Accountants for Gyms and Fitness Studios on Mindbody and TeamUp

Your Whole Club in One Place

Your accounts tell you whether the club made money. Your booking system tells you why. OutRise Vision puts the two side by side:

• The business, from Xero: revenue, gross profit, net profit, cash and the balance sheet, in your Board Report.
• The club, from Mindbody or TeamUp: active members, price per session, how often members train, and how full your floor or timetable is.

The screens below are from a personal training club we work with on Mindbody, shown with the club's permission. Names have been changed, and money figures, counts and percentages altered.

The Business and the Club, Side by Side

Each month, the club's profit and loss from Xero sits above its own measures from Mindbody, both against the same month a year earlier: active clients, price per session, weekly frequency, revenue counted as sessions are delivered, and how much of the floor was used.

June's profit and loss from Xero, above the same month's members, price, frequency and floor use from Mindbody.

Revenue moves for three reasons: more members, a higher price per session, or members training more often. Vision shows which of the three moved yours, year by year.

Breakeven: The Sessions a Week You Need

Vision splits the club's costs into trainer wages, which rise and fall with the sessions you deliver, and everything else, which does not: property, admin, directors and depreciation. From that it works out what each session costs, what it contributes, and how many sessions a week the club needs to break even, against how many it delivers and the most the floor can hold.

Twelve months to June: what each session costs, earns and contributes after trainer wages, and the occupancy the club needs to break even.

It also prices one more trainer: the cost of an average trainer against the contribution from the sessions they would deliver, and how many sessions a week they need to cover their own wage.

Which Services Pay

Contribution by service line shows what each line earns after trainer wages: one-to-one, semi-private, corporate, memberships and room hire, with the margin and the revenue per trainer hour of each. Rent and overheads are left out on purpose, so a line is judged on what it brings in for the trainer time it uses.

Twelve months of contribution by service line, from sessions in Mindbody and wages in Xero, reconciled to the profit and loss.

Is the Floor Full?

Sessions each week against the most the floor can hold, with the busiest week and the headroom over the last twelve weeks.

The This month view follows the current month as it happens: sales recorded, sessions delivered, members trained and bookings still to come, against the same days last year and against a session target if you set one.

Paid For, Not Yet Delivered

Members who buy packs and memberships pay before they train. Vision sets the deferred income on your balance sheet against the value of the sessions members have paid for and not yet used, and flags any deferred income account that has stopped moving.

Class Studios on TeamUp

For class studios on TeamUp, the studio dashboard shows in-person fill separately from online classes, revenue per studio hour, fill by class, venue and instructor, seats paid for but not used, pack use, repurchase and lapsed members.

Built on Your Mindbody, TeamUp and Xero Data

• Mindbody and TeamUp sync every night, and the dashboard shows when each source was last captured.
• Revenue on the club dashboard is counted when a session is delivered, not when a pack is sold.
• Your Board Report is built from your Xero ledger and reconciled back to Xero.

What you add is small: the most sessions your floor can hold in a week, the weekly frequency you aim for, and a monthly session target if you want one.

Which Service Level Includes It

Every client receives the Board Report. The club and studio dashboards come with Strategic Growth Partner. See OutRise Vision for everything the platform does, and Exclusive Fitness's story on our client stories page.

Questions Gym and Studio Owners Ask

Do I see my profit and cash as well as my club numbers?

Yes. Your Board Report is built from your Xero books and covers revenue, margins, overheads, profit, the balance sheet and cash. The club dashboard adds your members, sessions and floor from Mindbody, or your classes and members from TeamUp, so you manage the whole business from one place.

Which booking systems does the dashboard work with?

Mindbody and TeamUp. The dashboard reads your bookings, visits and sales and refreshes every night. Your Board Report is built from your Xero books, so it works whichever booking system you use.

How are packs and memberships paid in advance counted?

The club dashboard counts revenue when a session is delivered, not when the pack is sold. Money members have paid for sessions they have not yet used is deferred income on your balance sheet, and Vision sets it against the value of the sessions still owed.

Do you work with gyms and studios outside Kent?

Yes. Our office is at the Canterbury Innovation Centre, and we support gyms and studios across the UK using cloud systems and video meetings.

See Your Club in Full Beam

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