Gym membership & billing

Gym membership software that bills every member on time.

EloERP handles the money side of a gym: memberships, billing and collection. Monthly, quarterly and yearly memberships are invoiced automatically, members get a WhatsApp or SMS reminder with a pay link, and anyone who stops paying is suspended until they pay.

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Plans · Joining fee · Billing run · Reminders · Pay link · Freeze & suspend · No credit card

Sales → Subscriptions · MembersSample data

412Active

18On hold

23Suspended

Member · planNext billStatus

Ali RazaGold · monthly · card 004127

8 Dec 2026Active

Sara KhanGold · quarterly · card 003981

after holdOn hold

Usman TariqGold · monthly · card 004512

Rs 4,000 dueSuspended

Hina MalikPlatinum · yearly · card 002204

1 Mar 2027Active

What is gym membership software?

Gym membership software keeps every member on a plan, bills the fee each time it falls due, chases and records payment, and stops access when someone stops paying. In EloERP a membership is a subscription: you set up Monthly, Quarterly or Yearly plans once, and a daily billing run writes each member's invoice, sends the reminder with a pay link, and posts the money to your accounts. The same system runs the counter for supplements and drinks.

What EloERP doesMembership plans, joining fees, automatic invoices, reminders, online and counter payments, freeze, auto-suspend and resume, a card-number field, a webhook for your door controller, POS for the counter, accounting and reports.

What it does not doMember check-in and attendance, class timetables, trainer scheduling, a member app and biometric devices. If you already use an access or check-in system, keep it; EloERP can tell it who is suspended.

Membership plans Automatic billing Fee reminders Online payment Freeze & suspend Card & door access Counter POS Expiring memberships

How it works

A gym's billing month, from sign-up to month-end

Set the plans and the reminder ladder once. After that each member moves through the same six steps without anyone typing an invoice.

Sign-upPick the member's plan and start date, add the joining fee and the card number. The first period can be pro-rated.
Bill dayThe daily run invoices every membership that is due: on the 1st, or on each member's joining date.
RemindersSMS, WhatsApp or email before the due date, on it and after it, each with the invoice PDF and a pay link.
CollectCash or card at the counter, bank transfer, or online through the pay link. Partial payments and advances are allowed.
Suspend & resumeUnpaid after the grace days: suspended, and your door controller is told. Paid in full: resumed.
Month-endBilled against collected, outstanding dues, active and suspended counts, revenue by plan and MRR.

Membership plans

Monthly, quarterly and yearly memberships as plans

Each membership you sell is a plan: its price, how often it bills, how many days the member has to pay and how many grace days you give before suspending. A member's price is fixed when they join, so a fee rise applies to existing members only when you choose a date for it.

Any cycle: weekly, monthly, quarterly, half-yearly or yearly, billed in advance (the usual for a gym) or in arrears.
Bill on the 1st or on the joining date. With calendar billing, a member who joins mid-month can pay a pro-rated first month.
Joining fee as a one-time charge on the plan, billed once with the first invoice. A refundable deposit, such as a locker key, can be held as a liability rather than income.
Trial days per plan, a discount per member for a corporate or couple rate, and add-on lines such as locker rent billed with the membership.
Upgrade or downgrade mid-month from Silver to Gold, with the difference pro-rated on the next bill.

Subscriptions → PlansSample data

Monthly

Gold membership

Rs 4,000 / month

Bills: Joining date
Due in: 7 days
Grace: 10 days
Joining fee: Rs 2,000

Quarterly

Gold membership

Rs 11,000 / 3 months

Bills: Joining date
Due in: 7 days
Grace: 10 days
Joining fee: Rs 2,000

Yearly

Platinum membership

Rs 36,000 / year

Bills: Joining date
Due in: 15 days
Auto-suspend: On
Joining fee: Waived

Sample plans and prices for illustration. You name your plans and set your own fees.

Gym billing software

Gym billing that runs every day, without typing an invoice

A billing run goes through your members every night at 00:30 in your own time zone and writes an invoice for each membership that is due. Prefer to do it yourself? Press Run billing and you get exactly the same result.

Preview first. See who will be billed and the total before anything is written, on the first run and whenever you ask.
Never billed twice. A period can only be invoiced once, so a second run or a run after a power cut just skips it.
Real invoices. Each one is a normal EloERP sale invoice, numbered and posted to the member's ledger, with the membership period on the line. Keep them as drafts to review first if you prefer.
Paper bills too: print every invoice of a run as one PDF.
Sales tax follows the membership product. Where your company pushes invoices to a tax authority (FBR, PRA or KPRA in Pakistan, or ZATCA, MyInvois, UAE e-invoicing or Lekuka elsewhere), membership invoices go through the same push. See tax integrations.

Subscriptions → Run billing · Preview · 8 Dec 2026Sample data

Billed31

Skipped4

TotalRs 118k

Member	Plan · period	Amount	Result
Ali Raza	Gold monthly · 8 Dec – 7 Jan	4,000	Will bill
Bilal Ahmed	Gold quarterly · 8 Dec – 7 Mar	11,000	Will bill
Ayesha Noor	Gold monthly + joining fee	6,000	Will bill
Kamran Javed	Gold monthly · 8 Dec – 7 Jan	4,000	Already billed
Sara Khan	Gold quarterly · on hold	–	Skipped

PreviewRun billingPrint this run

Fee reminders

Membership fee reminders on WhatsApp and SMS, with a pay link

Set your reminder ladder once, in your own words. Every invoice then follows it: one message per step, never sent twice, each carrying the invoice PDF and, if you take online payments, the pay link.

−33 days before"Your Gold membership fee is due on 15 Dec."WhatsApp · SMS
0Due date"Your fee of Rs 4,000 is due today. Pay here."WhatsApp
+55 days after"Your fee is overdue. Pay to keep your membership active."WhatsApp · SMS
+10SuspendMembership suspended, member told, door controller notified.Action: suspend

The reminder your member actually receives

Choose SMS, WhatsApp, email or all three per step. Every channel stays off until you switch it on, and you can set a daily cap so a big billing day does not run up your messaging bill. If a member has paid part of the bill or paid ahead, the next reminder shows only what is still due.

The ladder above is an example: add steps, move the days or turn off suspension entirely.

WhatsApp · Sample Fitness ClubSample data

Sample Fitness Club

Assalam o Alaikum Ali, your Gold membership fee of Rs 4,000 for 8 Dec – 7 Jan is due on 15 Dec. Pay online: JazzCash, Easypaisa or card…/pay/Xk29Qa7m Invoice INV-2026-01482.pdf…/d/Pw71bN0c

12 Dec · 10:02 AM

Collect the fee

Members pay online, at the counter or by bank transfer

The pay link opens a page for your gym showing the invoice and the payment options you have switched on: JazzCash, Easypaisa, Stripe or PayPal, plus your bank details for a transfer you confirm by hand. No login is needed. A successful online payment records the receipt against the invoice on its own.

At the counter: take cash or card and record the receipt against the invoice, in full or in part. An advance stays on the member's account and comes off the next bill.
Many members at once: record a stack of receipts in one go against the open invoices.
My account page for each member, through a private link in every message: current plan, status, open invoices with pay buttons and payment history.
Statements from the member's ledger, shared on WhatsApp.

…/pay/Xk29Qa7mSample data

Sample Fitness ClubInvoice INV-2026-01482 · Ali Raza

Gold membership · 8 Dec – 7 JanRs 4,000Due 15 Dec 2026

JazzCashEasypaisaCard (Stripe)PayPalBank transfer: account details shown, confirmed by the gym

Only the gateways your company has set up appear on the page.

Freeze, suspend, resume

Freeze a membership, and suspend members who stop paying

Freeze is a hold. A member travelling for three weeks goes on hold from one date to another. No membership invoice is written for a period that falls entirely inside the hold, and a part period is pro-rated if the plan allows it.

Auto-suspend is set per plan. If an invoice is still unpaid after its due date plus your grace days, the membership is suspended, the member gets a message, your staff get an alert and the suspension is sent to your door controller.

Pay in full and the membership resumes by itself, or only when staff approve, if you prefer.
Reactivation fee on resume, and an optional late fee (an amount or a percentage), both added to the next bill.
No billing while suspended by default, because the member was not using the gym. Switch it on per plan if you charge regardless.
Cancel with a final bill or a pro-rated credit, and settle any deposit by refund or against what the member owes.

Subscription SUB-2026-00418 · Danish Ali · HistorySample data

Date	Event	Detail
8 Nov	Billed	Gold monthly · 8 Nov – 7 Dec · Rs 4,000 · due 15 Nov
20 Nov	Reminded	+5 days · WhatsApp
25 Nov	Suspended	Unpaid after 10 grace days
26 Nov	Paid	Rs 4,000 · Easypaisa
26 Nov	Resumed	Paid in full
2 Dec	On hold	2 Dec – 22 Dec · travelling

Active→On hold→Suspended→Cancelled

Card number & door access

Membership card numbers, and a door controller that knows who has paid

Add Card number as a custom field and it appears on every member's subscription: searchable in the list and printable on the invoice. Add any other field you keep today, such as emergency contact or locker number.

EloERP does not run your turnstile, but it can tell it what to do. A webhook sends each membership event (activated, suspended, resumed, plan changed, cancelled) with the member's custom fields, card number included, to a web address you choose, signed with a shared secret. Your access-control supplier or developer points that address at the door controller, so a suspended card stops opening the door and a paid card opens it again.

Integrations → Webhook log · sample

25 Nov 00:30suspended · Danish Ali · card 004380200 OK

26 Nov 18:12resumed · Danish Ali · card 004380 · paid in full200 OK

21 Nov 11:40activated · Ayesha Noor · card 004533200 OK

Each event is posted to your controller's address with the subscription and its custom fields.

Counter sales

Supplements, shakes and drinks at the counter, on the same system

Your front desk sells more than memberships. EloERP POS sells protein, supplements, water, energy drinks and gym wear with stock control, and keeps working offline if the internet drops. Counter sales and membership fees land in the same books, so the day's takings show both.

POS · Front deskSample data

Whey protein 1 kgRs 9,500Protein shakeRs 650Mineral waterRs 100Energy drinkRs 350Pre-workoutRs 5,200Gym towelRs 800

Protein shake × 1650

Mineral water × 2200

Energy drink × 1350

TotalRs 1,200

Cash

Accounting

Membership fees posted straight to your books

Every membership invoice posts like any credit sale: the member owes the fee, revenue and tax are booked, and each receipt clears the member's balance into cash or bank. There is no separate billing tool to reconcile with your accounts.

Revenue by plan: give a plan its own income ledger to see membership income apart from counter sales.
Deposits sit as a liability until refunded or set off.
Yearly memberships, spread over the year: switch on deferred revenue and the fee is held as unearned revenue, with a month-end entry moving each month's share into income. Off by default; turn it on if your accountant asks.

Platinum yearly · Rs 36,000 billed in advance	Debit	Credit
On the invoice: member's ledger	36,000
On the invoice: unearned subscription revenue		36,000
Each month-end: unearned subscription revenue	3,000
Each month-end: subscription revenue		3,000

Sample figures with deferred revenue switched on and no tax. With it off, the invoice posts straight to revenue.

Gym membership management

Expiring memberships, unpaid dues and monthly recurring revenue

A subscriptions dashboard shows the state of the gym today: who is active, on hold, suspended or cancelled this month, what was billed against what was collected, what is outstanding, your monthly recurring revenue (MRR) and the next billing run.

Expiring and due for renewal: fixed-term memberships ending in the next N days, so the front desk can call before they lapse. An alert can list those ending in 7 days.
Aging: unpaid memberships by days overdue and the reminder step each one is on.
Churn and growth: new, cancelled, suspended and resumed members per month, with reasons.
Revenue by plan, collection by staff member and a billing run register of every run.
Every report filters by branch, prints and exports to Excel.

Subscriptions → Dashboard · December 2026Sample data

MRRRs 1.41m

OutstandingRs 186k

Active · hold412 · 18

Next run00:30

BilledCollected

JulAugSepOctNovDec

Expiring in 30 days	Plan	Ends
Hamza Iqbal	Platinum · yearly	14 Dec 2026
Nida Shah	Gold · quarterly	21 Dec 2026
Fahad Mir	Platinum · yearly	3 Jan 2027

Setting up a gym

Set up gym membership billing with the Gym & club preset

One click loads gym plans, a card-number field, a reminder ladder and message templates written for a gym. Change any of it afterwards. Sign up as a subscription business, or choose the Gym, Club & Membership industry, and the module is ready on your first login.

What your gym needs	How EloERP does it
Monthly, quarterly and yearly memberships	A plan each, with price, cycle, due days and grace days
Admission or joining fee	A one-time charge on the plan, billed with the first invoice
Membership card number	A custom field, searchable and printable on the invoice
Freeze while a member travels	Hold from a date to a date; no bill for the frozen period
Stop entry when the fee is unpaid	Auto-suspend after the grace days, sent to your door controller by webhook
Fee reminders	SMS, WhatsApp or email ladder with the invoice PDF and a pay link
Renewals coming up	Expiring and due-for-renewal report, with a 7-day alert
Supplements and drinks	EloERP POS on the same books

Try it with sample dataTick Sample data at sign-up and you start with 4 plans, 25 customers and 3 months of invoices, about 70% paid, so the reports have something to show.

Moving from a register or ExcelEnter each member's unpaid balance as an opening balance and their membership with its real start date. The first run bills only the current period, not the months already settled.

Getting started cardYour dashboard walks you through it: create a plan, add a member, start a membership, preview the billing run, then set up payment methods and reminders.

Recurring billing & subscriptionsThe module behind this page, for any trade that bills on a schedule Gym management softwareEloERP for gyms: POS, stock, accounts and staff Fitness and health clubsClubs with memberships, a counter and more than one branch Membership clubsMembership fees billed monthly, quarterly or yearly ISP billing softwareThe same billing engine for internet providers See it with your plansBook a demo and we will set up your memberships with you

FAQ

Gym membership software: questions

What does EloERP do for a gym?

EloERP handles the money side of a gym: memberships, billing and collection. It bills monthly, quarterly and yearly memberships automatically, sends fee reminders with a pay link, records payments online and at the counter, suspends members who stop paying and resumes them when they pay. It also runs the counter POS for supplements and drinks and keeps the accounts.

Does it handle member check-in, classes or trainer schedules?

No. EloERP does not do member check-in or attendance, class timetables, trainer scheduling, a member app or biometric devices. If you use an access-control or check-in system, keep it: EloERP's webhook can tell it when a member is suspended or resumed, using the card number on the membership.

Can I bill monthly, quarterly and yearly memberships?

Yes. Each membership type is a plan with its own cycle (weekly, monthly, quarterly, half-yearly or yearly), price, due days and grace days. Plans can bill on the 1st of the month or on each member's joining date, in advance or in arrears, and a member's price stays fixed until you apply a new price from a chosen date.

How is the joining fee charged?

The joining or admission fee is a one-time charge on the plan. It is billed once, with the member's first invoice, alongside the first membership period. A refundable deposit can be set up the same way and is held as a liability instead of income.

Can a member freeze their membership?

Yes. Put the membership on hold from one date to another. No membership invoice is written for a period that falls entirely inside the hold, and a part period is pro-rated when the plan allows it. Billing carries on as normal once the hold ends.

What happens when a member does not pay?

The reminder ladder sends messages before the due date, on it and after it. If the invoice is still unpaid after your grace days and the plan has auto-suspend on, the membership is suspended, the member and your staff are told, and the webhook can tell your door controller. When the member pays in full the membership resumes, with a reactivation fee if you set one.

How do members pay online?

Every reminder can carry a pay link. It opens a page showing the invoice and the payment options your company has switched on: JazzCash, Easypaisa, Stripe or PayPal, plus bank transfer details for a payment you confirm by hand. A paid online payment is recorded against the invoice automatically.

Can I move my members from a register or Excel?

Yes. Enter each member's unpaid balance as an opening balance on their account, and add their membership with its real start date and the date it was last billed to. The first billing run then bills only the current period.

Is there a free trial?

Yes, a 15-day free trial with no credit card. You can tick Sample data at sign-up to start with example plans, members and invoices, or book a demo and we will set up your memberships with you.

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See EloERP in action

Gym membership software that bills every member on time.

What is gym membership software?

A gym's billing month, from sign-up to month-end

Monthly, quarterly and yearly memberships as plans

Gold membership

Gold membership

Platinum membership

Gym billing that runs every day, without typing an invoice

Membership fee reminders on WhatsApp and SMS, with a pay link

The reminder your member actually receives

Members pay online, at the counter or by bank transfer

Freeze a membership, and suspend members who stop paying

Membership card numbers, and a door controller that knows who has paid

Supplements, shakes and drinks at the counter, on the same system

Membership fees posted straight to your books

Expiring memberships, unpaid dues and monthly recurring revenue

Set up gym membership billing with the Gym & club preset

Gym membership software: questions

Stop chasing membership fees by hand