Massage therapist and esthetician bookkeeping: client payouts against the lotions, dues and suite rent behind them
A massage therapist's or esthetician's income arrives as Square and Vagaro payouts and the odd Zelle from a regular; the costs are booking software, lotions, waxes and linens, association dues, continuing education, a state licence and suite rent. The bank statement holds both, so the month's profit starts there.
Worked example: one October
The tool ships a synthetic statement for a solo massage therapist who also waxes (fixtures/massage-checking.csv): a Square deposit, a Vagaro payout, a Zelle from a client and eleven costs. All eleven costs and both payouts get a suggested account with no rules taught; only the Zelle stays in review, because it could be a client or a friend.
| October 2026 | Amount |
|---|---|
| Square and Vagaro payouts | $1,457.50 |
| Zelle from a client (left in review; you file it) | $90.00 |
| Money in | $1,547.50 |
| MassageBook (software) | −$24.95 |
| Lotion, linens and wax supplies (supplies) | −$200.40 |
| ABMP dues and continuing education (education and dues) | −$284.00 |
| State board licence (taxes and licenses) | −$120.00 |
| Salon suite rent (rent) | −$350.00 |
| Liability insurance (insurance) | −$39.00 |
| Gas (vehicle and fuel) | −$61.30 |
| Google Ads (advertising) | −$45.00 |
| Profit | $422.85 |
Square and Vagaro pay net of their fees, so the deposits understate what clients paid. The profit counts the Zelle as income.
What the tool does for a massage therapist or esthetician
- Imports the bank CSV and suggests Sales for Square and Vagaro deposits.
- Files the recurring costs: booking software, supplies, dues, education, licence, rent, insurance, gas and ads.
- Reports a P&L and a Schedule C worksheet, with quarterly estimated-tax dates in the tax calendar.
Rules are written from company names; no real practitioner's statement has been tried.
Questions
Where do Square and Vagaro payouts go?
The importer files a Square deposit or a Vagaro payout under sales. Both processors keep their fee before paying you, so the deposit is net of the fee and understates what clients paid.
How are lotions, linens, dues and licences filed?
MassageBook and similar booking software go under software and subscriptions; Biotone, wax, sugaring supplies and linen service under supplies; ABMP or AMTA dues and NCBTMB continuing education under education and dues; the state board licence under taxes and licenses; a salon or treatment suite rent under rent. An ABMP charge that mentions insurance is left to the insurance rule.
Why are a Zelle and a grocery run left alone?
A Zelle from a person could be a client or a friend, so it stays in review for you to file. Nothing here guesses a personal purchase into a business cost.
Open AI Bookkeeper and import your bank statement.