BAS and bookkeeping for personal trainers, without the Sunday-night spreadsheet
A PT statement is a stream of small client payments, some weekly by direct debit, some a 10-session pack up front, some through a booking app that takes a fee. Going out there is gym floor rent or a share of the studio, a fitness registration renewal, insurance, kettlebells and bands, a course or two, and the fuel to get to the park at 5:30am.
FlowFi picks up every payment in and out from the statement, matches packs to clients where you want it to, flags GST on the rent and gear, and builds the quarterly BAS. Review it, copy the labels into ATO Online, done.
General information only, not tax advice. Check your own situation with a registered tax agent or the ATO.
What FlowFi does for personal trainers
Sorts client payments and packs
Weekly debits, session packs and app payouts are recognised as income and the platform fee is captured as an expense.
Flags GST on rent, gear and apps
Gym floor rent, equipment and software subscriptions are checked for GST so you claim what you are entitled to.
Invoices for packs and corporate sessions
Send an invoice for a 10-pack or a workplace bootcamp and let reminders follow up the ones that slip.
Tracks travel between clients
Log the drive from the gym to an outdoor session or a client’s home and FlowFi applies the current ATO cents-per-kilometre rate.
Builds the BAS from your statement
Upload the quarter, review the pre-filled figures and copy them into ATO Online.
How it works
Upload your bank statement
Export a CSV or PDF from your bank (CBA, Westpac, NAB, ANZ, Macquarie and most others) and drop it into FlowFi. No bank login, ever.
AI sorts every transaction
Income, expenses, equipment and transfers are categorised, GST is worked out on each line and likely deductions are flagged for you to confirm.
Review and lodge your BAS
Check the pre-filled labels, copy them into ATO Online in about five minutes, or export the pack for your accountant. FlowFi does not lodge for you.
Common deductions for personal trainers
Expenses personal trainers often claim. FlowFi flags these categories as they appear in your statement so you can confirm each one.
- Gym floor rent, studio hire or park permits paid to train clients
- Fitness industry registration and first-aid or CPR renewals
- Public liability and professional indemnity insurance
- Training equipment such as bands, kettlebells, mats and timers
- Continuing education courses directly related to your current services
- Branded uniforms and sun protection for outdoor sessions
- Booking apps, music licensing for classes, and software subscriptions
- Phone, internet and a share of your home office for programming and admin
General information only, not tax advice. Check your own situation with a registered tax agent or the ATO.
Email me the quarterly BAS checklist
The checklist now, then a few short notes on getting your BAS done. No spam, unsubscribe any time.
Pricing
Flat monthly pricing. No percentage of your income, no lock-in, cancel any time. Every account starts with 14 days of Pro free, no card needed.
Pro
or $290 a year (two months free). 14-day free trial, no card.
- Unlimited transactions and uploads
- Unlimited invoices with automatic reminders
- Full AI categorisation and deduction flags
- BAS preparation with a copy-guide for ATO Online
- Receipt scanning, mileage and cash-flow forecast
- One-click accountant export
Business
or $590 a year (two months free). For anyone with a bookkeeper or partner in the books.
- Everything in Pro
- Unlimited bank accounts
- Up to 5 users with role-based access
- Advanced AI insights
- AI support and API access
Questions personal trainers ask
Can I claim my own gym membership?
Generally no. The ATO treats keeping fit as private, even for trainers, unless your work demands a level of fitness well above normal. Rent you pay a gym to train your clients is different and is usually deductible.
A client paid for 10 sessions up front. When is it income?
On a cash basis, which most sole traders use, the whole payment is income in the quarter you received it. FlowFi records it on the date it hit your account. If you want to track sessions delivered against sessions paid, use the notes on the invoice.
Do I need to register for GST as a PT?
Only once your GST turnover reaches $75,000 a year, or you choose to register earlier. Many trainers sit under the threshold for their first year or two. FlowFi keeps a running total so you know where you stand.
What about courses and certifications?
Courses that maintain or improve the skills you already use in your business are generally deductible. A course that qualifies you for a new line of work usually is not. Keep the receipt and the course outline.
General information only, not tax advice. Check your own situation with a registered tax agent or the ATO.
Keep reading
FlowFi for related trades
Finish your BAS between the 6am and 7am sessions
Upload one bank statement and see client payments, rent, gear and GST already categorised.
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