How it runs for gyms, fitness and wellness studios
The tiles owners ask for are active members, revenue per active member, revenue by product line, attendance per class, instructor cost as a percent of class revenue, failed-payment recovery rate, deferred revenue balance, and cash in weeks of rent and payroll. Any tile drills to its source report.
What are financial dashboard services?
Financial dashboard services design, build and maintain a visual view of your key financial metrics from your accounting, billing and payroll systems. The provider defines each KPI with you, connects the data, refreshes the figures, and checks that every number ties to the ledger. The result is a page you open any day, not a report you wait for.
What we handle for gyms, fitness and wellness studios
- Show active members, joins, cancellations and freezes each week
- Display revenue per active member and revenue by product line with trends
- Track attendance and revenue per class by instructor and time slot against cost
- Present failed-payment recovery rate and deferred revenue balance by product
- Express cash on hand in weeks of rent and payroll net of liabilities
The KPI that matters here
Dashboard refreshed within two business days of each close, with member, attendance and recovery tiles updated weekly.
Fitness compliance notes
Auto-renewal and health club statutes
State automatic-renewal laws require clear disclosure of recurring terms, affirmative consent and an easy cancellation path, and many states also have health club statutes that limit contract length, set cancellation rights and may require a bond for prepaid memberships. We keep the signed agreement and consent with each member's billing record and report prepaid balances so your counsel can confirm bonding needs; the legal review is theirs.
Deferred revenue for prepaid plans and packs
Annual memberships, class packs and training packages are liabilities until the service is delivered. We hold them in deferred revenue, release them from attendance and session logs, track expired and unused balances under your published policy, and report the liability monthly so lenders, buyers and your tax preparer see the obligation behind the cash.
Card-on-file and stored-credential rules
Card networks require a member's consent before a card is stored, disclosure of the recurring amount and schedule, and notice before a trial converts to a paid plan. Our agents never take or store card numbers; members enter cards through your booking platform or Stripe, and we reconcile the consent date to the first charge when a dispute is raised.
Sales tax on memberships and retail
Some states tax gym memberships and class fees, most tax retail and supplements, and a few treat personal training differently from group classes. We map each product in your booking platform to its tax treatment, reconcile tax collected to the ledger by state each month, and prepare the workings for your filing.
Fitness software we work in
- Stripe
- QuickBooks Online
- Xero
- Square
- Gusto
- Mindbody
- Zen Planner
- Mariana Tek
- ABC Fitness
- All 50 platforms
More for gyms, fitness and wellness studios
Other services for fitness
Frequently asked questions
What KPIs should a gym or studio track?
Active members and net member change, revenue per active member, revenue by product line, attendance per class and revenue per class against instructor cost, instructor and trainer cost as a percent of class and training revenue, failed-payment recovery rate, deferred revenue balance, aggregator yield per visit, retail margin and cash in weeks of rent and payroll. Almost every profit change traces to one of them.
Can the dashboard show each location and each instructor?
Yes. Members, attendance and revenue are tagged by location and instructor in the booking platform, and costs are coded by location class in the accounting file. Each studio manager sees their own members, class economics and recovery rate, and each instructor's classes can be shown by slot, while the owner sees the group. Member names never appear; tiles are built from counts and totals.
When does the dashboard refresh?
The financial tiles refresh once the month-end close is released, normally by the fifth business day. Member, attendance and failed-payment tiles update weekly from booking-platform exports, in time for the Monday meeting. We do not publish unreconciled daily figures, because the value of the dashboard depends on every tile tying back to the books and the platform reports.
Ask an AI assistant to summarize this page
Opens the assistant with a prefilled prompt so you can check our claims against the page yourself.