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5 Best Personal Trainer Accounting Software in 2024

5 Best Personal Trainer Accounting Software in 2024

Posted by Tyler Spraul, Certified Strength and Conditioning SpecialistĀ® (CSCSĀ®) on November 8, 2023 ā€” Updated on April 27, 2024

Compare the best personal trainer accounting software from FreshBooks, QuickBooks, Wave, and more. See how the best accounting software for personal trainers can transform your business.

Best Personal Trainer Accounting Software

In the search for the best accounting software for personal trainers, several options stand out. QuickBooks leads the pack from a familiarity perspective with its direct integration with Exercise.com, offering a seamless financial management experience. It’s particularly beneficial for those who require advanced tax handling and detailed reporting. Wave offers a no-cost entry point with essential features, making it the best free accounting software for personal trainers who are just starting out or have simpler needs.

For personal trainers with a broader business scope, NetSuite provides a comprehensive suite with real-time data and extensive customization, though it comes with a higher price tag and complexity. Xero strikes a balance with its user-friendly platform and robust security, suitable for trainers who prioritize ease of use alongside powerful features.

Each of these platforms brings unique benefits to the table, from Wave’s accessibility to QuickBooks’ extensive features, ensuring that personal trainers can find the right fit for their business’s financial needs.

Fitness Income Ideas

Discover the best accounting software for personal trainers who want to provide personal training client nutrition coaching online and in-person, create workouts online for clients, offer workout logging to clients, sell workout plans online, run online workout groups, and moreā€”all from your own custom branded fitness app. See why the best white label fitness app software and best personal trainer app builder software can help you to make a fitness app and your own online personal training booking, billing, and client management platform without all of the hassle and expense of creating a fitness app from scratch.

Whether you are just learning how to start a fitness business and just want to learn how to make money from fitness or you are an experienced personal trainer who wants to take your business to the next level, see why the best personal training software and the best fitness influencer software can help personal trainers, fitness influencers, online fitness coaches, and other fitness professionals find the best bookkeeping and accounting software for personal trainers to keep track of their finances, expand their online presence, get more clients, and grow their fitness business.

Jimmy Myers Relentless Sports Performance
If you want to offer an elite service for the end user you need to get with the times and use elite level software that is intuitive, visually appealing, and effective. That is exactly what Exercise.com delivers to its clients.
Jimmy Myers
Owner/Trainer, Relentless Sports Performance

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Best Accounting Software for Personal Trainers Comparison

CompanyPricingEase of UseIntegration with Exercise.comWebsite
QuickBooks$25-$180 per monthHighYesQuickBooks
FreshBooks$15-$50 per monthHighNoFreshBooks
WaveFree (Pay-per-use features)HighNoWave
NetSuiteCustom PricingModerateNoNetSuite
Xero$11-$62 per monthHighNoXero

#1 QuickBooks


QuickBooks is a comprehensive accounting solution that offers a range of features tailored to small businesses, including personal trainers. Its direct integration with Exercise.com makes it a seamless option for fitness professionals looking to streamline their financial management.


  • Direct integration with Exercise.com
  • Scalable plans suitable for different business sizes
  • Advanced tax management features
  • Extensive reporting capabilities
  • Mobile app for financial tracking on-the-go


  • Can be more expensive than other options
  • May have a steeper learning curve for advanced features

QuickBooks stands out as the best personal trainer accounting software due to its robust set of features that cater to the intricate needs of financial management within the fitness industry. The direct integration with Exercise.com allows for a synchronized experience, ensuring that personal trainers can focus more on their clients and less on administrative tasks. The best online personal trainer accounting software needs to offer comprehensive financial insights, and QuickBooks delivers on this front with detailed reporting and analytics.

Website: QuickBooks

#2 FreshBooks


FreshBooks offers a streamlined accounting solution for personal trainers who need to manage their finances efficiently. With a user-friendly interface and a variety of pricing options, FreshBooks makes it simple to send invoices, track time, and manage receipts.


  • User-friendly interface
  • Customizable invoices
  • Time tracking capabilities
  • Comprehensive reports
  • Excellent customer support


  • No direct integration with Exercise.com
  • Limited inventory management features

FreshBooks is a cloud-based accounting software that is well-suited for personal trainers, especially those who are just stepping into the world of digital finance management. While it doesn’t directly integrate with Exercise.com, it offers a suite of features that can be incredibly beneficial for managing the financial aspects of a personal training business. From creating professional-looking invoices to managing expenses and tracking time, FreshBooks covers a wide range of accounting needs.

For personal trainers using Exercise.com to manage their fitness business, the lack of direct integration with FreshBooks is not a deal-breaker. Exercise.com’s flexible platform allows for manual entries and can work alongside any accounting software to ensure that all aspects of the business run smoothly. The key is to maintain consistent records across both platforms.

When it comes to choosing the best accounting software, personal trainers should look for options that offer ease of use, comprehensive financial reporting, and excellent customer support. FreshBooks ticks all these boxes, making it a strong contender for the best personal trainer accounting software. However, for those looking for a seamless integration to minimize manual data entry, QuickBooks offers an official integration with Exercise.com, streamlining the process even further.

Website: FreshBooks

#3 Wave


Wave is an ideal choice for personal trainers who are just starting out or running a small business. As one of the best free accounting software for personal trainers, it offers essential financial tools without the overhead costs.


  • Free to use with pay-per-use features available
  • User-friendly interface ideal for beginners
  • Invoice and billing features included
  • Receipt scanning for easy expense tracking


  • Limited customization options for advanced accounting needs
  • No direct integration with Exercise.com

Wave’s position as the best free personal trainer accounting software is solidified by its ease of use and fundamental accounting capabilities. While it lacks direct integration with Exercise.com, it still provides a reliable platform for personal trainers to manage their finances effectively.

Website: Wave

#4 NetSuite


NetSuite is a robust business management suite that includes powerful accounting features. It’s designed for larger businesses that require a comprehensive system for their complex financial needs.


  • Extensive customization options
  • Real-time financial data and analytics
  • Multi-currency and multi-language support
  • Scalable for growing businesses


  • Higher cost can be prohibitive for individual trainers
  • More complex than other solutions, requiring more time to learn

NetSuite may not be the easiest personal trainer accounting software due to its complexity, but it offers unparalleled depth for those who need it. Personal trainers with a broad business scope can leverage NetSuite’s capabilities to manage their finances on a global scale.

Website: NetSuite

#5 Xero


Xero provides a cloud-based accounting experience with a suite of features that are both powerful and accessible. It’s a strong contender for personal trainers who need a balance of functionality and simplicity.


  • Real-time financial tracking
  • Easy integration with over 800 third-party apps
  • Strong focus on data security
  • Collaborative features for team access


  • Limited reporting features compared to QuickBooks
  • Additional cost for multiple users

Xero’s reputation as one of the best online accounting software for personal trainers is well-earned, offering a blend of essential tools and user-friendly design. While it doesn’t integrate directly with Exercise.com, it’s still a viable option for personal trainers who need reliable and secure financial management software.

Website: Xero

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Read to find the best personal training software with a full QuickBooks integration?

Here’s just some of what you can do on the Exercise.com platform:


Process payments for open gym, classes, and personal training.

Gym Payments

Landing Pages

Create gym landing pages easily.

Landing Pages

Fitness Challenges

Manage fitness challenges (Read More: 100+ Fitness Challenge Ideas)


On-Demand Fitness Content

Offer on-demand fitness content.


Fitness Classes and Groups

Create classes and fitness groups.

Online Groups

Fitness Livestreaming

Conduct gym livestreaming easily.



Engage with clients via automations.

Gym Member Engagement


Manage leads with a gym CRM.

Gym CRM Software

Fitness Assessments

Create and send fitness assessments with ease.


Habit Tracking

Use fitness habit tracking to inspire and motivate gym members and clients.

Habit Tracking

Progress Photos

Use fitness progress photos to engage with members.

Progress Photos


Use fitness leaderboards to track event performance and inspire healthy competition.



Create exercise supersets in a snap.


Rep Max Progressions

Program exercise rep max progressions with ease.

Rep Max Progressions

Exercise Library

Use the exercise demonstration video library or create your own custom exercise demonstration videos.

Exercise Library

Workout Plan Creator

Create workout plans for parents and dependents, teams and more.

Workout Plan Creator

TV Workouts

Cast gym TV workouts to in-gym TV screens quickly and efficiently.

TV Workouts

Group and Location Management

Manage multiple groups and locations with ease.


Client Management

Manage clients and gym members with ease. An online training software comparison for personal trainers makes it easy to see why Exercise.com offers the best client management functionality for in-person and online personal training. The best personal fitness trainer software should work for you on the go, just like in the gym.

Client Management

Appointment Booking

Book appointments for parents and dependents with ease. (Read More: Best Gym Booking Software)


Gym Check-In

Gym check-in software that makes your life easy. (Read More: Best Gym Check-In Software)



Communicate with gym members, athletes, team members, personal training clients, class members, parents, and dependents via SMS, email, and in-app push notification.


Performance Tracking

View performance over time, track personal records, and other fitness stats with performance reporting dashboards. The best fitness software for personal trainers offers exercise tracking, habit tracking, workout tracking, and more.

Performance Reporting

Business Dashboards

And of course, view all of your gym business reports easily too.

Gym Reports

Custom Branded Fitness Apps

All from your custom-branded fitness apps (Read More: Best Gym Mobile Fitness Apps Software)

Custom Branded Apps
Our overall experience with Exercise.com is a breeze. We love how easy it is to integrate this app with our current workflow while providing great fitness programs for our customers and save us time in the process.
Julie Ledbetter
Owner, Ledbetter Fitness

Want to learn how your fitness business can grow to the next level with the best online software for personal trainers and fitness businesses?

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How to Choose the Best Accounting Software for Personal Trainers

Step 1: Assess Your Business Needs

Understand the financial operations of your personal training business to determine the features you need.

Step 2: Consider Ease of Use

Choose software that is user-friendly and doesn’t require extensive accounting knowledge.

Step 3: Look for Integration Capabilities

If you’re using Exercise.com, consider whether the accounting software can integrate with it, like QuickBooks does.

Step 4: Evaluate Customer Support

Ensure the software provider offers robust customer support for any issues that may arise.

Step 5: Compare Pricing

Find a software that fits your budget while still offering the necessary features.

How to Use Personal Trainer Accounting Software

Step 1: Set Up Your Account

Input your business details to customize the software for your personal training services.

Step 2: Integrate Your Tools

Connect your accounting software with other tools you use, such as Exercise.com if possible.

Step 3: Manage Invoices and Payments

Use the software to create, send, and track invoices, as well as manage client payments.

Step 4: Track Expenses

Keep a record of business expenses to maintain an accurate financial picture.

Step 5: Review Financial Reports

Regularly check financial reports to make informed business decisions.

AMPD Golf Performance
“Working with Exercise.com and their team has been an amazing experience and a dream come true in terms of accomplishing a vision! Their workout technology has helped us effectively engage our community, and I highly recommend Exercise.com to grow your business!”
Andrew Banner
Co-Founder, AMPD Golf Performance

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What is the best accounting software for personal trainers?

The best accounting software for personal trainers is one that is easy to use, offers comprehensive financial management features, and fits within the budget. QuickBooks is a popular choice due to its integration with Exercise.com.

Can personal trainers use free accounting software effectively?

Yes, personal trainers can use free accounting software like Wave effectively, especially when starting out or if they have simple accounting needs.

How does accounting software help personal trainers save time?

Accounting software helps personal trainers save time by automating financial tasks such as invoicing, expense tracking, and financial reporting.

What is the best personal training scheduling and billing software?

The best personal training scheduling and billing software offers comprehensive features that allow personal trainers to efficiently manage appointments and process payments in one platform. Look for software that includes easy scheduling, automated reminders, invoicing, and multiple payment processing options, enhancing the overall management of your training business.

Read More:

Who does bookkeeping for personal trainers?

Personal trainer accountants or bookkeeping professionals who specialize in the fitness industry can handle bookkeeping for personal trainers. Additionally, personal trainers might use personal trainers accounting software to manage their finances more independently, with some choosing to handle bookkeeping themselves using specialized software.

Read More: Gym Bookkeeping Guide

What is the best accounting software for gyms?

The best accounting software for gyms is designed to handle the unique financial aspects of running a fitness facility, including membership dues, equipment purchases, and payroll. It should offer robust reporting, expense tracking, and integration with other gym management systems to streamline financial operations.

Read More: Best Accounting Software for Gyms

How much do personal trainers charge?

Personal trainers’ charges can vary widely based on their location, experience, and the services offered. Rates can range from $30 to over $100 per hour, with some offering package deals or monthly memberships to provide more value to their clients.

Read More: How much do personal trainers charge?

Are fitness businesses so specialized that they need fitness accounting software?

Fitness businesses, due to their specific revenue streams, expense categories, and financial management needs, can greatly benefit from fitness accounting software. Such specialized software can cater to the nuances of the fitness industry, making financial management more efficient and tailored to the business model. But, generally speaking, the best accounting software for fitness businesses is a generalized accounting software solution like QuickBooks.

How can I find affordable small businesses personal trainer software?

Finding affordable personal trainer software for small business involves researching and comparing various platforms that offer essential features like client management, workout planning, and financial tracking at a competitive price. Many software providers offer scalable plans, which can be a cost-effective solution for small fitness businesses looking to grow.

Why is QuickBooks recommended for personal trainers using Exercise.com?

QuickBooks is recommended for personal trainers using Exercise.com because of its direct integration, which streamlines financial management and reduces manual data entry.

What should personal trainers look for in accounting software?

Personal trainers should look for accounting software that offers ease of use, robust financial tracking, and excellent customer support. Integration with other tools they use, like Exercise.com, is also a significant advantage.

What accounting software do accountants recommend for personal trainers?

Accountants typically recommend accounting software like QuickBooks, FreshBooks, or Xero for personal trainers, as they are user-friendly, offer robust features, and can scale with the business.

What is the best accounting software for personal trainers who just need simple bookkeeping?

For personal trainers who need simple bookkeeping, software like Wave, which is free and user-friendly, or Zoho Books, which offers a range of scalable features, is often recommended.

How can Exercise.com help personal trainers run their business?

Exercise.com helps personal trainers run their business by providing a comprehensive platform that includes workout creation, client and class scheduling, progress tracking, and integrated payment processing. This all-in-one software solution is designed to streamline the management of a personal training business, allowing trainers to focus on client service and business growth.

Dean Somerset - Bird Dog
“Developing an easy intake system with my apps and ways to scale the delivery of workouts has been huge. Working with 20-30 individuals who each have specific goals and restrictions can be challenging, but your platform makes it easy to organize everyoneā€™s programs and put a plan together that will get them the best results possible. The simple, effective tools help expand and simplify my coaching process.”
Dean Somerset
Owner, Somerset Fitness

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Tyler Spraul is the director of UX and the head trainer for Exercise.com. He has his Bachelor of Science degree in pre-medicine and is an NSCA-Certified Strength and Conditioning SpecialistĀ® (CSCSĀ®). He is a former All-American soccer player and still coaches soccer today. In his free time, he enjoys reading, learning, and living the dad life.
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