The verdict in three sentences
For a chain of 5 gyms, whether in Singapore or Toulouse, club software billed per location becomes one of the largest IT costs: 9,000 to 24,000 EUR a year depending on the vendor. A custom platform at 6,100 to 10,670 EUR excl. VAT covers memberships, recurring billing, access control and class booking, with a cost that does not rise with each new opening. The real lever remains monthly churn of 3 to 5 %: a tool that re-engages inactive members often matters more than licence savings.
What the software must handle in a multi-club chain
A member who joins at one club should be able to tap in at another, book a spin class at a third and pause their contract online. Behind the scenes, management wants consolidated revenue and per-club metrics.
| Feature | SaaS club software | Custom platform | 2026 watch point |
|---|---|---|---|
| Recurring billing | Included, 0.30 to 0.60 EUR fee per debit | Via Stripe or a direct debit provider, provider fees | Automatic handling of failed payments and dunning |
| Badges and access control | Compatible with partner hardware | Connected to your existing turnstiles or locks | Multi-club access depending on plan |
| Member app | White-label app, sometimes 50 to 150 EUR a month extra | Branded PWA with booking and QR access code | No app store commission with a PWA |
| Class booking | Standard schedule | Your own rules: quotas, waitlist, penalties | Fewer no-shows with late cancellation fees |
| Pause and cancellation | Fixed form | Online flow matching local consumer law | Easy online cancellation increasingly required |
| Chain dashboard | Per-club reports | Consolidation, cohorts, churn per plan | Weekly steering |
Consumer rules on online cancellation are tightening in several markets (France has required a three-click cancellation since 2023). A custom build adapts the flow without waiting on a vendor's roadmap.
3-year cost: SaaS or your own platform
The calculation below compares a 5-club chain with about 4,000 active members. Payment processing fees, identical in all cases, are excluded.
| Item | Entry-level SaaS (150 EUR per club) | Full SaaS (400 EUR per club) | Kolonell custom platform |
|---|---|---|---|
| Setup | 0 to 1,500 EUR | 2,000 to 5,000 EUR | 6,100 to 10,670 EUR excl. VAT |
| Monthly chain subscription | 750 EUR | 2,000 EUR | 0 EUR |
| Monthly maintenance | Included | Included | 110 EUR excl. VAT (Standard) |
| Hosting | Included | Included | 30 to 80 EUR a month |
| 3-year total | 27,000 to 28,500 EUR | 74,000 to 77,000 EUR | 11,140 to 17,510 EUR excl. VAT |
| 6th club opened | +150 EUR a month | +400 EUR a month | 0 EUR licence |
Entry-level SaaS remains a good fit for a chain that is starting out or has no specific needs. Your own platform takes the lead from 4 to 5 clubs, or as soon as plans (duo, student, multi-club, coaching) fall outside the vendor's boxes.
What to scope before the quote
- Access hardware: turnstile brand, protocol (Wiegand, API, relay), number of doors per club.
- Plans and their rules: commitment period, joining fee, freeze, referral, multi-club access.
- Member migration: full export from the old software, including payment mandates, otherwise members must re-authorise.
- Booking: class capacity, waitlist, no-show penalties.
- Metrics: monthly churn per plan, attendance rate, members inactive for 21 days.
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Thomas, founder of a 5-club chain, has 4,000 members paying an average 35 EUR a month and pays his vendor 320 EUR per club, 1,600 EUR a month. Over 3 years, licences total 57,600 EUR. A platform at 9,500 EUR excl. VAT plus 110 EUR maintenance and 60 EUR hosting a month comes to 15,620 EUR over the same period, a gap of about 42,000 EUR. On churn, moving from 4.5 % to 4 % a month through inactive member follow-ups would keep 20 more members each month, adding 700 EUR of cumulative recurring revenue per month. These gains are estimates to validate over 3 to 6 months.
FAQ
How much does custom gym chain software cost in 2026?
With Kolonell, a platform with memberships, billing, booking and a member app costs 6,100 to 10,670 EUR excl. VAT. Adding a personal coaching module or an online shop can bring the project to 10,670 to 22,870 EUR excl. VAT.
Can we keep our turnstiles and badges?
In most cases yes, if the controller exposes an API or a controllable relay. Allow 2 to 5 development days per hardware model.
How do we migrate payment mandates without members re-signing?
Mandates transfer with their unique reference and signature date to the new payment provider. Plan 2 to 4 weeks of coordination with the previous vendor.
How long does launch take?
The typical timeline is 10 to 14 weeks, with a recommended switch at the start of a month to align billing.
Is a PWA enough instead of a native app?
For booking, QR access and notifications, yes in 80 to 90 % of uses. A native app adds 4,000 to 8,000 EUR excl. VAT plus app store publishing constraints.
Let's scope your project. Tell us your number of clubs, members and access hardware: we price a management platform at 6,100 to 10,670 EUR excl. VAT with a 10 to 14 week schedule through our free quote request. 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.
