The verdict in three sentences
A founder of a 3 to 12 club gym chain paying EUR 150 to 400 per club per month (USD 160 to 440) to a vendor spends up to EUR 57,600 (about USD 63,000) a year on a tool they do not control. Custom software costs between EUR 30,000 and 80,000 (about USD 33,000 to 87,000) in 2026, with recurring billing (SEPA direct debit in Europe, ACH and cards in New York), QR access control, a member app and churn tracking, delivered in 4 to 6 months. Beyond 6 clubs, custom typically pays back in 2 to 3 years, and you own your member data.
Off-the-shelf or custom: the 5-year math
Independent chains, in Montpellier as in Brooklyn or Queens, compete with low-cost brands charging EUR 20 to 30 (USD 15 to 25) a month. An independent chain wins on experience: class booking, coaching, a polished app. Yet off-the-shelf tools impose their sign-up flows and charge per module.
| Item | Off-the-shelf (8 clubs) | Custom (8 clubs) |
|---|---|---|
| Setup | EUR 2,000 to 8,000 | EUR 45,000 to 65,000 |
| Monthly subscription | EUR 1,200 to 3,200 (150 to 400 per club) | EUR 600 to 1,200 (hosting, maintenance) |
| Commission on online payments | 0.5 to 1.5% depending on vendor | Bank fees only, 0.2 to 0.4% |
| 5-year cost (excl. commissions) | EUR 74,000 to 200,000 | EUR 81,000 to 137,000 |
| Branded member app | Paid add-on or missing | Included |
| Member data ownership | Shared with vendor | Full |
| Adding a club | Extra subscription | Configuration, a few hours |
Below 4 clubs, off-the-shelf often remains the best choice. From 6 clubs, or if your concept (premium group classes, coaching, multi-activity) does not fit the boxes, custom takes the lead.
The modules that make the difference
| Module | 2026 budget | Measurable impact |
|---|---|---|
| Online sign-up and e-signature | EUR 4,000 to 9,000 | 40% of memberships closed without front desk |
| Recurring billing and failed payment handling | EUR 5,000 to 12,000 | Failure rate cut from 4% to under 2% |
| Multi-club QR or badge access control | EUR 5,000 to 14,000 | 6 am to 11 pm access without staff |
| Member app (booking, QR, payment) | EUR 8,000 to 20,000 | 60 to 70% of active members use it |
| Churn tracking and win-back | EUR 3,000 to 8,000 | Alert after 14 days without a visit |
| Chain dashboard | EUR 3,000 to 10,000 | Revenue, attendance, retention per club |
| Total | EUR 30,000 to 80,000 | Depends on clubs and integrations |
Access control interfaces with existing turnstiles or gates through an IP controller (EUR 300 to 800 per access point). The retention module is often the most profitable: a member absent for 14 days has three times the churn risk, and a personalized nudge wins back a significant share.
Mini case study
Julien, founder of an 8-gym chain, has 6,400 members paying EUR 39 a month on average. He pays EUR 280 per club per month, or EUR 26,900 a year, plus 1% commission on EUR 3 million collected, or EUR 30,000 a year. Total: nearly EUR 57,000 (about USD 62,000) a year. Custom at EUR 58,000, with EUR 10,800 annual maintenance and 0.3% bank fees (EUR 9,000), costs EUR 19,800 a year at cruising speed. Savings reach EUR 37,000 a year, and cutting monthly churn from 4% to 3.5% keeps 32 members a month, about EUR 15,000 of revenue preserved in year one. Payback: about 14 months.
FAQ
Need a professional website?
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How do we migrate existing direct debit mandates or card tokens?
SEPA mandates remain valid if the creditor identifier does not change; in the US, card tokens can be migrated between processors such as Stripe on request. Migration takes 1 to 2 weeks, coordinated with your bank or processor.
Does access control work during an internet outage?
Yes, the controller keeps a local list of authorized members, refreshed every 5 minutes, and syncs entries once the connection returns.
Should the app be published on the stores?
It is recommended for visibility. An Apple developer account costs USD 99 a year and Google USD 25 once. An installable web app (PWA) is a cheaper alternative for a first release.
Is the software privacy compliant?
It must include separate marketing consent, data deletion 3 years after contract end and appropriate hosting (EU for GDPR, US with New York SHIELD Act safeguards). These points are built in from the specifications.
Can we add coaching or supplement sales?
Yes, an in-app shop costs EUR 4,000 to 10,000, with card payment and coaching session tracking.
Let's scope your project. Tell us your number of clubs, members and current software, and we will price a scope between EUR 30,000 and 80,000 with a 4 to 6 month plan and a 5-year savings calculation. 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.
