The verdict in three sentences
For a network of 6 gyms and 4,800 members, software that takes 1.5% of revenue costs more every year than custom software amortised over three years. A custom build at GBP 50,000 to 110,000 pays off once the network passes 3 to 4 clubs or wants to track churn per site with its own metrics. The non-negotiable modules remain Direct Debit collection with failed-payment recovery and QR code access control wired to the turnstiles.
SaaS, revenue share or custom: what a network really pays in 2026
The UK gym software market offers three models: per-club subscription, revenue share on collections, or a mix. For 6 London gyms with an average membership of GBP 45 a month, membership revenue reaches 4,800 x 45 x 12 = GBP 2,592,000 a year.
| Model (2026 estimate) | Annual cost for 6 clubs | 3-year cost |
|---|---|---|
| 1.5% revenue share | GBP 38,900 | GBP 116,600 |
| Entry SaaS (GBP 150 per club per month) | GBP 10,800 | GBP 32,400 |
| Premium SaaS (GBP 400 per club per month) | GBP 28,800 | GBP 86,400 |
| SaaS + access module and branded app | GBP 38,000 to 50,000 | GBP 114,000 to 150,000 |
| Custom (GBP 80,000 + GBP 10,000 maintenance a year) | GBP 10,000 after launch | GBP 110,000 |
| Bacs Direct Debit bureau fees (GBP 0.20 to 0.40 per collection) | GBP 11,500 to 23,000 | same in every model |
Entry SaaS is unbeatable on paper but hits a ceiling fast: no app in your brand, no consolidated metrics, limited data export. Once you add the branded app and access module, custom pulls ahead by year three.
Gym network software modules and their cost
| Module | Function | Estimated budget |
|---|---|---|
| Memberships and contracts | plans, minimum terms, freezes, online cancellation | GBP 9,000 to 16,000 |
| Direct Debit and failed payments | e-mandates, ARUDD rejections, SMS reminders | GBP 8,000 to 14,000 |
| QR code access control | dynamic QR in app, turnstile API, time slots | GBP 7,000 to 17,000 |
| Class booking | coach schedule, capacity, waitlist, no-shows | GBP 7,000 to 12,000 |
| Member mobile app | iOS and Android, push, referrals | GBP 12,000 to 28,000 |
| Analytics and churn | attendance, churn per site, inactivity alerts | GBP 5,000 to 11,000 |
| POS and shop | supplements, personal training, integrated card terminal | GBP 3,000 to 9,000 |
The inactivity alert is the highest-return module: a member who has not visited for 14 days is very likely to cancel within two months. An automated SMS or coach follow-up at day 10 cuts churn by 2 to 4 points according to independent operators.
Collections, cancellation and UK GDPR: the legal points to build in
The Digital Markets, Competition and Consumers Act 2024 tightens subscription rules: clear pre-contract information, reminders before renewals and an easy online exit. Your software must provide cancellation without friction, with a timestamped acknowledgement. Attendance data is personal data under UK GDPR: limited retention, a record of processing and consent for marketing notifications. On Direct Debit, automate e-mandates and rejection handling so no one spends a day a month chasing failed payments.
Mini case study
James, founder of a 6-gym network in London, collects GBP 2,592,000 a year in memberships and pays GBP 38,900 in revenue share to his vendor. He invests GBP 80,000 in custom software with app and QR access, plus GBP 10,000 annual maintenance. Fee savings over 3 years: 116,600 minus (80,000 + 30,000) = GBP 6,600, roughly neutral. But the inactivity alert lowers monthly churn from 4.5% to 3.8%, keeping about 400 members a year at GBP 45 for 6 months on average: GBP 108,000 of revenue retained a year. The project pays back in under 12 months.
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FAQ
How long does development take?
Allow 14 to 20 weeks for memberships, Direct Debit, QR access and booking. The mobile app adds 6 to 8 weeks if built in parallel.
Can we keep our current turnstiles?
Usually yes, if the manufacturer exposes an API or a Wiegand-compatible controller. Integration costs GBP 2,000 to 7,000 per hardware model.
How do we migrate 4,800 members without losing Direct Debit mandates?
Existing mandates stay valid if your Service User Number does not change. Data and history migration costs GBP 3,000 to 8,000.
Does custom make sense for a single gym?
Rarely: below 3 clubs, SaaS at GBP 150 to 250 a month is cheaper. Custom is justified above roughly GBP 1.2 million of annual revenue.
Who hosts and maintains the platform?
UK hosting costs GBP 150 to 400 a month at this volume. Corrective and evolutive maintenance represents 10 to 15% of the initial budget per year.
Let's scope your project. Tell us your number of clubs, members and access hardware, and we will price the software module by module with an indicative budget and cutover 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.
