The verdict in three sentences
For a chain of 5 gyms in Berlin with 6,000 members, custom software covering access control, membership management, class booking and a member app costs EUR 60,000 to 150,000 in 2026, delivered in 4 to 6 months. A gym management SaaS costs EUR 200 to 400 per club per month, EUR 12,000 to 24,000 a year for 5 clubs, and handles SEPA direct debit well. In Germany, SaaS is usually the rational first choice; custom pays off only when the concept needs workflows the market tools cannot deliver, such as aggregator check-in reconciliation or a fully branded member experience.
The cost of having no central tool
Some independent Berlin chains (boutique studios, climbing and functional training concepts across Mitte, Kreuzberg, Prenzlauer Berg, Friedrichshain, Charlottenburg) grew club by club with separate tools. A member from Mitte cannot check in at Kreuzberg, failed direct debits are chased by hand and nobody knows the real churn rate.
| Observed problem | Typical impact on 6,000 members | What software fixes |
|---|---|---|
| Check-ins without valid membership | 1 to 3% of visits | Personal QR or RFID, photo on screen |
| Failed SEPA debits (returns) | 2 to 4% of members per month | Automated dunning, card fallback |
| Overbooked or empty classes | 20 to 30% of seats wasted | App booking, waitlist, no-show rules |
| Coach scheduling in spreadsheets | 8 to 12 h per club per week | Shared schedule, time tracking |
| Aggregator visits (Urban Sports Club, EGYM Wellpass) | Manual reconciliation, payout errors | Automatic check-in matching |
| No chain-wide metrics | Gut-feeling decisions | Dashboard per club and plan |
At an average EUR 39 a month, 6,000 members represent about EUR 2.8 million of annual revenue. Each uncontrolled point of churn or payment failure is worth roughly EUR 28,000 a year.
Custom or SaaS: the comparison
German and European gym platforms are mature: SEPA mandates, contract management, the online cancellation button required since July 2022, and turnstile integrations. The question is less about features than about fit and ownership.
| Criterion | Gym SaaS (EUR 200 to 400/club/month) | Custom software |
|---|---|---|
| Upfront cost | Low, 1 to 2 months of setup | EUR 60,000 to 150,000 |
| Annual cost for 5 clubs | EUR 12,000 to 24,000 | EUR 9,000 to 22,000 (hosting, support) |
| 3-year cumulative cost | EUR 36,000 to 72,000 | EUR 87,000 to 216,000 |
| SEPA direct debit and dunning | Native | To build or integrate via a payment provider |
| Kündigungsbutton and contract rules | Built in | Must be implemented and kept up to date |
| Aggregator integration | Depends on the vendor | Tailored to your partners |
| Branded member app | Paid add-on, limited | Fully yours |
| Data ownership and GDPR | Vendor as processor | Full control, EU hosting |
The three-year cost clearly favours SaaS. Custom becomes rational when a chain has a distinctive model (hybrid online and in-club coaching, heavy aggregator traffic, franchise plans) and the extra control translates into measurable retention.
The recommended scope
- Access control: dynamic QR in the app or RFID, compatible with existing turnstiles, multi-club rights per plan.
- Memberships: monthly and annual plans, pauses, referrals, student rates, compliant online cancellation.
- Class booking: per-club schedule, capacity, waitlist, automatic reminders.
- Member app: access pass, booking, history, plan changes.
- Coaches: schedules, personal training, session tracking, commissions.
- Reporting: visits per hour, churn per plan, revenue per club.
A first release (access, memberships, payments) can ship in 10 to 12 weeks, with the member app and booking following.
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Jonas runs a 5-club chain in Berlin with 6,000 members at EUR 39 a month on average (illustrative persona). A SaaS with a branded app add-on costs about EUR 420 per club per month, EUR 25,200 a year, so EUR 75,600 over three years. Custom software is quoted at EUR 110,000, plus EUR 15,000 a year in hosting and support: EUR 155,000 over three years.
Custom costs EUR 79,400 more over three years, about EUR 26,500 a year. It only makes sense if it unlocks at least that. Jonas estimates that tighter aggregator reconciliation and better retention could keep 20 extra members a month for an average of 6 more months: 20 × 12 × 6 × 39 = EUR 56,160 a year. If that estimate holds, custom pays back within 2 years; if not, SaaS is the better buy.
FAQ
How much does gym chain management software cost in Berlin?
As a 2026 estimate, EUR 60,000 to 150,000 for a custom build serving 3 to 10 clubs, versus EUR 200 to 400 per club per month for SaaS. Budget EUR 9,000 to 22,000 a year for custom support.
Can custom software handle SEPA direct debit?
Yes, through a payment provider supporting SEPA mandates and returns. Expect transaction fees of roughly EUR 0.30 to 0.40 per debit.
Do we need new turnstiles?
Not necessarily. Most turnstiles accept an additional QR or RFID reader, around EUR 400 to 1,000 per access point.
How long for a 5-club chain?
4 to 6 months overall, with a first access and membership release in 10 to 12 weeks, rolled out to a pilot club first.
What does GDPR require?
Member data, especially check-in history and any health information, needs EU hosting, role-based access, logging and a clear retention policy, documented in your record of processing.
Let's scope your project. Tell us your number of clubs, members and current tools, and we will compare SaaS and custom honestly, with budget and a club-by-club rollout plan. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
