Personal trainer bookkeeping: client payments against the apps, rent and renewals behind them
A trainer's income arrives as Stripe transfers from a coaching app plus the odd Venmo; the costs are software, gym-floor rent, a certification and a bar of equipment. The bank statement holds both, so the month's profit starts there.
Worked example: one October
The tool ships a synthetic statement for an independent trainer (fixtures/trainer-checking.csv): three Stripe transfers, a Venmo cash-out and nine costs. Eight of the nine costs and all three Stripe transfers get a suggested account with no rules taught; the Venmo cash-out stays in review, because it could be clients paying you or your own money moving.
| October 2026 | Amount |
|---|---|
| Stripe transfers (three) | $4,315.00 |
| Venmo cash-out (left in review; you file it) | $340.00 |
| Money in | $4,655.00 |
| Trainerize, Mindbody, MyFitnessPal, Canva (software) | −$262.98 |
| NASM recertification (education and dues) | −$99.00 |
| Gym-floor rental (rent) | −$250.00 |
| Rep Fitness (supplies) | −$186.40 |
| Professional liability insurance (insurance) | −$34.00 |
| Meta ads (advertising) | −$85.00 |
| Profit | $3,737.62 |
The profit counts the Venmo cash-out as income; if part of it is your own money, file that part as a transfer and the profit drops by the same amount. Stripe transfers are net of Stripe's fee, so the deposit understates what clients paid.
What the tool does for a trainer
- Imports the bank CSV and suggests Sales for Stripe transfers.
- Files the recurring costs: coaching and booking apps, certification renewals, gym-floor rent, equipment, insurance and ads.
- Reports a P&L and a Schedule C worksheet, with a mileage log for travel to clients and quarterly estimated-tax dates in the tax calendar.
Rules are written from company names; no real trainer's statement has been tried.
Questions
Where does gym-floor rent go?
The importer files a payee such as "Planet Fitness gym rental" under rent. A revenue-share arrangement with a gym that is netted out of your payout will not show as a separate line; only what leaves your bank account does.
How are coaching apps, certifications and equipment filed?
Trainerize, TrueCoach, TrainHeroic, Mindbody and MyFitnessPal are filed under software and subscriptions, NASM, ACE, ISSA, NSCA and ACSM renewals under education and dues, equipment from Rep Fitness or Rogue under supplies, and professional liability insurance under insurance. A Venmo cash-out stays in the review queue; you file it.
Is it free?
Yes. It is open source (MIT), runs in your browser and nothing is uploaded. Not tax advice: an independent trainer owes self-employment tax on profit, the Schedule C worksheet in this tool shows the figure, and your accountant decides what applies to you.
Open AI Bookkeeper and import your bank statement.