The verdict in three sentences
Beyond 5 clubs, the 2% revenue commission charged by fitness SaaS platforms becomes the chain's largest IT cost, ahead of hardware and kiosks. A custom platform at EUR 40,000 to 90,000 excl. VAT covers memberships, access control, Direct Debit collection, class booking and the member app, with no commission at all. Over 5 years the gap reaches about EUR 160,000 for a 7-club chain, provided the project is scoped around the flows that actually make money.
What gym SaaS really costs in 2026
Specialist vendors advertise a subscription of EUR 150 to 400 per club per month (roughly GBP 130 to 345 in London). The hidden cost comes next: a 1% to 2.5% commission on payments, add-on modules billed separately (white-label app, marketing automation, sign-up kiosks) and a data export that is often limited the day you want to leave. For a chain where the average membership sits around EUR 40 per month, the commission weighs twice as much as the subscription itself.
| SaaS cost item | 2026 range | 7 clubs, 5,200 members |
|---|---|---|
| Software subscription per club | EUR 150 to 400/month | EUR 25,200/year (300 x 7 clubs) |
| Commission on payments | 1% to 2.5% | EUR 50,000/year (2% of EUR 2.5M) |
| White-label member app | EUR 100 to 300/month | EUR 2,400/year |
| Marketing and win-back module | EUR 50 to 150/club/month | included in negotiated plan |
| In-club sign-up kiosks | EUR 1,500 to 3,000 each | depreciated, excluded |
| Full data export on exit | paid or partial depending on vendor | lock-in risk |
| Estimated annual total | EUR 77,600/year |
Revenue of EUR 2.5M equals 5,200 members at EUR 40 a month. Every new member automatically raises the software bill: the cost tracks your growth instead of staying flat.
Scope of a custom platform for a club chain
A chain platform does not need to reinvent everything. It relies on a payment provider for Direct Debit (SEPA in the eurozone, Bacs in the UK, EUR 0.25 to 0.40 per collection), on the turnstiles and readers already installed, and focuses development on what differentiates your chain: plans, multi-club access, retention.
| Module | What it does | Indicative cost excl. VAT |
|---|---|---|
| Memberships and contracts | plans, 12-month commitment, medical freeze, online cancellation | EUR 8,000 to 15,000 |
| Direct Debit and dunning | e-mandates, schedules, automatic re-presentation of failed payments | EUR 6,000 to 14,000 |
| Access control | dynamic QR code, RFID badges, link to existing turnstiles, multi-club access | EUR 7,000 to 18,000 |
| Class booking | timetable across 7 clubs, waitlists, no-show penalty | EUR 5,000 to 12,000 |
| iOS and Android member app | access pass, booking, payment, notifications | EUR 10,000 to 22,000 |
| Chain dashboard | revenue per club, churn rate, hourly attendance | EUR 4,000 to 9,000 |
| Total by depth | EUR 40,000 to 90,000 |
Monthly churn in a club chain usually sits between 3% and 5%. The dashboard must flag members who have not visited for 21 days and trigger an automatic win-back (SMS, free coached session). Cutting churn by 0.5 point on 5,200 members means 26 members retained every month, about EUR 12,500 of annual revenue preserved per monthly cohort.
5-year cost comparison
| Item | SaaS with commission | Custom platform |
|---|---|---|
| Setup and development | EUR 0 | EUR 65,000 |
| Software subscription (7 clubs) | EUR 126,000 | EUR 0 |
| 2% commission on payments | EUR 250,000 | EUR 0 |
| Direct Debit fees (62,400 a year x EUR 0.30) | included | EUR 93,600 |
| Evolutive maintenance (15% of build per year) | EUR 0 | EUR 48,750 |
| Hosting, backups, monitoring | included | EUR 18,000 |
| Member app | EUR 12,000 | included |
| 5-year total | EUR 388,000 | EUR 225,350 |
The gap of about EUR 160,000 assumes flat revenue. If the chain grows to 10 clubs, the SaaS commission rises with it, while the custom cost stays almost fixed. Migration requires one month of parallel running: Direct Debit mandates remain valid as long as the creditor identifier (SEPA creditor ID or Bacs Service User Number) stays the same, so 5,200 members do not have to sign again.
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Thomas, founder of a 7-club chain in Greater London, currently pays EUR 77,600 a year to his vendor. With a custom platform at EUR 65,000 excl. VAT, his recurring costs drop to EUR 18,720 in Direct Debit fees, EUR 9,750 in maintenance and EUR 3,600 in hosting, so EUR 32,070 a year. Annual savings reach EUR 45,530, which repays the build in about 17 months. Add 0.5 point of churn saved through automatic win-back campaigns, and payback falls below 15 months.
FAQ
How long does it take to build gym chain software?
Allow 4 to 6 months for a full EUR 65,000 scope, delivered in phases. Memberships and Direct Debit come first, around week 10, followed by the member app.
Can we keep our current turnstiles and badge readers?
In most cases yes: 80% of access controllers on the market expose an API or a Wiegand protocol. Integration costs EUR 2,000 to 5,000 per hardware model.
What happens to Direct Debit mandates during migration?
They stay valid as long as the creditor identifier does not change. Mandates and encrypted bank details are imported, then a collection cycle is tested on 50 members before switching over.
Does the custom platform handle online cancellation?
Yes, a simple online cancellation flow is part of the contracts module, as consumer rules in the UK and EU increasingly require. It costs about EUR 1,500 to build.
From how many clubs does custom software pay off?
As a 2026 order of magnitude, from 4 to 5 clubs and 3,000 members, when the commission exceeds EUR 30,000 a year. Below that, a commission-free SaaS is often the more sensible choice.
Let's scope your project. Send us your number of clubs, members and current software bill: we will price a scope between EUR 40,000 and 90,000 excl. VAT with a 4 to 6 month 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.
