A single figure in the bank
A payout arrives from ClassPass. It is a single figure for the month. Your booking system shows aggregator bookings across the same period, some attended, some late cancelled, some no-shows that should be charged a fee under the aggregator's rules. You have a feeling the payout is lower than it should be, but checking means downloading two reports, matching names that are spelled differently and working out which rate applied to which class.
So you don't. You assume it is roughly right. Meanwhile the desk cannot always tell whether a walk-in with an aggregator booking actually has a valid reservation, because it sometimes appears late in the booking system.
Why aggregator income is hard to check
Aggregators pay per visit at rates that vary by class, time and demand, and the rate is set in their system rather than yours. Late cancels and no-shows may be paid at a different amount or not at all. Payouts are batched, so one bank line covers hundreds of visits.
The booking data and the payout data live in separate places. Your booking system knows who came, the aggregator's partner portal knows what it paid, and there is no shared reference that ties a line on one to a line on the other without some work.
Studios also rarely track what happens next. An aggregator client who buys your own pack after three visits is the whole point of being listed, and that is invisible without a join.
What not reconciling costs
| Blind spot | What you miss |
|---|---|
| Payouts not checked | Missing visits or wrong rates go unnoticed |
| No-show fees not claimed | Income the aggregator's rules may allow |
| Late bookings at the desk | Check-in confusion and door disputes |
| No conversion tracking | You cannot say if the listing pays off |
| Aggregator share of classes unknown | Full classes with lower income per head |
The decision that matters most is how many spots you release to aggregators, and when. That is hard to get right without seeing both the income and the conversion side.
How we reconcile it
We build a monthly reconciliation that pulls together the data you already have.
- We import aggregator bookings and check-ins from your booking system, through its API or scheduled export.
- We import payout reports from the aggregator partner portal, using the download or API that portal provides.
- Visits are matched on date, class and client, with fuzzy name matching and a person reviewing anything uncertain.
- The report lists visits paid, visits not found in the payout, rate differences against what you expected and no-shows that may be claimable under the aggregator's rules.
- Aggregator clients who later bought your own packs or memberships are counted, so you can see conversion by class and time slot.
- A summary shows income per aggregator visit alongside your own average income per visit, for each class type.
Anything you choose to query is still raised through the aggregator's own process. We give you the list and the evidence.
Month end with the report
The reconciliation arrives with a short list of mismatches to look at. You can see which classes rely heavily on aggregator bookings, and whether those clients go on to buy with you. You adjust the number of aggregator spots on your busiest classes with evidence, not a hunch.
- Every payout checked against attended classes
- A clear list of mismatches to raise
- Conversion from aggregator to your own packs
- Better decisions on aggregator spot limits
Could this be your studio?
- You list classes on ClassPass or a similar app.
- You accept payouts without checking them.
- You do not know how many aggregator clients convert.
- Popular classes fill with aggregator bookings at a lower rate.
- The desk sometimes cannot find an aggregator booking at check-in.