Gym reports that answer real questions: revenue, profit and churn

Most gym owners can tell you how many members they have. Far fewer can tell you whether last month made money after salaries, rent and the generator, or how many members did not renew. The data usually exists, spread across a sales notebook, an expenses sheet and the cash drawer, but nobody has time to bring it together.

GymLeb's Reports section brings it together from the same records your desk already enters. This guide goes through each report, the question it answers and how to use it in a monthly review.

How the numbers are counted

Two rules make the reports trustworthy:

• Money is counted on the day it was paid. A membership sold on the 28th and paid on the 3rd counts in the month it was paid. Partial payments count on their own days. Our guide to partial payments explains how each payment is recorded.
• PT counts at the gym's share. If a trainer keeps 60% of a session, only the gym's 40% is gym revenue in most views.

Every report has a date range (it starts on "this month so far"), a USD or LBP switch, and an Export menu with Excel (one sheet per card) and PDF. If you price in both currencies, read how the display currency works first.

Overview: the one-page health check

The Overview report shows eight figures, each compared with the previous period and the same period last year: active members, new members, revenue, net cash, churn, renewal rate, money owed to you, and average revenue per member. Below them, a chart of revenue, expenses and net cash, and a split of revenue by source: memberships, PT (gym share), products and other income.

If you only look at one report a month, look at this one.

Profit and Loss: did the gym make money?

Profit & Loss is a monthly statement over the last 6, 12 or 24 months:

• Revenue, then the cost of goods sold (what the products you sold cost you), then gross profit and margin.
• Operating expenses by category, including your GymLeb plan.
• Net profit and margin.
• Stock you bought for inventory, and net cash.

Next to it, Expenses as % of revenue compares your main costs with typical gym ranges: salaries up to about 44% of revenue, rent up to 15%, utilities and generator 3 to 6%, marketing 5 to 10%. It is a rough guide, not a rule, but a rent line at 30% tells you something important. Same month last year helps with seasonal gyms, which in Lebanon means most of them.

For the P&L to be useful, expenses must be recorded. Under Expenses you can set categories with a group (salaries, rent, utilities, generator and diesel, and so on) and mark fixed monthly costs. Recurring bills can be paid month by month. If you use payroll, salaries are added as expenses when you pay them.

Revenue: where the money comes from

The Revenue report breaks income down by payment method (cash, Whish, OMT, with money in, money out and net), by plan, new versus renewal, by discount, refunds, and by coach with the gym and coach shares. The payment method view is the one to compare with your drawer and wallet apps at the end of the month.

Cash Flow and Debts: what is coming and what is owed

Cash Flow & Debts is about today, not the past:

• Owed to you, grouped by age: 0 to 30 days, 31 to 60, 61 to 90 and over 90.
• Owed by you: unpaid bills and payroll.
• A forecast for the next 30, 60 and 90 days.
• Break-even: how many members you need to cover your fixed costs.

The break-even figure is the most useful number for a new gym. It turns "we need more members" into a target.

Members: churn, renewals and retention

The Members report covers members lost and the revenue lost with them (churn), renewals versus first memberships and the renewal rate, average tenure, lifetime value, retention by join month, and how many members also train with a coach. The Win-back card lists members who lapsed in the last 90 days with the value of bringing them back at today's prices.

Churn is the number most gyms never measure. A gym that adds 40 members a month and loses 35 is not growing, even if the sign-up sheet looks busy. See the churn and retention entries in the glossary for the definitions.

Attendance: who is drifting away

The Attendance report shows visits, class fill and no-shows, and an At risk list: active members with fewer than four visits in 30 days. Those are the members most likely not to renew, and a friendly call now is cheaper than a win-back offer later. With access control, the report adds the busiest times and a peak-hours heatmap.

Leads, WhatsApp and the breakdowns

Two more reports round it out. Leads & WhatsApp shows the lead funnel by source and conversion, plus WhatsApp delivery and read rates and members won back by reminders. Revenue & Expense Breakdown lists revenue by category and type, expenses by category, product sales with cost and profit, and a 12-month expense trend.

With the Staff Performance add-on, a Staff Performance report shows each staff member's sales and results.

Who sees what

Each report page has its own view permission, so you decide who sees money. The staff presets follow sensible defaults: front desk staff see no reports, an accountant sees the financial ones, a manager sees all of them. Staff limited to some expense categories see the rest grouped as "Categories you can't see".

A 20-minute monthly review

1. Overview: compare revenue, net cash and churn with last month and last year.
2. Profit & Loss: check net margin and any expense line above its typical range.
3. Cash Flow & Debts: call or write off the over-90-days balances.
4. Members: read the win-back list and pick who to call.
5. Attendance: hand the at-risk list to the desk.

Reports are included in every GymLeb plan. You can also ask an AI app like Claude these questions in plain words; see our post on the GymLeb AI assistant. Plans are on the pricing page.