deductions you keep forgetting get captured automatically. Pay once, keep it forever, no monthly app eating your margin.
You pay once, you download the file, and it is yours for life. Customize anything, add your own columns, build the view you want. Your numbers stay on your computer, not on their server.
Built for the real money of your work: the numbers that decide if you made a profit, and the deductions most people leave on the table.
The Dashboard divides every dollar you collect by the hours you actually train, so you stop guessing how much to charge as a personal trainer and see in seconds whether a $78 hour is really a $78 hour after the no-shows and the discount packages.
Sold a 12-pack? The Packages & Sales tab counts down every session used and flags the client when 2 sessions remain, so you book the renewal before they drift off and that revenue quietly disappears.
One of the personal trainer KPIs metrics that actually predicts your income: the sheet tracks who renewed, who lapsed, and your rolling retention rate against the 85% top-trainer benchmark, so you spot a client cooling off weeks before they cancel.
Logs every drive to a client's home, the park, or a second gym at the 2026 rate of 72.5 cents per mile and totals the deduction for you. A trainer with 4,000 business miles is sitting on a $2,900 write-off most never claim.
The Expenses tab drops each cost onto its exact Schedule C line, from certifications and liability insurance to gym rent and equipment, so the personal trainer tax deductions you earned are copy-and-paste at filing time, not a shoebox you cry over in April.
The Tax Summary tab estimates your 15.3% self-employment tax plus income tax and shows exactly what to set aside for each April, June, September and January deadline, so the IRS bill is a number you already have in the bank, not a gut punch.
One screen with your star numbers: revenue per training hour, active clients, retention rate, sessions delivered this month, and tax set-aside owed
Master roster of every client with package, rate, start date and status so you always know who is active, paused, or lapsed
Every session you deliver, dated and tied to a client, feeding the hours count and attendance rate
Track every package sold, what was paid, and how many sessions remain to spot renewals and dead packages
All money in, from 1-on-1, online coaching, group classes and product sales, categorized for revenue mix
Every business cost mapped to its Schedule C line, from gym rent to protein samples
Business miles to clients, parks and second locations, auto-valued at the 2026 IRS rate of 72.5 cents/mile
Track every cert and CPR/AED renewal date with cost so you never train uninsured and you capture the deduction
Shows your real pay per hour after the gym's cut and the unpaid prep time, and prices your sessions and packages.
Pulls income and expenses into a Schedule C-ready view with self-employment tax and quarterly estimates
Those apps run your calendar, not your books. This sheet is where the money lives: revenue per training hour, package profitability, your personal trainer tax deductions, and what you owe the IRS. It sits alongside your booking app instead of charging you another monthly fee on top of it.
Yes. Pay once, download it, and it is yours forever in both Excel and Google Sheets. No login, no monthly charge, no feature locked behind a higher tier. Your client data stays in your own account, on your own computer, not on someone else's server.
It tells you what you are actually earning, which is the only honest starting point for pricing. The Dashboard shows your real revenue per training hour after no-shows and discounted packages, and the Income tab breaks out 1-on-1, online coaching, group classes and product sales so you can see which service pays best per hour and price the next package on real numbers, not a guess.
The ones that move your income: revenue per training hour, active client count, retention and churn rate against the 85% benchmark, sessions delivered this month, and your tax set-aside. They all sit on one Dashboard screen and update as you enter sessions, so you are not digging through reports to find the number that matters.
The Dashboard does the math for you. You enter sessions and expenses in plain rows, and the formulas calculate revenue per hour, retention, your deductions and your tax reserve automatically. Every tab has a header explaining exactly what goes where, so there is nothing to set up.
Free, no-fluff guides written for your trade. No email wall, no upsell.
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