The verdict in three sentences
A chain of 5 to 25 gyms that hands 2 to 4% of its revenue to its membership platform, on top of 150 to 400 EUR in licenses per club per month, is effectively funding someone else's software. Custom membership software costs 50,000 to 120,000 EUR in Amsterdam in 2026 and ships in 14 to 20 weeks, including access control and a member app. Year-one break-even sits at around 13 to 14 clubs: below that, stay off-the-shelf; above it, custom software becomes an asset.
Off-the-shelf or custom: the math by chain size
2026 assumptions: an average club generates 420,000 EUR of revenue a year (about 1,100 members at 32 EUR a month). The platform charges a 275 EUR license per club per month plus 2.5% of collected revenue. Custom software costs 85,000 EUR to build, 16,000 EUR a year for hosting and maintenance, and 1.5% in payment fees paid directly to your direct debit and iDEAL provider.
| Chain size | Off-the-shelf platform (year 1) | Custom (year 1) | Year 1 difference |
|---|---|---|---|
| 5 clubs | 69,000 EUR | 132,500 EUR | -63,500 EUR |
| 8 clubs | 110,400 EUR | 151,400 EUR | -41,000 EUR |
| 12 clubs | 165,600 EUR | 176,600 EUR | -11,000 EUR |
| 14 clubs | 193,200 EUR | 189,200 EUR | +4,000 EUR |
| 20 clubs | 276,000 EUR | 227,000 EUR | +49,000 EUR |
| 25 clubs | 345,000 EUR | 258,500 EUR | +86,500 EUR |
From year two the build is paid off: savings reach about 7,500 EUR per club a year. A growing 8-club chain can therefore also come out ahead over three years, provided openings happen on schedule.
What a 50,000 to 120,000 EUR budget covers
The budget varies mainly with the access control hardware already installed and the ambition of the member app.
| Module | 2026 budget (excl. VAT) | Scope |
|---|---|---|
| Scoping and user journeys | 4,000 - 7,000 EUR | Plans, freeze rules, referrals, roles per club |
| Member and plan management | 9,000 - 19,000 EUR | Records, contracts, add-ons, multi-club |
| SEPA direct debit and payments | 7,000 - 16,000 EUR | Mandates, returns, arrears reminders, iDEAL and cards |
| Access control | 7,000 - 19,000 EUR | Turnstiles, QR codes, RFID badges, time slots |
| iOS and Android member app | 13,000 - 30,000 EUR | Class booking, entry QR, notifications |
| Class and coach scheduling | 5,000 - 12,000 EUR | Capacity, waitlists, instructor payroll |
| Chain back office and reporting | 5,000 - 17,000 EUR | Churn, acquisition, revenue per club |
Typical plan: 3 weeks of scoping, 9 to 13 weeks of development, then 2 to 4 weeks of piloting in one club before rolling out to the rest.
Mini case study
Daan, founder of a 15-club chain around Amsterdam, currently pays 207,000 EUR a year to his platform. With custom software at 85,000 EUR, his year-one cost drops to 195,500 EUR, saving 11,500 EUR from cutover. In year two he only pays operations and payment fees, 110,500 EUR, a saving of 96,500 EUR a year. Over three years the cumulative difference exceeds 200,000 EUR (2026 estimate), which he reinvests in opening a 16th club.
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FAQ
What happens to existing SEPA mandates when switching?
If direct debits are collected under your company's own SEPA creditor ID, mandates remain valid and migrate without new signatures. If they run under the platform's ID, you need a migration with member notification. Allow 4 to 6 weeks for this step.
What Dutch contract rules must the software enforce?
After the initial term, Dutch consumer contracts may only renew for an indefinite period, cancellable monthly with at most one month's notice. The member module must apply these rules automatically and offer a clear online cancellation flow. That represents 2,000 to 4,000 EUR of development.
Can we keep our current turnstiles?
In most cases yes, if the access controllers have a documented interface or a controllable relay. Integration costs 7,000 to 19,000 EUR depending on the number of different models in the chain. A 2-day audit is enough to confirm it.
How much does the member app cost on its own?
An iOS and Android app with class booking and entry QR costs 13,000 to 30,000 EUR. Store publishing fees stay under 150 EUR a year. Maintaining both versions represents about 15% of the initial budget per year.
What if we grow from 15 to 40 clubs?
The multi-club architecture is designed in from day one, so adding a club is configuration. Hosting rises from about 450 EUR to 1,100 EUR a month. No extra license fee is due per club.
Let's scope your project. Tell us your number of clubs, current platform and access hardware: we will price software between 50,000 and 120,000 EUR delivered in 14 to 20 weeks, with your break-even 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.
