The verdict in three sentences
For a chain of 9 gyms and 7,000 members, market solutions charging 1.5 to 3% of revenue end up costing more than custom software. A budget of GBP 35,000 to 78,000 (40,000 to 90,000 EUR) covers Direct Debit or SEPA collection, access control, class booking and churn tracking per site. The project ships in five months, ideally before January, which brings in close to 30% of annual sign-ups.
What a market solution really costs
With an average membership of GBP 45 a month, 7,000 members represent about GBP 3.78 million in annual revenue. Fitness software vendors charge per club, as a commission on collections, or both.
| Item | Market solution | Custom |
|---|---|---|
| Annual software cost | 1.5 to 3% of revenue, GBP 57,000 to 113,000 | GBP 0 licence |
| Upfront investment | GBP 2,000 to 4,500 setup | GBP 35,000 to 78,000 |
| Maintenance and hosting | Included | GBP 8,000 to 12,000 a year |
| Direct Debit fees | Often marked up, GBP 0.35 to 0.50 per collection | Direct bureau rate, GBP 0.15 to 0.22 |
| Data ownership | Limited export | Full |
| 5-year cost (mid-range) | About GBP 430,000 | About GBP 105,000 |
The maths flips for a single club with 500 members: a market solution remains the best choice there. Custom becomes relevant from 4 to 5 sites or 3,000 members.
The must-have modules for a chain
| Module | Function | Indicative budget | KPI tracked |
|---|---|---|---|
| Memberships and Direct Debit | Mandates, schedules, failures, dunning | GBP 12,000 | Monthly failed payment rate |
| Access control | Card, mobile QR code, turnstiles, multi-site | GBP 10,500 | Attendance per hour and site |
| Class booking | Timetable, caps, waitlist, no-shows | GBP 8,700 | Fill rate per coach |
| Member app | Booking, payment, referrals | GBP 13,000 | Monthly active usage |
| Network dashboard | Churn, revenue, free-trial conversion | GBP 7,800 | Churn rate per site |
| Integrations | Accounting, CRM, connected equipment | GBP 5,200 | Month-end close time |
A full scope lands around GBP 57,000. Access control depends on existing hardware: check that your turnstiles accept API commands before costing.
Mini case study
Tom runs 9 gyms across London: 7,000 members at GBP 45 a month. His current solution takes 2.2% of revenue, GBP 83,200 a year, plus GBP 0.40 per collection (84,000 collections a year, GBP 33,600).
With custom software at GBP 60,000 and GBP 10,000 annual maintenance, collection fees drop to GBP 0.18 (GBP 15,100). Annual savings reach 83,200 + 33,600 - 15,100 - 10,000, so GBP 91,700. The project pays back in under 8 months. As a bonus, per-site churn tracking showed two clubs losing 4.5% of members a month against 2.8% elsewhere: a targeted plan for those two sites is worth tens of thousands of pounds on its own.
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FAQ
How much does custom gym chain software cost?
Between GBP 35,000 and 78,000 depending on modules and the mobile app. Add 15 to 20% a year for maintenance and hosting.
Can existing Direct Debit mandates be migrated?
Yes, through a bulk mandate transfer with your bureau or provider, which keeps members from re-signing. Migration runs overnight, after a test on one pilot site.
Will access control work with our turnstiles?
In most cases yes, if the hardware exposes an API or a controllable relay. Otherwise budget GBP 700 to 1,300 of controller per entrance.
How long to roll out across 9 sites?
Five months of development, then a site-by-site rollout over 3 to 4 weeks. One pilot site runs for 15 days before the full switch.
How does the software reduce churn?
It spots members who have not visited for 21 days and triggers outreach. One point of monthly churn on 7,000 members is worth about GBP 38,000 in annual revenue.
Let's scope your project. Tell us your number of sites, members and current solution to receive a costed scope between GBP 35,000 and 78,000 delivered in five months. 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.
