InsightTrack Bookkeeping gives gyms full-service monthly bookkeeping in QuickBooks Online — transaction coding, bank reconciliations, AR/AP, and monthly financial statements — on flat-rate packages starting at $300 per month. One bookkeeper on your file every month. See package pricing or book a free consultation.
Who This Is For
A gym's revenue is easy to see in the membership platform and hard to see in the books. Mindbody, Zen Planner, PushPress, or ABC batch card charges and deposit them net of fees, minus failed payments that may or may not be recovered. Annual memberships and personal-training packages are collected up front and delivered over months. Trainers are paid a split of the sessions they ran. Merchandise and supplements bring a small inventory and sales tax. And the rent is the same whether January brought sixty new members or six.
InsightTrack sets up gym books that reconcile the membership platform to bank deposits, record prepaid memberships and PT packages as deferred revenue, tie trainer compensation to the training revenue it produced, and keep sales tax and inventory correct. You get a monthly P&L with membership, training, and retail as separate lines, and the member metrics that tell you whether the business is growing.
A good fit for independent gyms, CrossFit and functional fitness boxes, yoga and Pilates studios, martial arts schools, and personal training studios across Arkansas and remotely nationwide.
What Makes Bookkeeping for Gyms Different
Membership platform vs. the bank
Card batches arrive net of processing fees with failed payments and refunds mixed in. We reconcile the platform's billing report to deposits monthly so revenue is complete and failed-payment recovery is visible.
Prepaid memberships and packages
An annual membership or a 20-session PT package collected today is a liability until it's delivered. We record it as deferred revenue and recognize it as it's earned, so the balance sheet shows what you owe members in service.
Trainer and coach pay
W-2 coaches on hourly plus class rates, 1099 trainers on session splits, and owner-coaches all get recorded correctly, with training cost tied to training revenue so that line shows its own margin.
Retail, supplements, and sales tax
Merchandise and supplement sales carry inventory and sales tax. We keep inventory on the balance sheet, cost of goods sold accurate, and sales tax as a liability.
How We Set Up Your Books
Gym books use a chart of accounts with revenue by line — memberships, personal training, classes and drop-ins, retail — and the direct cost of each (coach and trainer pay, cost of goods) as cost of revenue. Rent, equipment leases, insurance, software, marketing, and owner pay sit in overhead. Deferred revenue, inventory, and sales tax payable live on the balance sheet.
- Membership software reconciled — Mindbody, Zen Planner, PushPress, Glofox, or ABC billing tied to the bank net of fees
- Deferred revenue schedule — annual memberships and PT packages recognized as delivered
- Revenue and cost by line — memberships, training, and retail each with their own margin
- Equipment and leases — rigs, racks, cardio equipment, and their loans or leases on the balance sheet
- Payroll and 1099s — coaches and trainers reconciled monthly, W-9s on file for 1099 trainers
The Numbers We Track for Gyms
Every client gets a monthly P&L, balance sheet, and cash flow statement. For gyms we also report the operating numbers that drive decisions, and can build them into a dashboard that updates as the books close.
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Average revenue per member
Total revenue divided by active members, by month. It shows whether pricing changes and add-on sales are actually moving the number.
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Member count and churn
Members added, members lost, and net change, alongside revenue — so a flat month is explained by the roster, not guessed at.
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Rent and labor as a percent of revenue
The two costs that decide whether a gym is profitable. Tracked monthly against targets so drift is caught early.
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Training margin
Personal training and class revenue less coach and trainer pay — whether the training program is a profit center or a member perk.
Serving Gyms in Arkansas and Nationwide
InsightTrack is based in Conway, Arkansas, and works with gyms in Little Rock, Conway, Maumelle, and across Central Arkansas, plus Fayetteville, Rogers, Bentonville, and Springdale in Northwest Arkansas.
The work is done in QuickBooks Online with documents shared through a secure portal, so location doesn't limit who we can help. We also serve gyms in Texas and nationwide. See all locations.
Frequently Asked Questions
Can you reconcile Mindbody or Zen Planner to my bank?
Yes. We match the platform's billing and payout reports to bank deposits each month, net of processing fees, and record failed payments, refunds, and recoveries so revenue is accurate.
How do you handle annual memberships paid up front?
Prepaid memberships and training packages are recorded as deferred revenue and recognized monthly or per session as they're delivered. The balance sheet shows what you still owe members in service, and monthly revenue reflects what was actually earned.
My trainers are 1099. Is that a problem for the books?
We record trainer pay according to how you've set it up and keep W-9s on file for 1099 trainers. Worker classification is a legal question, so if the arrangement looks like it should be W-2 we'll flag it for your CPA or attorney.
What does bookkeeping for a gym cost?
Flat-rate packages start at $300 per month. A gym with membership software, several coaches on payroll, retail, and equipment financing would usually run $500 to $1,000 per month depending on transaction volume.
Do you serve gyms in Arkansas?
Yes. InsightTrack is based in Conway and works with gyms and studios in Little Rock, Conway, Northwest Arkansas, and statewide, plus remotely nationwide.
Get In Touch
Bring your current setup — QuickBooks file, spreadsheet, or shoebox — and we'll tell you what the monthly close would cost and what a cleanup would involve. Call (501) 697-1919 or email marcus@insighttrackbookkeeping.com.