Bookkeeping for Gyms & Fitness Studios

We recognize membership revenue as it is earned, spreading annual and prepaid memberships across the months they cover so each period shows what the studio actually delivered. That gives you an accurate monthly recurring revenue figure and a real profit picture rather than a number that spikes and dips with billing timing. We pull the membership and billing activity from your platform, whether that is Mindbody, Mariana Tek, or ClubReady, and reconcile it against the Stripe or processor deposits that hit the bank, so recognized revenue ties back to what was actually charged.

We carry unearned amounts as deferred revenue on the balance sheet and release them to income as sessions and classes are used, so your books show both what you have earned and what you still owe in services. As packs are redeemed and packages run down, the liability draws down with them, and you can see your outstanding service obligation at any point. The redemption detail comes from Mindbody, Mariana Tek, or ClubReady, so the deferred balance reflects actual usage rather than a stale estimate, which matters when you price packages or plan cash against real commitments.

We run your books on QuickBooks Online or Xero on a monthly cycle. Every transaction is categorized against a chart of accounts built for a fitness business, every bank and credit card account is reconciled to the statement, and Stripe or processor payouts are reconciled to the platform sales that produced them, net of fees. Payroll from your provider is booked correctly, including the employer taxes owners routinely miscount as profit. You get a profit and loss statement, balance sheet, and cash flow summary on the same date every month, with a short note on anything that moved and one batched question list instead of a drip of emails.

We book payroll from your provider so employee wages and the associated employer taxes land in the right accounts and reconcile to the filings, even though we do not sell payroll as a standalone service. Contractor and revenue-share instructor payments are tracked all year with the W-9s on file, so 1099-NEC filing at the end of January is a routine export rather than a reconstruction. When an instructor who works set hours on your schedule and your equipment is being paid as a contractor, we flag the classification risk, because fitness businesses draw exactly that kind of scrutiny.

We separate revenue and the cost that goes with it by stream, so memberships, personal training, group classes, and retail each stand on their own. Every month you get a profit picture for each line, which tells you where the studio actually earns, where to raise prices, which programs to expand, and which to cut. We map the product and service categories from Mindbody, Mariana Tek, or ClubReady into the chart of accounts so the split is driven by your actual sales data, not a rough allocation. For most studios this is the view that changes how they run the business.

We connect the flow between your platform and your books so the numbers reconcile every month. Sales, packages, and memberships recorded in Mindbody, Mariana Tek, or ClubReady are matched to the Stripe or processor payouts that hit the bank, with fees, refunds, and chargebacks booked to the right accounts rather than buried in revenue. The result is a set of books that agrees with your platform on what was sold and with the bank on what was collected, so a discrepancy surfaces the month it happens instead of at year-end.

We keep accrual-clean records with membership revenue recognized correctly and deferred revenue stated, which is the form a bank, a landlord, or an equipment lender expects to see. When you are ready to sign a new lease, finance a build-out, add equipment, or bring in a partner, the numbers are already in a form the other side will accept, and the same practice that handles technical accounting for venture-backed and public companies stands behind them. That means your bookkeeping supports expansion instead of holding it up.

The work is done in QuickBooks Online or Xero, read-only bank feeds, a connection to your fitness platform and payment processor, and a shared inbox for the statements and bills we need. You get a fixed monthly delivery date, a standing way to reach us, video calls when a conversation beats an email, and a CPA who answers within one business day. You also get a CPA-led team at a flat monthly price a solo bookkeeper cannot match on depth, keeping your books to the standard the rest of our practice works to.