Gym bookkeeping and accounting for fitness studios and trainers.

Yes, we record membership revenue in the months the membership covers, not the day it is paid. Monthly dues are earned in their month. Annual and prepaid plans are spread over the term, and the unearned part sits as deferred revenue. January stops looking like a record, and spring stops looking like a slump.

Gym membership accounting means recording dues when they are earned, not when they are paid. A $1,200 annual plan is $100 of revenue a month for twelve months. The rest is a liability, called deferred revenue, until those months pass. This is how ASC 606, the revenue standard, treats prepaid services.

Yes, class packs and prepaid training are held as deferred revenue and released as each session is used. Expired packs follow one written rule, and the balance rolls forward each month. You always know how many classes you still owe. Some states treat unused prepaid value as unclaimed property, so your CPA should confirm your expiry policy.

Sign-up fees are usually spread over the expected membership term, not booked the day they are paid. Under ASC 606, a fee that gives the member no separate service is part of the membership. Many small gyms on cash-basis books record it when paid instead. We follow the method your CPA sets and apply it the same way every month.

Yes, we reconcile Mindbody payouts to your bank each month, line by line. Each deposit is split into sales, card fees, refunds, failed payments and chargebacks. We do the same for ClubReady, Glofox, Zen Planner, ClassPass and Stripe. The net deposit never gets posted as sales, so revenue and fees are both right.

Yes, each location gets its own P&L, plus a combined view for the whole business. Dues, rent, payroll and direct costs are coded to the studio. Shared costs, like the booking app or an owner's salary, are split on a written basis. Each studio's result is then one you can act on.

We tie trainer pay to the classes and sessions actually delivered. Per-class and per-head rates, package commissions and tips are checked against the schedule and your payroll provider. Pay comes out right, and you can see coach cost per class.

You need a Form 1099-NEC for each contract trainer you paid at or above the IRS threshold in a year. The 2025 tax law lifted that line from $600 to $2,000, starting with trainer payments made in 2026. The forms are due by January 31. We collect W-9s up front, so January is quick.

In about half of U.S. states, yes, gym memberships are subject to sales tax, and rules differ by state and sometimes by city. New Jersey and Texas tax them, for example, while California and New York generally do not. We book tax apart from dues so your filings match. Your CPA confirms what applies to you.

Most gyms keep their books in QuickBooks Online or Xero and run members in a separate booking app. Common booking platforms include Mindbody, ClubReady, Glofox, Zen Planner, PushPress and Wodify. The booking app holds members and payments, and the ledger holds the financials. We link the two each month, so there is nothing to migrate.

Gym bookkeeping with us is a flat monthly rate, set by your studios, programs, payroll and booking platforms. It does not climb during the January rush, and there is no setup fee. You see the price in writing within 24 hours of your studio review.

Yes, and the catch-up is quoted apart from the monthly rate. We rebuild deferred revenue from your booking data first, then reconcile payouts and tie coach pay to the schedule. The monthly close starts only after that, so old errors don't repeat. You see both prices before you decide.