Industries
Bookkeeping for gyms and fitness studios
Memberships, class packs, personal training and retail, all recorded the right way. Monthly books that show your real revenue, your payment processor fees and what each part of the business earns.
Monthly bookkeeping starting at $97 a month.
Gym bookkeeping problems I see
- Deposits from the membership software recorded net of fees
- Prepaid annual memberships counted as income all at once
- Trainers paid as contractors without checking if they should be employees
- Failed payments and refunds never recorded
- Equipment purchases expensed with no depreciation plan
- No idea whether classes, training or retail make money
Who I work with
Independent gyms, boutique studios (yoga, Pilates, cycling, boxing), personal training businesses and martial arts schools.
What's included
- Membership, class and training revenue recorded gross, with processor fees as an expense
- Deposits matched to reports from your membership software
- Prepaid memberships and packages tracked
- Refunds, failed payments and chargebacks recorded
- Trainer and instructor pay, with payroll or 1099s
- Equipment tracked for depreciation
- Revenue split by line: memberships, classes, training, retail
Membership software
I work from the reports in your membership or booking software, matched to what actually hits the bank.
Employee or contractor
Trainers who follow your schedule, use your equipment and teach your classes may be employees. Worth checking before it becomes a payroll tax problem.
Gross sales vs. the bank deposit
Members paid $20,000 in a month. The processor deposited $19,300 after fees.
| Membership revenue (gross) | $20,000 |
| Payment processing fees (expense) | $700 |
| Bank deposit | $19,300 |
Made-up numbers. Booking only the $19,300 understates revenue and hides the fees.
How it works
- 1
Free call
We go over your revenue streams, software and staff.
- 2
Setup or cleanup
Accounts set up by revenue line, with your software reports matched to the bank.
- 3
Monthly close
Books closed by the 7th, with revenue by line and key costs.
- 4
Year end
A tax-ready package, plus 1099s and W-2s.
What I need from you
- Access to your accounting software and bank feeds
- Monthly reports from your membership or booking software
- Trainer and staff pay arrangements
- Equipment purchase records
Documents go through my secure client portal, never email.
Gym and studio questions
Prepaid memberships: income now or later?
It depends on your accounting method. On the cash method, a prepayment is generally income when received; on the accrual method, there are rules for deferring advance payments. Your books should track both the cash and what's still owed in classes.
Do you handle payroll for trainers?
Yes. See payroll services, and 1099 filing for contractors.
Can you track each location separately?
Yes, each location gets its own profit and loss.
Do you work with Mindbody or similar software?
I work from the reports any membership platform exports: sales, refunds, fees and payouts.
See what your gym really earns
Book a free call, or send a message about your business.