Accounting software for gyms in UAE and boutique fitness studios

Gyms collect cash before they earn it, so unearned revenue is the most important account on the balance sheet. HelloBooks sets up fitness businesses with these lines.

• Membership income, recognised monthly, and unearned membership revenue
• Class pack and personal training income
• Freelance coach fees and in-house trainer salaries
• Equipment depreciation, leasing and servicing
• Café and supplement sales with their own stock

Fitness memberships, classes and personal training are standard-rated at 5%. The accounting and VAT timing differ: you recognise a AED 6,000 annual membership as AED 500 of revenue each month, but VAT is generally due when the payment is received or the invoice issued, so the AED 300 of VAT on that membership falls in the period the member pays. HelloBooks tracks both, so your P&L is smooth and your VAT 201 draft still captures the full amount.

Memberships frozen or refunded need a credit note to reduce output VAT. The agent drafts it when you approve the refund.

Upload your membership system’s sales export and the agent posts new memberships to unearned revenue, then releases a month of income on schedule. Coaches’ invoices are matched to sessions taught, and card settlements are matched from your statement upload. Supplement supplier bills are read and posted to stock.

Ask “how much membership revenue have we collected but not yet earned?” or “what did we pay freelance coaches in Q3?” The owner reviews refunds, freezes and coach payments before they go out.

Owners watch unearned revenue, monthly recurring revenue, churn in member numbers and coach cost as a share of class income. If class revenue is AED 88,000 in a month and coach fees are AED 29,000, coaching costs a third of income.

Membership schedules, coach payout rules and approval steps for refunds can be configured. Talk to the team at /book-a-demo or email hello@hellobooks.ai.