FOR COACHES

The Bookkeeping Service Business Test 33 Of 42 Coaches Failed

Her books looked perfect. Her business wasn't. Here is the one question 33 of 42 coaches could not answer.

In June, a health coach named Renata forwarded me an invoice from her bookkeeping service. It listed her Kajabi payouts as revenue, month after month, clean and color-coded. It never once flagged the $340 a month she was still paying for a certification she let lapse two years ago.

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Phoenix · Updated September 3, 2026 · 6 min read

Forty-two coaches. One question.

33 of 42

could not say what their signature program netted

“I've been running this program for three years and I genuinely don't know if the $2,000 tier makes me money once I count the certification renewals and the assistant coach I pay hourly. Nobody ever asked me that before.”

Business coach from the audit · Three years into six figures, sells through Kajabi

The Story

Clean books, color-coded, and a $340 a month leak nobody flagged

Renata's bookkeeper categorized every Kajabi payout on time. What the books never said was that a certification she stopped using two years ago was still draining money every month, quietly, without anyone flagging it. Two years of it added up faster than she expected. The gap between books that look done and books that tell you something is where this story starts.

Renata's books, as her bookkeeper saw them

Kajabi payoutsCategorized, monthly

Lapsed certification, still billing$340 / month

Two years of it$8,160

Times the bookkeeper flagged it0

The Problem

You know your revenue. You do not know what you keep.

Every coach I talk to says some version of the same thing. You can see the deposit from your signature program land in Stripe. What you cannot see without digging is what it cost you after platform fees, ad spend, the software stack, and the certifications you renew out of obligation. Every launch you run without that number, you are guessing at your own margin. You built this business for control over your income, and instead you find out in April what you actually made.

Fitness lifestyle — 33 of 42 coaching practices could not say what their signature program netted last quarter. Not a guess. A reconciled number.

What We Tried

A bookkeeper, a midnight spreadsheet, and a CPA who vanishes

Most coaches have already tried a generic bookkeeper who files transactions but never asks why the Kajabi fee jumped 12 percent, a midnight spreadsheet built after a client asked if the program was even profitable, or a CPA who files in March and disappears until next year. None of it was built for lumpy, launch-based income running through three platforms.

What each one actually did

	Generic bookkeeper	Once-a-year CPA
Program profit after fees and delivery
Asks why the Kajabi fee jumped 12%
Kajabi, Stripe, PayPal in one ledger	Sometimes
Estimates built from the launch calendar		Last year's number
Still around in July
S corp math run at your income		Extra fee

Sound familiar? A 30-minute call tells you exactly where you stand.

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Free 30-minute review. No pitch deck.

The Discovery

Accurate and useful are not the same thing

We ran an informal audit across 42 coaching practices, life, business, executive, and health, all selling through some mix of Kajabi, Stripe, and PayPal. We asked one question of each existing setup: what did your signature program net last quarter, after platform fees and delivery costs? Most could not answer; the pattern is in the numbers above. Where a coach's books already separated payout from program cost, deciding whether to run the same launch again was a five minute look. Where they did not, which was the common case, deciding was gut feel dressed up as confidence. A $47,000 launch month feels like a win until you see it cost $14,000 in fees, ads, and delivery.

A $47,000 launch month, gross versus net

Launch deposits$47,000

Fees, ads, and delivery$14,000

What she actually kept$33,000

One coach's launch from the audit

The FixAMADAE

Books that start from your platforms, not a generic chart of accounts

Amadae reconciles Kajabi, Stripe, and PayPal into one real picture of what your programs cost to deliver. Every payout is matched against the fees, refunds, and chargebacks tied to it, so you see net program revenue, not gross deposits. Every certification renewal, subscription, and contractor payment is tagged to the offer it supports, and your quarterly estimates are built off your actual launch calendar by a real accountant. Books, payroll, and taxes in one flat monthly price, and onboarding pulls your last 12 months of history in the first week.

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Set up in your first week

Last 12 months of Kajabi, Stripe, and PayPal pulled in
Payouts matched to fees, refunds, and chargebacks
Renewals and software tagged to the offer they support
Quarterly estimates rebuilt from your launch calendar
S corp election reviewed at your income
A gap in your books during the switch

The Proof

Three years into six figures, still flying blind on margin

One business coach in the audit put it plainly, and she was not the exception. She had run the same program for three years and did not know whether the $2,000 tier made money once she counted certification renewals and the assistant coach she paid hourly. Nobody had ever asked her that. Reconciled, the answer took days, not years.

Business coach from the audit

Three years into six figures, sells through Kajabi

Real program margin, reconciled, before her fall launch

Why NowAMADAE

Every week into Q4 without a margin number is a guess

Most coaches are building their fall launch calendar right now. Go into Q4 without a real profitability number and you set next April's tax bill on autopilot, and once launch season starts the backlog only grows. The review is free, we walk through your Kajabi, Stripe, and PayPal history live, and there is no long-term contract. If it shows you nothing new about your own numbers, you have lost twenty minutes.

Get My Margin

20 minutes

the most you can lose on the free review. A fall launch priced on a guess costs considerably more.

Amadae intro call, no contract

Forty-two coaches. One question.

33 of 42

could not say what their signature program netted

$340

a month Renata paid for a certification she stopped using

$14,000

in fees, ads, and delivery behind one $47,000 launch

12 months

of platform history pulled in during your first week

From Amadae's summer audit of 42 coaching practices on Kajabi, Stripe, and PayPal. Your numbers will differ.

Accounting built for launch-based income

Books, payroll, and taxes from real accountants, for one flat monthly price starting at $249.

Kajabi, Stripe, and PayPal reconciled into one ledger monthly
Net program revenue after fees, refunds, and chargebacks
Quarterly estimates built from your actual launch calendar
S corp setup, payroll, and year-end returns included

Get My Review

No long-term contract. Cancel any time. The intro call is free.

Plans from

$249/mo

If you make $40K - $69K. Flat, no hourly bills.

Monthly profit and loss reports
Tax set-aside management
Expense categorization
Real-time financial dashboard
Business bank account connections
Individual tax return included*

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Flat monthly pricingReal accountantsTaxes filed for you

Straight answers

Questions creators ask us

Does this only apply once I'm at six figures?+

No. One coach in the audit was still under $80,000 and already leaving money behind. The problem is not your income bracket, it is whether anyone is looking at what your programs cost to run.

I already have a bookkeeper. Switching sounds disruptive.+

It isn't. Onboarding pulls your last 12 months of Kajabi, Stripe, and PayPal history in the first week, and you have your real program profitability number before your next launch, not after.

What does it cost?+

Plans start at $249 a month, flat. No hourly bills and no surprise invoice after a big launch.

Sources

IRS: S Corporations · IRS
IRS Form 2553, Election by a Small Business Corporation · IRS
IRS: Estimated Taxes · IRS
IRS Form 1040-ES, Estimated Tax for Individuals · IRS

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