How to use the Grooming Client & Pet Tracker

Every owner, every pet, every visit. Know who is due, whose vaccines lapse, and what they paid last time. Here's every step, with screenshots from the real spreadsheet.

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Version 1.0 · 7 tabs · Excel and Google Sheets · Free Lifetime Updates

At a Glance
StepHow long
1Before you start1 min 2Set up your lists5 min, once 3Add owners, then petsSee step 4Log every visitSee step 5Start each day on the DashboardSee step
Messages explainedSee them →

Before you start

The one rule: yellow cells with blue text are yours to fill in. Gray cells calculate on their own and are locked, so you can't erase a formula by accident.
  1. Your download is a zip with two files. Double-click it to open it. Start with the one marked with examples to see how everything works, then use the blank one for your business.
  2. Open the file in Microsoft Excel. Using Google Sheets? Upload it to Google Drive, then open it with Google Sheets.
  3. Start on the Start Here tab. It has the same steps, right inside the file.
  4. The sample data is there so you can see how everything works. Type over it with your own when you're ready.

Here's how to set up once, then keep every owner, pet and visit straight in a few minutes a day.

1Set up your lists (one time, about 5 minutes)

  1. Open Settings. The lists there, like services, groomers and statuses, feed the drop-downs everywhere. Edit them to match your shop.

2Add owners, then pets

Grooming Client & Pet Tracker Pets tab in Excel and Google Sheets. Every pet in its own record, linked to its owner, with coat, vaccines and rebook interval.
Every pet in its own record, linked to its owner, with coat, vaccines and rebook interval.
  1. Open Clients. One row per owner, with phone, address and notes. Type over the examples.
  2. Open Pets. One row per pet. Pick the owner from the list so everything links up.
  3. Add breed, coat, blade and style notes, behavior, vaccine dates and the rebook interval in weeks.

3Log every visit

Grooming Client & Pet Tracker Visits tab in Excel and Google Sheets. The visit log, where every groom, price, tip and note builds the history.
The visit log, where every groom, price, tip and note builds the history.
  1. Open Visits. Add a row for every groom, booking, no-show and cancellation.
  2. Enter price, add-ons, any discount, tip, paid or not, and actual minutes. Totals and history fill in on their own.
  3. Watch the Check column. It catches owners and pets that don't match, and other typos.

4Start each day on the Dashboard

Grooming Client & Pet Tracker Pet Card tab in Excel and Google Sheets. A printable pet card with owner, blade and style notes, behavior and visit history.
A printable pet card with owner, blade and style notes, behavior and visit history.
  1. The Dashboard shows who to call to rebook, vaccines that have expired or are about to, and this month's numbers.
  2. Open Pet Card and pick a pet to see everything about it. Print it for the groomer's table.

What the messages mean

The tool watches your numbers and tells you in plain words when something needs a look. Here's every message you might see.

Owner isn't on the Clients tab.
What it means: The owner on this visit doesn't match a client name.
What to do: Pick the owner from the list, or add them on Clients.
Pet isn't on the Pets tab for this owner.
What it means: The pet name doesn't match a pet linked to that owner. Often a typo.
What to do: Pick the pet from the list, or add it on Pets.
Price isn't a number.
What it means: Something other than a number was typed in Price.
What to do: Type just the number, like 85.
Discount is more than the price. Typo?
What it means: The discount is bigger than the price plus add-ons.
What to do: Check the discount amount.
Booked date has passed. Mark it Done or No-show.
What it means: A booking is still marked Booked after its date.
What to do: Update the Status.

Using Google Sheets or your phone

  • To use Google Sheets, upload the file to Google Drive, then right-click it and choose Open with, then Google Sheets.
  • Dropdowns, colors, and every calculation work the same in Google Sheets.
  • On a phone, the Google Sheets and Excel apps work for quick changes. For setup and printing, a computer is easier.
  • Want to start fresh? Type over the yellow example cells. Don't delete rows, since other tabs may be reading them.

Ready when you are

Like what you see? Get the owner and pet tracker for $14, with every future update free. Need more than one tool? Save with the toolkit.

Common questions

Can one owner have several pets?

Yes. Add each pet on its own row and pick the same owner.

Do I need every column?

No. Fill in the yellow columns you care about. The rest calculates on its own.

Quick reference from the Start Here tab

Welcome

Every owner, every pet, every groom in one place. See who's due to rebook, whose vaccines are expiring, what you charged last time, and who keeps no-showing, without digging through texts and appointment apps.

Setup (About 10 Minutes, One Time)

1

Open 'Settings'. Add your groomers, your services, and how many days ahead you want reminders.

2

Open 'Clients'. Add each owner once: name, phone, email, how they like to be contacted, and their vet.

3

Open 'Pets'. Add each pet and pick its owner from the list. One owner can have as many pets as they like.

Every Day (About 1 Minute Per Pet)

1

Open 'Visits'. Add a row for every groom: date, owner, pet, service, price, add-ons and tip. Set Status to Done.

2

Booked the next one? Add it with Status Booked. No-shows and cancellations get their own status, so you can see patterns.

3

Check the 'Dashboard' each morning: who to call to rebook, whose vaccines need updating, and how the month is going.

Pet Card

Open 'Pet Card' and pick a pet. You'll see the owner, notes, the usual cut, vaccine status and the last 5 visits. Handy at the table.

Handy Tips

Type each owner's name the same way every time. The pet and visit lists match on the exact name.

The rebook interval on each pet drives the reminders. Curly and long coats usually need 4 to 6 weeks, short coats 8 to 12.

Vaccine dates are optional. Record them if your shop requires proof, and the Dashboard will warn you before they expire.

Using Google Sheets? Upload this file to Google Drive and open it with Google Sheets. Everything works the same.

Your License

This file is licensed to one business, including everyone who works there. Please don't share, resell or post it online.

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Every tab

This file has 7 tabs, in this order:

  1. Start Here
  2. Dashboard
  3. Pet Card
  4. Clients
  5. Pets
  6. Visits
  7. Settings
Still stuck on something? Ask us. We answer within one business day, and we'll add the answer here for everyone.