The verdict in three sentences
For a 6-club gym chain with 5,000 members, like a typical regional network on the French Riviera, custom multi-club management software costs between 40,000 and 80,000 EUR excl. VAT in 2026. It replaces a licence at 1.50 EUR per member per month, or 90,000 EUR a year, and covers SEPA direct debits, access control and class booking. Delivery takes 4 to 5 months, and payback usually comes in under a year.
Detailed budget by module
The figures below are 2026 estimates for a European chain of 4 to 10 clubs, with a member app and a shared back office.
| Module | Key features | Indicative budget (EUR excl. VAT) | Timeline |
|---|---|---|---|
| Memberships and contracts | Plans, commitment, freeze, compliant cancellation | 7,000 to 12,000 | 3 to 4 weeks |
| SEPA direct debits and dunning | Mandates, SEPA files, returns, automatic reminders | 8,000 to 15,000 | 4 to 5 weeks |
| Access control | QR code, badge, turnstile integration, multi-club access | 6,000 to 14,000 | 3 to 5 weeks |
| Class booking | Schedule, capacity, waitlist, coaches | 6,000 to 12,000 | 3 to 4 weeks |
| Member app (iOS and Android) | Booking, access QR, payment, notifications | 8,000 to 18,000 | 5 to 6 weeks |
| Reporting and churn prevention | Attendance, inactivity alerts, revenue per club | 5,000 to 9,000 | 2 to 3 weeks |
| Total | Full multi-club platform | 40,000 to 80,000 | 4 to 5 months |
The low end assumes turnstiles that are already compatible and a hybrid app. The high end includes several access hardware brands, an online shop and a personal coaching module.
Per-member licence or custom software: the five-year math
Gym software billed per active member is convenient at launch. Its cost rises as the chain grows, while the cost of custom software stays almost flat.
| Item over 5 years | Licence at 1.50 EUR per member per month | Custom software |
|---|---|---|
| Upfront cost | 0 to 5,000 EUR setup | 60,000 EUR (mid-range) |
| Annual cost at 5,000 members | 90,000 EUR | 9,000 EUR maintenance and hosting |
| Annual cost at 7,000 members | 126,000 EUR | 10,000 EUR |
| Payment fees | Often marked up by the vendor | Rate negotiated with your bank |
| 5-year total (growing to 7,000 members) | About 540,000 EUR | About 108,000 EUR |
| Ownership of data and code | Data exportable, code not | Data and code are yours |
The gap exceeds 400,000 EUR over five years in this scenario. You still need an internal product owner and a serious maintenance contract, because the software becomes an asset to look after.
The hidden lever: churn
In fitness, losing a member costs more than acquiring a new one. Software built for your chain flags members who have not visited for 14 days, triggers a personalised reminder and suggests a suitable class. In a well-run chain, annual churn can fall by about 4 points, for example from 38% to 34%. With an average fee of 39 EUR a month, each churn point avoided on 5,000 members keeps about 23,400 EUR of annual revenue.
Mini case study
Julien, founder of a 6-club chain in Nice, has 5,000 members paying 39 EUR a month on average. His current licence costs 90,000 EUR a year. He invests 62,000 EUR excl. VAT in custom software, with 9,000 EUR of annual maintenance.
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Direct gain in year one: 90,000 minus 9,000, or 81,000 EUR. Churn gain, assuming a 4-point drop: 200 members retained, or 200 x 39 x 12 = 93,600 EUR of revenue over a full year. Even counting only half of that effect in year one, the gain exceeds 120,000 EUR. Estimated payback: 6 to 7 months, a 2026 order of magnitude.
FAQ
How much does custom gym management software cost in 2026?
Between 40,000 and 80,000 EUR excl. VAT for a multi-club chain with a member app. A single-club version without a native app starts around 25,000 EUR.
Does the software handle SEPA direct debits and returns?
Yes, it creates mandates, generates SEPA files and automatically follows up on returned debits. A good dunning process often recovers 60 to 70% of unpaid fees.
Can we keep our existing turnstiles and badge readers?
In most cases yes, through their interface or a bridge box. Allow 1,500 to 4,000 EUR per hardware brand to integrate.
How do we migrate 5,000 members without interrupting debits?
Existing SEPA mandates are carried over with their unique reference, so members do not need to sign again. Cutover runs club by club over 2 to 3 weeks.
Is the software GDPR compliant?
Yes, with EU hosting, configured retention periods and a processing register. This work accounts for about 5% of the budget.
Let's scope your project. Share your number of clubs, members and current licence cost and we will price a scope between 40,000 and 80,000 EUR excl. VAT delivered in 4 to 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.
