Client relationships
Goals, intake, relevant consent, coaching notes, programme history, quiet-client lists and reviewed check-in messages.
LILA FITNESS BOOK
Keep people moving. Keep the business growing.
Clients, sessions, packages and the next conversation.
For personal trainers, coaches, studios and wellness teams managing individual programmes and group sessions.
UK AWS hosting · Connected records · Your review before action
From the first step to the next.
- 01
Welcome
Capture the client, goals, intake and preferences.
- 02
Plan
Agree a programme, package or membership.
- 03
Book
Schedule sessions and classes against coach capacity.
- 04
Coach
Record attendance, progress and the credits used.
- 05
Retain
Review low credits, quiet clients and upcoming renewals.
Built around the detail.
Programmes & progress
Reusable programmes, milestones, individual plans, session notes and client resources.
Bookings & attendance
Individual appointments, classes, coaches, rooms, capacity, waitlists, attendance, no-shows and cancellations.
Packages & credits
Session packages, expiry, cancellation terms, credits used and remaining, low-credit warnings and top-up invoices.
Memberships
Recurring billing, renewal reviews, pause, restart, plan changes, future prices and ending membership.
Team & studio
Coach availability, schedule clashes, guest coaches, equipment costs, client payment history and revenue visibility.
Explore more fitness workflows
Bookings & availability
Plan individual appointments and group sessions around coaches, rooms and equipment.
Client goals & intake
Capture goals, preferences and relevant intake information with appropriate permissions.
Programmes & progress
Build a programme for each client and record agreed milestones and progress reviews.
Packages & memberships
Track purchased sessions, remaining credits, expiry dates and renewal conversations.
Reminders & attendance
Plan appointment reminders, waiting lists, attendance and cancellation workflows.
Team & studio planning
See who is on what across the week, coordinate coach availability and repeat your class schedule as often as it runs.
Client communication
Keep follow-up tasks, notes and shared resources connected to the client record — and send a plan or a programme as a link they can open, approve and reply to.
Income & expenses
Connect session and package invoices with payments, studio costs and bank reconciliation.
YOUR WORKSPACE
A diary that understands capacity.
Keep the context, the records and the next action together. The wider desktop view gives you space to review the detail.
A CLOSER LOOK
Memberships with a clear lifecycle.
Move from the overview to the source record, with documents and financial history close to hand.
The books belong with the work.
A complete business-finance workspace alongside the specialist tools. Keep the original record, the decision and the financial result connected.
Banking & reconciliation
Feeds and imports; multiple accounts; consent status; duplicates; matches; splits; part payments; transfers; rules; undo; evidence links.
Sales & credit control
Quotes; acceptance; branded invoices; stages and recurring series; payment links; credit notes; aged debtors; statements; reviewed reminders.
Spend & costs
Suppliers; bills; purchase orders where enabled; receipts; expense allocation; due dates; recurring costs; credits; mileage; committed costs.
Reports & planning
Revenue; profit and loss; balance-sheet working; cash forecasts; aged debtors and creditors; WIP; margins; budget versus actual.
Documents & communication
Versioned files; library; tags; search; messages; correspondence; forms; questionnaires; approved sharing; retention and change history.
Grow & organise
Enquiries; contact follow-up; proposals; internal projects; marketing and consent controls where the relevant module is enabled.
Paperwork in. Clarity out.
Capture, read, check, code and reconcile. Keep the original and the decision together.
Capture once
Photograph receipts, add PDFs or share documents from your phone. Keep the upload status visible and retain the original for review.
Collect the paperwork
Use supported supplier connections to collect invoices. Bring email attachments and correspondence into the document inbox.
Check before posting
Review extracted dates, totals, VAT and supplier details. Flag possible duplicates, unclear documents and uncertain programme allocations.
Rules that you control
Set supplier, category, value and VAT rules within agreed authority. Routine entries follow those rules; exceptions ask a specific question.
Link costs to the work
Allocate purchases, mileage and disbursements to the correct programme. Keep private, business and client-money treatment distinct.
Finish the reconciliation
Match bank entries to bills and invoices, handle part payments and splits, review unmatched items and retain a visible correction history.
A stronger handover. A clearer year end.
Give the adviser the records, context and working papers behind the numbers, with controlled access to the correct book.
Access with boundaries
Invite your accountant or bookkeeper with the permissions they need. Shared-book membership and authority to act for HMRC remain separate.
Review the evidence
Inspect transactions, source documents, reconciliations and unresolved questions. See missing information and estimates before completing the accounts.
Accounting tools
Review the ledger, opening balances, trial balance, journals, fixed assets, depreciation and relevant loan or director-account working records.
A complete period pack
Export sales and purchases, nominal entries, aged balances, bank reconciliation, VAT/CIS records, hours and supporting documents with a file manifest.
Accounts & tax preparation
Prepare the applicable year-end, Self Assessment, company accounts and Corporation Tax working information for the entity and accounting period.
A managed review
Resolve requests, record adjustments and retain the review trail. Hand over documents and exports without confusing a draft with an accepted filing.
Service coverage follows the legal entity, accounting period and enabled workflow. The person with the required authority approves final filings.
From the records to the right return.
VAT & Making Tax Digital
Connect the appropriate HMRC VAT service, review obligations and the nine-box return, trace figures to records and retain submission receipts where filing is enabled.
Income Tax & Self Assessment
Organise self-employment and property records, quarterly-update figures, annual tax information and calculation reviews. The applicable taxpayer, year and service determine the route.
CIS, PAYE & charity services
Use CIS verification and deduction records, payroll/PAYE working information and Gift Aid schedules where relevant. Each connection shows its own readiness and authority requirements.
Companies House
Keep company identity, filing dates, accounts preparation and company-document history alongside the books. Companies House is a separate service from HMRC.
Connection & agent authority
Review the service, account, taxpayer, consent and authorisation. An accountant invitation does not grant government-agent authority.
Receipts & status
Distinguish preparation, ready for review, sent, waiting and accepted. Keep the original acknowledgement; a saved local record is not an HMRC acceptance receipt.
Direct submission is available only for enabled services with verified production access and the required authority. Other workflows provide preparation, exports or external-filing records. CT600, statutory accounts and payroll RTI filing are separate from the preparation tools.
Your information. AI on your terms.
Data is held within the United Kingdom on Amazon Web Services (AWS). Keep control of the AI features you enable and the information they process.
Turn AI on or off
Enable or disable configured AI features to suit your work and data-protection policies. Core record keeping remains usable without AI.
Local LLM processing
Selected features use locally hosted large language models within the controlled environment. In local-only mode, their inputs and outputs are not sent to external LLM services.
No training use
External AI services require provider settings and terms that prohibit using practice inputs and outputs to train their models. Review the provider, processing location, retention and permitted data before enabling a service.
Access & accountability
Use separate books, roles, passkeys, revocable access, document history and exports. These controls support UK GDPR compliance alongside lawful use, appropriate agreements and your own procedures.
LILA FITNESS BOOK
Take a closer look.
Keep a copy of the illustrated brochure, or tell us about the records and workflows that matter to you.