UK Personal Trainer Spreadsheet 2026/27 (Excel & Google Sheets)

See every client's sessions left, who's due a renewal and what your gym really costs you per session - with your tax return figures ready.

A complete 2026/27 business and record-keeping spreadsheet for self-employed UK personal trainers, in Excel and Google Sheets.

WHO IT'S FOR

Self-employed personal trainers and fitness coaches in the UK - renting gym space, paying commission, training clients at home or outdoors, running classes or online coaching. Works alongside a PAYE gym job too.

Not for limited companies, VAT returns or running your own gym premises.

WHAT IT DOES FOR YOU

• Client tracker: packages, monthly plans and pay as you go - sessions left and balance for every client
• Flags who to contact: package nearly used (offer a renewal), not seen for 3 weeks, health form (PAR-Q) missing, and who owes you
• Sessions log: pick the client and type - the price works itself out. 1-to-1, duo, small group, classes, online check-ins, no-shows and late cancellations
• Payments: packages, plans, online coaching and classes, with card and app fees
• Gym rent check: gym rent and commission per session, every month - and how many sessions a month cover your gym
• Expenses sorted into SA103 boxes, with the PT rules: CPD yes, your first Level 3 no; branded kit yes, plain gym wear no; equipment claimed in full
• Mileage at 55p a mile to clients' homes and outdoor sessions
• Profit per coaching hour, month by month
• Tax estimate: Income Tax and Class 4 NI, works with a PAYE job, payments on account, Making Tax Digital date and a VAT threshold check
• Annual summary: every SA103S box ready to copy into your return
• Check columns tell you if something's missing or outside the tax year

WHAT'S INSIDE

15 tabs: Start Here, Settings, Clients, Sessions, Payments, Expenses, Mileage, Monthly Summary, Dashboard, Tax Estimate, Annual Summary, Key Dates (incl. your insurance, first aid and membership renewals), What Goes Where, Rates (with GOV.UK sources) and Lists.

Plus an example file filled with made-up data so you can see how it all works.

YOU'LL RECEIVE

• Blank spreadsheet (.xlsx)
• Example spreadsheet (.xlsx)
• PDF with links to make your own copies in Google Sheets

WORKS WITH

Microsoft Excel 2016 or later, and Google Sheets (free).

PLEASE NOTE

• Digital download only - no physical item will be sent
• A record-keeping and planning tool, not tax advice. It doesn't send anything to HMRC
• Keep clients' health details on their PAR-Q forms, not in the spreadsheet
• Uses 2026/27 rates for England, Wales and Northern Ireland - Scottish Income Tax bands are different
• Designed by me with the help of AI tools, then checked and tested by hand.
• For your own use only - please don't share or resell the files

Questions or stuck? Use the Contact link at the top of my store and I'll reply within 24 hours.