Padel Academy Financial Automation via Google Sheets

Project Title: Automating Financial Statement Generation for a Padel Academy through Google Sheets


Project Overview: We are a Padel Academy that provides Group and Private Training Sessions. Currently, our financial statement preparation process is manual and time-consuming. We need a freelancer to automate this process using (Google Sheets), ensuring accurate and efficient financial calculations.


Business Model:
• Group Sessions: Clients register monthly for a specific package and join scheduled sessions with other players.
• Private Sessions: Clients book sessions at their convenience, choosing the date, time, coach, and package.


Project Requirements: We need an automated system in Google Sheets that can create:
1. Financial Calculation:
o Automate financial calculations for Group and Private Sessions.
o Minimize errors to nearly zero.
o Calculate financials for each club and coach without manual intervention.
o Count the number of sessions and categorize them (e.g., Club, Coach, Age, Package).

2. Breakdown of Financials:
o Generate financial statements for clubs and coaches.
o Provide a breakdown of payments owed to each stakeholder.

3. Current Manual Process to Automate:
o Group Sessions:
 Count registered students per club.
 Collect attendance records for students, coaches, and administrators.
 Calculate earnings from each club.
 Determine payments due to coaches (based on attendance).
 Determine payments due to clubs.
 Calculate academy profit.
 Consolidate total earnings and distribute payments.

o Private Sessions:
 Count booked sessions.
 Consider multiple pricing factors (indoor/outdoor, package type, coach-specific rates).
 Calculate amounts due to coaches, clubs, and the academy.
 Provide a detailed breakdown for reconciliation at the end of the month.


Additional Resources: To assist with understanding the project requirements, we have provided four videos:
1. Introduction & Group Sessions Sheet:
https://drive.google.com/file/d/1DBzIgdCAYjsYAcxGTleSj5N8RDWSB2G7/view?usp=sharing

2. Private Session Sheet:
https://drive.google.com/file/d/1-_fGjzy0MFPzaR2k3ijJu2vzv5wYciP3/view?usp=sharing

3. Current Financial Statement Structure:
https://drive.google.com/file/d/1E5AGc-TRIRsmofKAcW3WbKPO0CvqOeV5/view?usp=sharing

4. New Financial Statement Structure (Suggestion Only):
https://drive.google.com/file/d/1qhePZncKySqM7JfIh41ndGzLZ-MkKFKy/view?usp=sharing


Access Control Requirements:
• Admin: Access to Group Sessions sheet only.
• Admin Manager: Access to Group Sessions and Private Sessions sheets.
• Academy Managers: Full access to all sheets (Group Sessions, Private Sessions, and Financial Statement Sheet).
• Coaches and Clubs: No direct access; statements will be shared with them by Academy Managers.


Key Deliverables:
• A Google Sheets-based automated financial system.
• Built using formulas and functions.
• Generates financial statements within minutes each month.
• Supports manual and automated student registration (via JotForm integration).
• Provides accurate and categorized financial reports.


Freelancer Requirements:
• Experience in Google Sheets automation.
• Strong understanding of financial calculations and reporting.
• Ability to optimize and improve our suggested logic.
• Clear communication of implemented formulas.

We welcome freelancers who can propose a better approach while ensuring all requirements are met. If you have experience in similar projects, please share examples in your proposal.