Skip to content
Book Keeping Pros home
Get a quote

Xero bookkeeping for personal training businesses and gyms

In a personal training business, studio or small gym, clients often pay before they train: a pack of sessions, a block of classes or a program bought through a booking app that settles later, less its fees. We record those payments in your Xero file, keep sight of the sessions clients have bought and still have to use, and show what each kind of training brings in.

Get a Xero bookkeeping quoteAbout this service
  • By Book Keeping Pros
  • Sources checked 15 Oct 2026

Session packs, app payouts and programs in Xero

Most of the work starts from your booking or payment app's reports and the bank feeds connected to your Xero file.

  • Each transfer from your booking or payment app split into the packs, passes and casual sessions it pays for, with the app's fees recorded from its payout report
  • Session packs and class passes bought in advance tracked using the treatment your accountant specifies, with the value clients have yet to use drawn from the booking app
  • A tracking category for the kind of training, with options for individual sessions, small group training, classes and online programs, so each can be reported separately
  • Invoices to workplaces, schools and clubs that book group sessions, with Xero's aged receivables report showing which of them owe you and how overdue each is
  • Studio, court or venue hire, insurance and equipment bills entered as they come in, with the supplier's invoice attached to the bill
  • Larger equipment purchases, such as racks, rowers or a sled, kept apart from everyday supplies, with receipts attached, for your accountant to decide how each is treated
  • Refunds for cancelled packs linked back to the original payment, so the list of unused sessions stays current
  • Each month, your bank and card balances in Xero checked against the statements, with any gap accounted for: a payment still clearing, something coded to the wrong account, or a bank error that you report to your bank

Not included

Setting session prices, credits and expiry rules in your booking app stays with you. We record what its sales and payout reports show.

Businesses in Health and Fitness Centres and Gymnasia Operation (ANZSIC class 9111)

Actively trading businesses across Australia
7,961 businessesAustralian Bureau of Statistics, Counts of Australian Businesses, June 2025, checked 15 October 2026
Of those, classified as non-employing
2,507 businessesAustralian Bureau of Statistics, Counts of Australian Businesses, June 2025, checked 15 October 2026
Of those, with 1 to 4 employees
3,291 businessesAustralian Bureau of Statistics, Counts of Australian Businesses, June 2025, checked 15 October 2026

Businesses by main state or territory

  1. New South Wales2,717 businesses
  2. Victoria2,155 businesses
  3. Queensland1,705 businesses
  4. Western Australia746 businesses
  5. South Australia371 businesses
  6. Australian Capital Territory114 businesses
  7. Tasmania104 businesses
  8. Northern Territory48 businesses
Source: Australian Bureau of Statistics, June 2025. Counts of Australian Businesses, data cube 2: Businesses by main state by industry class by employment size ranges (8165DC02.xlsx). Checked 15 Oct 2026.

Businesses by number of employees

  1. 1 to 4 employees3,291 businesses
  2. Non-employing2,507 businesses
  3. 5 to 19 employees1,852 businesses
  4. 20 to 199 employees297 businesses
  5. 200 or more employees14 businesses
Source: Australian Bureau of Statistics, June 2025. Counts of Australian Businesses, data cube 2: Businesses by main state by industry class by employment size ranges (8165DC02.xlsx). Checked 15 Oct 2026.

Related pages

The service

The industry

More for gyms and fitness centres

Xero bookkeeping for other industries

Questions personal trainers ask about Xero

Clients buy packs of sessions up front. How is that recorded in Xero?
Each pack is recorded when it's paid, in the way your accountant specifies. Alongside it we keep a list, built from your booking app, of sessions paid for and not yet trained, so you can see how much training you still owe.
My booking app pays me a lump sum. How do you split it up?
The app's payout report shows which sales make up the transfer and what fees were taken out. We enter the sales and the fees from that report, then match the transfer when it lands in the bank feed. If part of it can't be explained by the report, we list it for you to ask the app provider about.
Can Xero tell me whether classes or individual sessions earn more?
Yes. When sales and costs such as venue hire carry the option for that kind of training, a report filtered by that option sets its income against the recorded costs.
I run sessions for a local business. Can you follow what it owes me?
Yes. The invoices sit in Xero and each payment is matched as it comes in. Xero's aged receivables report then lists each business that still owes you and the age of every unpaid invoice, showing who to remind.
Will you need to sign in to my booking app?
Not usually. Its sales and payout reports, emailed or downloaded, give us what the books need. Client programs, notes and progress records stay in the app.

Sources

  1. Counts of Australian Businesses, data cube 2: Businesses by main state by industry class by employment size ranges (8165DC02.xlsx)

    Australian Bureau of Statistics. Actively trading businesses at 30 June 2025, released 16 December 2025. Checked 15 October 2026.

    Source: Australian Bureau of Statistics, Counts of Australian Businesses, including Entries and Exits, June 2021 to June 2025, licensed under CC BY 4.0 Licence: CC BY 4.0.

  2. Correspondence, GCCSA 2021 to GCCSA 2026 (CG_GCCSA_2021_GCCSA_2026.csv)

    Australian Bureau of Statistics. ASGS Edition 4, July 2026 to June 2031, released 22 July 2026. Checked 15 October 2026.

    Source: Australian Bureau of Statistics, Australian Statistical Geography Standard (ASGS) Edition 4, licensed under CC BY 4.0 Licence: CC BY 4.0.

  3. Greater Capital City Statistical Areas digital boundary file, 2026 (GCCSA_2026_AUST_SHP_GDA2020.zip)

    Australian Bureau of Statistics. ASGS Edition 4, July 2026 to June 2031, released 22 July 2026. Checked 15 October 2026.

    Based on Australian Bureau of Statistics data, Australian Statistical Geography Standard (ASGS) Edition 4, licensed under CC BY 4.0 Licence: CC BY 4.0.