Fitness Studio or Gym QuickBooks CleanupWhich charge is still sharing
Four questions owners ask when one item is doing two jobs. Take the one you need.
Read one answer
Can floor time and a class share an item
No. They can share a morning, a member, and even a card draft. They should not share an item. The draft is a collection event. The item is the product. Mixing those two ideas is how a file becomes impossible to explain in the month the price changes.
If they already share an item, the cleanup names the share before anyone edits history. New charges go to the right items going forward. Old months are touched only when a closed period is being rebuilt on purpose, and only with the export beside the file.
Does the bank line replace the draft total
No. The bank line is what remained after the card company kept its cut, and after any reversal that already hit. The draft total is what members were billed. Replacing the draft with the bank makes both the sale and the cut disappear into one wrong number.
The page on the net deposit walks that split. This page only insists the bank is not allowed to erase the export.
Does this site name a billing app
No. Studios run all sorts of billing tools, and the brand name of the tool is not the record. The record is the export. Columns for member, date, product, and amount are enough. If your export uses different headings, the first call is about mapping those headings, not about switching software.
QuickBooks is the file we clean up. The billing tool can stay. The items in QuickBooks have to be able to receive what the export already knows.
Which charge is named before a total may change
The charge whose price moved. The others stay. If a class price went up and floor time did not, only the class item changes. That is the whole reason they were split. A total that moves because one product moved should still show the other products standing still.
If you cannot tell which charge moved, the items are not split yet. That is the work, and it is ordinary. Bring the export. We will say which line is the one that has to be named first.
Other charges that quietly share the dues item
The class is the obvious roommate. It is not the only one. An initiation fee, an annual fee, a guest pass, a late cancel, a towel, and an hour of childcare all land in the same draft if the billing tool was set up in a hurry. Each of those is a different promise. A guest pass is a day. Childcare is a room and a person for a set hour. A late cancel is a penalty for a class the member did not attend. None of them is the right to walk onto the floor all month.
When they share the dues item, a report called membership income is a junk drawer. The owner looks at it and feels the studio grew, when the growth was a stack of guest passes in one week. Or the owner feels the studio shrank, when the only change was that annual fees were billed in a different month last year. The feeling is real. The report is the thing that lied.
The cleanup gives each of those a name taken from the export, not from a list we invented. If the export says guest and the owner says day pass, the item follows the export, and the owner can rename it later in ordinary language. We do not invent a catalog and then force the file to match the catalog.
A freeze fee is its own case. The member paused the floor and still paid a small amount to hold the rate. That amount is not dues for time used, and it is not a class. It gets a line that says the pause was paid for. Later, when the member returns, the dues item starts again. The pause fee does not get renamed into dues to make the year look smooth.
How the share is marked before any history moves
We print a short list from the export. Each row is a product name the billing tool used, the item it currently hits, and whether that item is doing a second job. The list is the whole diagnosis. It fits on a page. It does not need a member name.
Going forward, new drafts post to the split items. A closed month stays closed unless the engagement says that month is being rebuilt. Rebuilding means the export for that month is still in hand and the return for that year has not already relied on the old number. If the return already went out, the old month is left alone and the split starts in the open month.
That restraint is the difference between a cleanup and a rewrite. A rewrite feels thorough and it breaks a year the owner already filed. A cleanup makes the next deposit explainable. We will say which one you are asking for before anyone changes a closed month.
Which charge is shared
You will be talking to the Steven Palmieri practice.