How much of your package money is still owed?
When a client pays for a package, the money lands in your account on day one, but you earn it one session at a time. Until those sessions are delivered, part of what you see in the bank is really owed back to the client in training. A bank balance cannot tell you how much, and a list of “sessions left” does not put a dollar figure on it.
This personal trainer template does. It is built for independent personal trainers, fitness coaches, Pilates instructors and online coaches who sell session packages, whether you work solo or run a small studio. On Balances & Liability, every client shows their sessions left, the unearned dollars those sessions represent, the days to expiry, a projected run-out date and a renewal status. The unearned figure counts only what has actually been collected, so a package with a balance still due does not inflate it.
None of the templates or apps we reviewed calculate that from your own package and session records.
Which clients run out or lapse next?
A package can end two ways: the client uses every session, or the validity window closes first. The workbook projects both from each client’s actual pace in the Session Log once they have recent sessions, and from the pace you planned until then.
The Renewal Forecast lists the renewals due in the next 30 days, the expected renewal dollars for the next 30 and 60 days, and an at-risk list with a status, a renewal likelihood and a next move for each client. Sessions at risk of lapsing show up on Package Sales too, so you can reach out while there is still time. The Clients tab also flags quiet clients, so a client who has gone silent does not slip past.
What does each client really pay per hour?
A client who pays a good package rate can still be your worst hour if they sit across town, message you for an hour a week and cancel late. Client Profitability takes the revenue you earned from each client, subtracts processor and platform fees, travel cost and any gym floor fee, then divides by the real hours: sessions, travel and admin. The result is the effective hourly rate, shown beside the headline rate, ranked against your target with a verdict.
Offer Profitability does the same by package and by delivery type (in-person, online, small group or hybrid), so you can see which offer is worth selling more of. For the thinking behind pricing your time, see how to price a service call.
Late cancels and no-shows, enforced
Set your notice window, your fee and what you do with an expired package (forfeit, extend or refund) once on Setup. Then log every booked session, cancellations included, with the hours of notice. The Session Log works out the outcome for each one: chargeable or waived, and the fee owed. Client Profitability totals the late-cancel fees charged, waived and still unpaid for each client.
The Package Policies & Renewals Playbook gives you sample wording for each policy the workbook can run, plus client scripts for the awkward conversations.
Cash in versus earned on delivery
Revenue Recognition sets each month’s cash collected beside the revenue earned on delivery, with late fees, breakage on expired sessions and refunds. It then carries the liability forward and reconciles it, so you can see why a strong month of sales does not mean a strong month of earnings. The Package Ledger uses up each client’s oldest package before the newer ones, checked at every cut-off date, which is what keeps those figures consistent.
Studio pay models and safe to spend
If you pay other trainers, the Studio Rollup shows each trainer’s sessions, pay and the studio’s margin, plus a what-if of each trainer’s pay under all 3 models: percent of revenue, flat per session or tiered. The workbook has room for 6 trainers.
Tax & Safe-to-Spend turns the set-aside into a monthly habit. You set a rate on Setup, the tab shows what to move by month and by estimated-tax period (the US federal periods), and a safe to spend now figure takes the set-aside and the sessions you still owe out of what is in the bank. For the tax side of a side business, see how to report a 1099-K on Schedule C. The Dashboard then puts the whole practice on one page.
What’s in the download
- The workbook — 17 tabs: Read Me, Setup, Offers, Clients, Leads, Package Sales, Session Log, Expenses, Package Ledger, Balances & Liability, Renewal Forecast, Revenue Recognition, Client Profitability, Offer Profitability, Tax & Safe-to-Spend, Studio Rollup and Dashboard. Room for 20 clients, 10 offers, 150 package sales and 800 sessions.
- The same workbook, blank — every example row cleared, ready for your own practice.
- A Start Here guide (18 pages) — a ten-minute path through setup, what a package really is, run-out and lapse forecasts, effective hourly rate, late-cancel enforcement, trainer pay models and the money side.
- A Package Policies & Renewals Playbook (10 pages) — sample expiry and late-cancel terms, 6 client scripts, a renewal message, a monthly routine and a 14-term glossary. The wording is sample language to adapt, not legal advice.
- Open in Google Sheets.pdf and READ-ME-FIRST.txt.
Pre-filled, so nothing is blank on the first open
The workbook opens on a worked example: a fictional studio with 13 invented clients and 3 invented trainers, so every tab calculates straight away. None of it is a real business, and every name and figure is illustrative. The example studio opens in April, so the first months of the year stay blank.
To make it yours:
- Fill in Setup: your trainers, tax set-aside rate, late-cancel notice window and fee, expiry rule and target hourly rate.
- Enter your Offers, then your Clients, then each sale on Package Sales in date order.
- Log every booked session, cancellations too, with the hours of notice.
- Check Balances & Liability weekly, and Client Profitability and the Dashboard monthly.
Try it free first: the Trainer Package Balance Tracker is a free, ungated single-tab starter: type each client’s package and sessions used, and it shows sessions left, the expiry date and a Low / Expired / OK flag. It counts sessions, not money; the money side is what this workbook adds.
New to package pricing? Start with what a training package is, see how a spreadsheet compares with personal training software, or browse more templates for personal trainers.
Prefer Google Sheets? No import needed
The download includes a one-click link that makes your own native Google Sheets copy, formulas already working. The .xlsx itself opens in Excel and LibreOffice, and can also be imported into Google Sheets.
Own it, don’t rent it
Coaching apps are built to deliver workouts and take bookings, and many of the ones we reviewed charge monthly, some with add-ons or a price that climbs with your client count. This workbook is not a workout builder or a booking app. It is the business side of a package practice, in a file you buy once and keep, with no monthly fee and no per-client fee, ever. Your clients and numbers stay in your own workbook.
When the business outgrows a spreadsheet, Ardent Seller (opens in new tab) is our living operations app for small-business sellers, with a free plan to start, on the same own-it ethic.
