PlayOnTrainers: 16 hours a week of admin, and a plan to give 12 of them back
An early AI audit for a two-trainer business in Spain. The figures are projections from the audit, and the page says so.
Quick answer: PlayOnTrainers, a personal training business in Spain, lost about 16 hours a week to scheduling and invoicing, worth EUR 1,920 a month of founder time. An early AI audit in January 2026 planned to give about 12 of those hours back. These figures are projections from the audit, not measured results.
PlayOnTrainers has two trainers, 11 to 13 active clients and between 8 and 20 sessions a week. Álvaro runs the business side. This was one of our first projects: an intake form, an interview, a written report and a live walkthrough of the plan.
The problem
Two things ate Álvaro's week: building the training schedule and doing the accounting.
- About 90 percent of scheduling was a WhatsApp negotiation. Every booking and every cancellation meant a chain of messages.
- Invoices came from Excel and Google templates, and each month someone uploaded the PDFs to the accountant by hand.
- Payments came in as cash, Bizum and card, so there was no single moment that triggered an invoice.
- Together that was about 16 hours a week, or 64 hours a month.
At EUR 30 an hour, the middle of the EUR 20 to 40 range agreed with the owner, that is EUR 1,920 a month. It was also a risk: if the owner stopped, bookings and invoicing stopped.
What the audit found
- Self-service scheduling: clients pick a trainer and a slot on a booking page, and every booking lands in one shared calendar. Projected time back: about 7 hours a week.
- Invoicing that runs itself: one entry point for every payment type, invoices created automatically, and the PDFs sent to the accountant in one batch at month end. Projected time back: about 5 hours a week.
- One client record for all trainers: goals, injuries and session notes in one place that every trainer can open.
The numbers
| Today | After the plan | |
|---|---|---|
| Admin hours per week | 16 | 4 |
| Monthly cost of that time | EUR 1,920 | EUR 480 |
| Recovered | 12 hours a week, EUR 1,440 a month | |
| Bookings made without WhatsApp | about 10 percent | over 90 percent (target) |
All figures are projections from the January 2026 report. They assume the plan is built and used as designed.
What the client said
“Talking to Ricky has helped us a lot to find all the AI tools to automate the business. We are very happy with his work.”
How these numbers were built
The hours come from the owner's own answers in the intake form and the audit interview. The EUR 30 hourly value is an estimate of founder time, not a salary: if the work is delegated, the euro figure is lower and the hours stay the same. Nothing in the plan has been shown as built, so we do not claim a result.
Want to see what an audit would find in your business? Read how the AI audit works, what it costs or book a free 15-minute call.