Bookkeeping for fitness studios & gyms.
FigureWise handles the bookkeeping problems specific to gyms and studios: recurring membership billing reconciled to actual bank deposits, prepaid packages recognized as they are earned, and trainer pay tracked whether they are W-2 or 1099.
The numbers to watch.
| # | Metric | |
|---|---|---|
| 01 | Monthly member churnLosing members is silent and compounding. A small monthly churn rate translates to a large share of your base gone in a year, and it is the first number a buyer or lender will ask about. | Losing members is silent and compounding. A small monthly churn rate translates to a large share of your base gone in a year, and it is the first number a buyer or lender will ask about. |
| 02 | Revenue per memberTells you whether growth should come from more members or more value per member (personal training, retail, upgrades). It also exposes over-discounting fast. | Tells you whether growth should come from more members or more value per member (personal training, retail, upgrades). It also exposes over-discounting fast. |
| 03 | Payroll as a percentage of revenueInstructor and trainer pay is usually the largest expense in a studio. Watching it as a ratio, not a dollar figure, keeps class schedules honest about what they cost. | Instructor and trainer pay is usually the largest expense in a studio. Watching it as a ratio, not a dollar figure, keeps class schedules honest about what they cost. |
| 04 | Failed-payment recovery rateInvoluntary churn from expired cards is recoverable revenue. Knowing how much of it you win back each month tells you whether your dunning process is working. | Involuntary churn from expired cards is recoverable revenue. Knowing how much of it you win back each month tells you whether your dunning process is working. |
Where fitness studios & gyms books go wrong.
01
Membership billing that never quite matches deposits
Hundreds of small recurring charges, failed payments, retries, refunds, and processor fees mean the number in your billing platform rarely equals the number hitting your bank. Untangling that gap by hand eats hours every month.
02
Prepaid revenue you have not earned yet
Annual memberships and class packs are cash today but a service obligation tomorrow. Booking it all as revenue on day one overstates how well you are doing and hides how much work you still owe members.
03
Trainer and instructor pay structures
Per-class rates, commission splits, employee trainers, and independent contractors often coexist in one studio. Each has different payroll, tax, and reporting treatment, and misclassification is one of the most common audit triggers in the industry.
04
Churn hiding inside topline revenue
New-member promotions can keep revenue flat while your member base quietly erodes. If the books do not separate new joins from cancellations, you see the problem months after it started.
What we put in place.
- Billing platform reconciled to bank deposits every month, so processor fees, refunds, and failed payments stop being a mystery gap.
- Prepaid memberships and class packs tracked as deferred revenue and recognized as they are earned, so your P&L reflects reality.
- Payroll that handles mixed compensation: W-2 instructors, commission splits, and 1099 contractors, each treated correctly.
- AI-powered anomaly detection flags duplicate refunds, unusual fee spikes, and revenue dips; a human bookkeeper investigates each one.
- A monthly dashboard with churn, revenue per member, and payroll ratio, so the numbers that run a studio are in one place.
Fitness Studios & Gyms, answered.
Better decisions start here.
A free, no-commitment review of your fitness studios & gyms books.