The verdict in three sentences
A multi-site gym chain with 9 clubs in Miami that pays a revenue share on dues plus per-location fees to its software vendor spends tens of thousands of dollars a year on a tool it does not control. Custom software with ACH and card billing, QR code access control and a class booking app costs in the range of 70,000 to 130,000 USD in 2026. Past 5,000 members, the fees avoided usually fund the project in 2 to 3 years, and member data stays yours.
What the current software really costs
Gym management platforms earn money three ways: a monthly fee per location, a percentage on processed payments and markups on each transaction. With 6,500 members at an average of 45 USD per month, the chain processes about 3,510,000 USD a year.
| Annual cost line | Market platform | Custom software |
|---|---|---|
| Vendor fee (9 clubs × 200 to 400 USD per month) | 21,600 to 43,200 USD | 0 USD |
| Revenue share or processing markup (1%) | 35,100 USD | 0 USD |
| Payment fees above direct processor rates | 8,000 to 30,000 USD | Direct processor rates |
| Hosting and maintenance | Included | 8,000 to 15,000 USD |
| Custom features | Rarely possible | Free annual budget |
| Total annual platform cost | 64,700 to 108,300 USD | 8,000 to 15,000 USD |
Negotiating directly with a processor for ACH (often 0.5 to 0.8% capped per transaction) usually costs far less than rates bundled by a gym platform.
Must-have modules
| Module | Function | Metric tracked |
|---|---|---|
| Membership management | Plans, 12-month terms, freezes, compliant cancellation | Monthly churn rate |
| Billing | ACH and card on file, retries, failed payment flows | Delinquency rate (target under 3%) |
| Access control | Dynamic mobile QR, turnstiles, hours by plan | Visits per club and per hour |
| Class booking | Schedule, caps, waitlist, no-show penalties | Class fill rate |
| Mobile app | Access pass, booking, add-on payments | App adoption rate |
| Network dashboard | Revenue, joins and cancels per club | Revenue per member |
Florida's Health Studio Act regulates contract terms, cancellation rights and the 3-day cancellation window, and the FTC's click-to-cancel push makes online cancellation a must. The QR code should be dynamic (refreshed every 30 seconds) to stop members sharing screenshots.
Kolonell builds this scope from Dakar for international operators, including integration with existing turnstiles; the exact scope and price are set in a quote.
Getting the migration right
The main risk is moving stored payment methods. The best practice is a secure token migration between processors, which major processors support, so members never re-enter their card or bank details. Schedule the switch mid-month, away from billing dates, and run one pilot club in parallel for 2 weeks before moving the other 8.
What to ask before you build
Custom software only pays off if the chain is large enough and stable enough. Below 3,000 members, vendor fees rarely justify the build. Above 5,000 members with plans to open more clubs, the math turns clearly in favor of owning the platform. Before signing, ask for a written migration plan for stored payment tokens, a list of compatible turnstile and door controller models, and a support commitment covering early mornings, when most member access issues happen. Insist on owning the source code and the member database outright, so a future change of development partner does not mean another painful migration. Finally, budget about 10% of the build each year for new features, such as referral rewards or corporate wellness accounts.
Mini case study
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Carlos, founder of a 9-club gym chain across Miami-Dade, has 6,500 members and pays about 90,000 USD a year in vendor fees, revenue share and payment markups.
- Current annual cost: 90,000 USD
- Annual cost after custom software: 14,000 USD (hosting, maintenance)
- Annual saving: 76,000 USD, including 35,100 USD of revenue share avoided
- 120,000 USD project: paid back in 19 months
As a bonus, the booking app raised group class fill rates from 62% to 78% at the pilot club, which let the team cut 6 underused time slots per week.
FAQ
Can we keep our current turnstiles?
In most cases yes, if they accept a QR reader or an API-driven relay. Retrofitting costs 400 to 1,000 USD per access point, versus 3,500 to 7,000 USD for a new turnstile.
What happens when a payment fails?
The system catches the failure, retries on a smart schedule, blocks access after a configurable grace period (often 7 days) and sends an SMS with a card payment link.
How long does the project take?
Plan 5 to 7 months, including a 2-week pilot club. The mobile app ships alongside access control.
Is member data secure?
Yes, card data stays with a PCI DSS Level 1 processor and is never stored in your database. Member records are encrypted and access is role-based.
Can we sell personal training and retail in the app?
Yes, add-ons such as PT sessions, smoothies and towels are paid in-app, often 8 to 12% of a club's revenue in the US market.
Let's scope your project. Tell us about your clubs, plans and access hardware, and we will scope a migration with no billing interruption. 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.
