TeamUp and Xero: how to get your gym or studio takings into your accounts

You run your classes and memberships in TeamUp. Your accounts are in Xero, FreeAgent or Sage. Money comes in through Stripe or GoCardless as lump-sum payouts. Your bookkeeper wants to know what was actually sold, and what VAT was on it.

This guide explains what TeamUp connects to, then the ways to get your takings into your accounts. Free ones first.

Does TeamUp integrate with Xero?

Not directly. TeamUp's help centre says there isn't a direct integration with accounting packages like Xero, QuickBooks or Sage. It suggests two things instead:

Export your sales as a CSV file from TeamUp's reports.
Connect your payment processor to your accounts. Stripe and GoCardless can both connect to Xero.

Both help. Neither tells your accounts what was sold. That's the gap the rest of this guide is about.

First, understand the two halves

Getting this right is easier if you split it in two.

What you sold. Memberships, class packs, drop-ins, shop items, and the VAT on each. This comes from TeamUp.
The money arriving. Stripe or GoCardless pays out a lump sum, minus fees, a few days later. This comes from your bank or payment feed.

Your accounts need both. If you only record the payouts, your sales figures and VAT are guesses. If you only record the sales, the bank never matches.

A common way to join them is a clearing account. You post the day's sales into it. The payouts come out of it. When everything matches, it sits at zero.

Option 1: Export from TeamUp and enter by hand (free)

In TeamUp, go to the Billing or Revenue reports.
Download the report you need as a CSV file. TeamUp's Transactions, Item Summary and Line Items reports can all be downloaded.
Total the sales by type (memberships, classes, shop) and by VAT rate in a spreadsheet.
In Xero, FreeAgent or Sage, enter one entry for the week (or day) with a line for each type.

Tips:

Item Summary is usually the quickest for totals by product.
Do it on the same day each week. Small weekly jobs get done. Big monthly ones get put off.
Keep refunds on their own line, so they're easy to find later.

Good for: a single small studio, especially if you're not VAT-registered.

Watch out for: it takes time, and it's the job that slips in a busy month. VAT splitting by hand is easy to get wrong.

Option 2: Connect Stripe or GoCardless to Xero

This is TeamUp's own suggestion, and it's worth doing whatever else you choose.

Stripe. Xero has a direct Stripe feed. Payments come into a Stripe account in Xero so you can reconcile them. Xero notes that Stripe refunds and chargebacks need to be entered by hand as credit notes.

GoCardless. GoCardless connects to Xero and uses a clearing account. It can automatically match invoice payments and fees. Payouts to your bank still get reconciled by hand.

Good for: keeping the bank side tidy, and seeing fees clearly.

Watch out for: these feeds know about money, not memberships. You still don't see what was sold or the VAT rate, unless you also do Option 1.

Option 3: Zapier

TeamUp has a Zapier app. Its triggers cover customers, memberships, class registration and attendance, and referrals.

What it doesn't have is a trigger for daily sales or takings. So you can use Zapier to add new members to your email list, or send an alert when someone cancels a membership. You can't use it to post the day's takings, by type and VAT, into Xero.

Good for: member admin and alerts.

Watch out for: don't expect it to do your bookkeeping. Zapier's Free plan includes 100 tasks a month.

Option 4: Your bookkeeper

Many bookkeepers who work with gyms will take your TeamUp export each month and post it properly. Some set up the clearing account for you.

Good for: busy owners, and studios with several sites.

Watch out for: it's paid time. Your figures are only as current as their last visit.

Option 5: Daily Takings for TeamUp (we made this one)

We built Daily Takings for TeamUp because the CSV step is the one that slips. We're not neutral, so here's exactly what it does.

Each morning, yesterday's TeamUp takings land in Xero, FreeAgent or Sage as one paid entry.
It's split by memberships, classes, shop and VAT.
Refunds show on the day they happen.
No member names are copied into your accounts.
Your Stripe or GoCardless payouts can then be matched against it, using a TeamUp clearing account.

Price: £19 a month per location, with a 14-day free trial. Cancel any time from the app.

Status: Daily Takings for TeamUp is available now. It's built on TeamUp's open API by Support Labs, not by TeamUp. See its page to start the free trial.

Which should you choose?

One small studio, not VAT-registered: a weekly TeamUp export and one manual entry.
Everyone: connect Stripe or GoCardless to your accounts for the money side.
You use Zapier already: use it for member admin, not takings.
Several sites, or no time at all: a bookkeeper, or Daily Takings for TeamUp.

FAQ

Does TeamUp integrate with Xero? Not directly. TeamUp suggests exporting a CSV of your sales, and connecting Stripe or GoCardless to Xero.

Does TeamUp work with FreeAgent, QuickBooks or Sage? Not directly either. The same CSV export works for any accounts package.

Why don't my Stripe payouts match my TeamUp sales? Payouts arrive a few days later, in lump sums, with fees taken off. Refunds come off too. A clearing account makes the match easier.

Which TeamUp report should I export? Item Summary for totals by product. Transactions or Line Items when you need every sale.

Sources

Checked 9 November 2026.