Personal Trainer Client + Payment Tracker

A personal trainer’s money sits in session packs: bought in blocks, used one session at a time, and not always fully paid. This tracker is the pack ledger — per client, the pack size and price, the sessions used, the sessions remaining, what has been paid, and the balance still owing.

The sample book runs 5 clients: $2,810.00 of packs sold, $2,140.00 collected, $670.00 outstanding. Client C carries the largest balance — $420.00 owing on a part-paid 12-pack with 9 sessions still to deliver — printed by name, not buried in a total. Client B’s 8-pack is fully used and flagged ‘Pack used up – renewal due’. Client D shows $250.00 Overdue — and note how: Overdue appears only where the payment status was typed as Overdue. The sheet has no date formula that could mark anyone late by itself; nothing turns overdue as days pass. Client E is marked Inactive: kept in the ledger and in its totals, out of the active count (4 active of 5). Across the ledger, 26 sessions remain undelivered, and the month’s typed session log totals 8 delivered sessions.

HOW IT WORKS
– ‘Client Ledger’: one row per client — client in your own words, pack size, pack price, sessions used, paid so far, payment status (Paid in Full / Part Paid / Overdue, typed by you) and client status (Active / Inactive). Sessions remaining and balance owing calculate per client.
– ‘Payments & Roll-Up’: clients, pack value, paid and owing roll up by the typed payment status; total collected, total outstanding and overdue balances print separately.
– The typed session log: date, client, sessions — totalled into the sessions delivered this month, with no date arithmetic anywhere.

WHAT’S INSIDE
– A session-pack ledger with depletion per client — sessions remaining printed per pack
– Balances owing per client, with the largest outstanding balance printed by name (sample: $420.00)
– Overdue strictly from a typed status — never from a date formula
– An exhausted-pack flag for renewals (sample: Client B, 0 of 8 left)
– Inactive clients kept in the ledger and out of the active count
– Plus the standard Expense Log, zero-based Monthly Budget, Dashboard and Monthly Summary tabs

Every pack price in this workbook is an example setting you type — the sheet sets no prices and recommends nothing.

How it works: the seven tabs are Start Here (your settings + step-by-step), the two feature tabs, Expense Log, Monthly Budget (zero-based), Dashboard and Monthly Summary. Yellow cells are the only places you type — every yellow value is your own entry. Formula cells are locked (password: sheetdaily, disclosed on the Start Here tab) and every formula is error-wrapped, so an untouched sheet reads blank instead of showing error codes. Instant download, ready for Excel and Google Sheets.

A note on the sample data: every price and date in this workbook is example data, typed in by hand to show you how the sheet behaves. Replace it with your own.