How it runs for gyms, fitness and wellness studios
Our ReconBot workflow pulls each processor's payout report, ties every payout to a bank deposit and to the charges it settles, posts fees, refunds, disputes and holds separately, and reconciles every clearing balance at each close. Held payouts are raised with you immediately.
What is payment processor reconciliation?
Payment processor reconciliation is the work of proving that the money a processor or marketplace deposits equals your gross sales less its fees, refunds, chargebacks, reserves and adjustments for the same settlement period. Each payout is broken into its parts and posted so revenue, fees and sales tax are correct and the bank deposit matches to the cent.
What we handle for gyms, fitness and wellness studios
- Match each Stripe, Mindbody or Square payout to a deposit and the charges it settles
- Reconcile ACH membership settlements, returns and return fees on their own cycle
- Post processing fees, refunds, disputes and reserve holds separately from revenue
- Flag held, delayed or reversed payouts before they distort revenue or cash
- Reconcile every processor and aggregator clearing balance at each close
The KPI that matters here
All processor payouts matched to deposits and member charges within two business days, with fees and disputes posted separately.
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
Payment processor reconciliation in other industries
Frequently asked questions
Why did Stripe hold part of our payout?
Processors may hold a reserve or delay a payout after a spike in disputes, a large refund, or a change in account details, and the hold shows as a smaller deposit with no explanation on the bank feed. We record the held amount in the clearing account so revenue is not understated, flag it to you the day it appears, and match the release when it arrives.
How do you handle a chargeback on a membership charge?
The disputed amount is recorded against the member's account, the dispute fee is posted, and we assemble the signed agreement, card-on-file consent, cancellation terms and attendance history you would need to respond. Responding is your decision. If the dispute is lost the balance returns to the member's account with a note; if won, the reversal is matched when the processor returns the funds.
Can you reconcile the processor built into Mindbody or Zen Planner?
Yes. Integrated processors record charges against members automatically, but the payout still arrives net of fees on the processor's schedule and the platform's sales report does not show the fee. We reconcile the platform's payout report to the sales report, the payout to the bank, and post the fees, so the member ledger, the processor and the bank all agree each month.
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