An honest comparison of Google Sheets and PT Distinction for managing online coaching clients. Cost, flexibility, features, and which one actually helps you scale.
PT Distinction positions itself as the coaching platform built by coaches, for coaches. It has a loyal following, a solid feature set, and a per-client pricing model that feels fair — at first. But when you scale past 20 or 30 clients, those per-client fees stack up fast.
Here's how it compares to running your coaching business on Google Sheets.
The Quick Comparison
| Feature | Google Sheets + GSheetsPro | PT Distinction |
|---|---|---|
| Cost | £199 one-time | $19.90–89.90/month + $6/client over cap |
| Recurring fees | None | Yes, forever |
| Client limit | Unlimited | 3 base, then $6/client/month |
| Workout programming | Fully customisable | Advanced builder with AI |
| Nutrition tracking | Build exactly what you need | Built-in coaching tools |
| Check-in forms | Completely custom | Built-in questionnaires |
| Client app | Shared via link (mobile-friendly) | Branded iOS/Android app (Pro+) |
| Website integration | Your own site | Embeddable widgets |
| Automations | Google Apps Script + integrations | Built-in automation sequences |
| Data ownership | 100% yours | On their servers |
Price: The Per-Client Problem
PT Distinction's pricing looks reasonable at first. The Basic plan is $19.90/month and includes 3 clients. Extra clients cost $6/month each after a free trial period.
That per-client model means your costs scale linearly with your business:
| Clients | Basic Plan Cost | Monthly Total | Annual Total | 3-Year Total |
|---|---|---|---|---|
| 3 | $19.90 | $19.90 | $239 | $717 |
| 10 | $19.90 + $42 | $61.90 | $743 | $2,229 |
| 20 | $19.90 + $102 | $121.90 | $1,463 | $4,389 |
| 30 | $19.90 + $162 | $181.90 | $2,183 | $6,549 |
| 50 | $19.90 + $282 | $301.90 | $3,623 | $10,869 |
| GSheetsPro | — | — | £199 | £199 |
At 30 clients, you're paying $182/month — over $2,100/year. At 50 clients, it's $302/month. That's over $3,600 per year for a system you don't own.
The irony is clear: the more successful your coaching business becomes, the more PT Distinction profits from your success. Your costs grow in lockstep with your client base. With GSheetsPro, costs stay flat at £199 whether you have 5 clients or 500.
For the full platform-by-platform breakdown, read the true cost of online coaching software.
Where PT Distinction Wins
Built by coaches. PT Distinction was created by personal trainers, and it shows. The workflows and features map closely to how coaching actually works — from client onboarding to programme delivery to progress tracking.
AI programme builder. Their AI-assisted programming can generate workouts based on client goals and equipment. Useful for coaches who want to speed up programme creation.
Custom-branded app. On the Pro tier ($59.90/month), you get a white-label iOS/Android app with your branding. For coaches who want that "premium software" feel without building their own app.
Website integration. PT Distinction can embed directly into your existing website. Clients sign up, fill in forms, and access their programmes through your domain. It's a polished touch.
Automation sequences. Built-in automations for onboarding, follow-ups, and check-in reminders. They work out of the box without needing to configure third-party tools.
Where Google Sheets + GSheetsPro Wins
No per-client fees. This is the fundamental difference. PT Distinction charges you more for every client you add. GSheetsPro charges you once. At 30 clients, PT Distinction costs $182/month. GSheetsPro costs nothing — because you already paid.
Total customisation. PT Distinction has strong features, but they're still their features, designed their way. If your coaching methodology doesn't match their assumptions, you adapt your coaching to the software. With Sheets, you build the system around how you coach — not the other way around.
No tier upgrades. PT Distinction's best features — branded apps, advanced automations — require the Pro or Master tiers at $59.90–89.90/month. With GSheetsPro, everything is included from day one.
Data portability. Your Google Sheets data is in your Drive. Export it, back it up, move it anywhere. PT Distinction's data lives on their servers. If you leave, you're starting over.
Scalability economics. The coaches earning the most are the ones who've scaled to 50+ clients. At that level, PT Distinction charges $302/month. GSheetsPro charges nothing. The difference over three years is staggering — over $10,000.
The Scale Question
PT Distinction's per-client pricing creates a perverse incentive: the more successful you become, the more you pay. It's the opposite of how a tool should work for your business.
At 10 clients, the $62/month feels manageable. But coaches don't stay at 10 clients. You grow. You add more athletes. And suddenly you're spending $150, $200, $300 per month on software.
With GSheetsPro and a proper client management system, scaling from 10 to 50 clients doesn't change your software costs at all. That's the difference between renting and owning.
Who Should Use PT Distinction
PT Distinction makes sense if:
- You have fewer than 10 clients and the per-client cost is manageable
- You want a custom-branded client app without building your own
- You value built-in automations and don't want to configure external tools
- You want a platform designed specifically by personal trainers
Who Should Use Google Sheets + GSheetsPro
GSheetsPro makes sense if:
- You plan to coach more than 15–20 clients (where per-client fees become painful)
- You want to pay once and own your system forever
- You value full customisation over a fixed feature set
- You want nutrition tracking, automations, and business dashboards included without tier upgrades
- You believe your coaching system should get cheaper as you grow, not more expensive
The Verdict
PT Distinction is a well-built platform with a pricing model that works against you. The per-client fee means your software costs scale with your revenue — which sounds fair until you realise you're paying $3,600/year at 50 clients for a system you'll never own.
GSheetsPro gives you a complete coaching operating system for £199. No monthly fees, no per-client charges, no tier upgrades. Own your system, scale your business, keep the profit.
