The verdict in three sentences
For a network of 14 franchised gyms in the Miami area, fitness SaaS at 175 to 350 USD per location per month still works while each franchisee manages its own members. Once the franchisor wants to consolidate numbers, calculate royalties automatically and track churn per location, a custom platform at 60,000 to 100,000 USD becomes cheaper than three stacked tools. The project ships in 5 months and pays back mainly through lower churn and the end of manual accounting work.
What the platform must cover for a franchisor
A gym network combines local needs (memberships, access, class schedules) with head office needs (reporting, royalties, national marketing). With 3 different tools, member, payment and access data never reconcile.
| Module | Function | Share of budget (2026 estimate) |
|---|---|---|
| Memberships and contracts | Plans, 12-month terms, freezes, cancellations | 15% |
| Recurring billing | ACH and card on file, schedules, failed payments, dunning | 15% |
| Access control | QR code or key fob, hours, turnstile integration | 15% |
| Class scheduling | Booking, waitlist, coaches | 10% |
| Franchise royalties | Calculation on revenue, monthly invoicing | 15% |
| Churn tracking | Rate per location, inactivity alerts, retention campaigns | 15% |
| Member app | Sign-up, payment, booking, digital access pass | 15% |
Royalty calculation is often what triggers the project. With royalties of 5 to 7% of revenue and a 1 to 2% marketing fund contribution, every franchisee reporting error costs head office money. When payments flow through the platform, royalties are calculated without manual reporting.
Fitness SaaS or custom platform: 2026 numbers
| Criterion | Off-the-shelf fitness SaaS | Custom platform |
|---|---|---|
| Upfront cost | 0 to 6,000 USD setup | 60,000 to 100,000 USD |
| Recurring cost for 14 locations | 29,400 to 58,800 USD a year | 8,000 to 14,000 USD maintenance and hosting |
| 5-year total cost | 147,000 to 300,000 USD | 100,000 to 170,000 USD |
| Network consolidation | Limited or paid add-on | Native, real time |
| Franchise royalties | Rarely handled | Automatic calculation and invoicing |
| Transaction fees | 0.5 to 1.5% on top of processing | ACH processing only, about 0.25 to 1 USD per debit |
| Member data ownership | With the vendor | With you |
The comparison tips toward custom from about ten locations. Below that, SaaS stays simpler. With 14 gyms and an opening plan, the cost per location of an owned platform falls with every new franchise.
How the project runs
| Phase | Duration | Deliverable |
|---|---|---|
| Scoping | 3 weeks | Membership model, royalty rules |
| Phase 1 memberships and billing | 6 weeks | Contracts, authorizations, debits, dunning |
| Phase 2 access and scheduling | 4 weeks | QR code, turnstiles, class booking |
| Phase 3 network | 4 weeks | Royalties, dashboards, churn |
| Migration and pilot | 4 weeks | 2 pilot gyms, then switch of the other 12 |
Migrating 9,000 members is the delicate part: stored payment methods must move between processors through a secure token migration, which most major processors support on request, so members do not re-enter their details.
Mini case study
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Carlos runs a network of 14 gyms across Miami-Dade and Broward, with 9,000 members paying 45 USD a month on average. Monthly churn is 4%, or 360 cancellations a month. Bringing churn down to 3.5% with inactivity alerts keeps 45 more members each month, roughly 24,300 USD in extra monthly revenue after a year of cumulative effect. He also saves about 45,000 USD a year in licences and 2 days of monthly accounting consolidation. For an 85,000 USD platform, payback sits between 12 and 18 months.
FAQ
Can we keep existing member payment details?
Yes, through a token migration between processors. It takes 2 to 4 weeks with the processor and a test at one pilot gym.
Will the platform work with our current turnstiles?
Most access controllers support API or relay integration. Allow 3 to 8 days depending on the hardware.
Does each franchisee see other locations' data?
No, permissions are isolated per location. Only head office sees the consolidated view of all 14 gyms.
Do we need a native mobile app?
An installable web app is often enough, for 12,000 to 20,000 USD less than a native app. App stores remain an option in phase 2.
What does adding a new location cost?
About half a day of configuration, with no extra licence fees. That is the main benefit for a growing network.
Let's scope your project. Send us your number of locations, current tools and royalty model, and we will price a platform between 60,000 and 100,000 USD delivered in 5 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.
