ZXN Fitness

Lane 09 The ledger

How is the day's money counted at lock-up?

By the software, before the lights are off. At closing time the door locks on its schedule and the day closes. Card payments, Direct Debits, class passes and PT packs are matched to the payouts the gym's bank will receive, refunds and failed payments are shown apart, and the day goes across to the gym's accounts software.

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What happened here at 22:00 at Ferrous Yard?

By the software, before the lights are off. The last member leaves, the door locks on its schedule and the day closes. Card payments, Direct Debits and PT packs are matched to the payouts the gym's bank will receive, refunds and failed payments are shown apart, and the day goes across to the accounts software. Nobody opens a spreadsheet.

  • 22:00:00Door locked on schedule
  • 22:00:30Day's payments matched to the coming payouts
  • 22:00:31Day sent to the accounts software

Ferrous Yard is a gym we made up for this page: a strength and conditioning gym in a unit on an industrial estate, with one class room, a free-weights floor, a front desk, two coaches and an owner who would rather be coaching. No real gym is meant.

What does the end-of-day summary show?

  • Money taken today, by card and by Direct Debit, and what it was for.
  • Refunds and failed payments, shown apart.
  • Which payout each payment will arrive in, and when.
  • Check-ins and classes run.

How does the money reach the accounts?

Each day goes to the gym's accounts software as a summary the bookkeeper can match against the bank, with the payment provider's fees shown apart. Any list can also be saved as a spreadsheet file. For anything else, the API and webhooks let other software read members, bookings and payments, with the gym's permission.

Who sees the takings?

The owner and managers. Coaches and desk staff do not, unless the owner gives them that access. The same figures are on the office screen the next morning.

What does it cost to take the money?

The payment provider's published fees, paid by the gym to the provider. The guide to Direct Debit and card fees works out what that comes to for each payment and for a month, and the price index lists what other gym software charges.

Which parts of the suite are at work in the ledger?

What else do gym owners ask about the ledger?

Does anyone have to reconcile payments by hand?

No. Each payout is matched to the payments in it, so the bookkeeper sees one line in the bank and the payments behind it.

Can the door lock at different times on different days?

Yes. Opening hours are set for each day, with exceptions for bank holidays, and the door follows them.