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Memberships & Billing

Create plans, renew members, manage dues and issue receipts — with a front-desk flow built for speed and accuracy.

/gym-software/features/memberships-billingBuilt for India-first opsDesigned for retention
Ideal for
  • • Owners who want control without micromanaging
  • • Front-desk staff during peak hours
  • • Gyms with mixed payment modes (cash + UPI + card)
Outcomes

What improves when you use this feature well.

  • Faster renewals and fewer billing mistakes
  • Clean dues ledger (no “who paid what” confusion)
  • More consistent cash/UPI/card tracking
  • Audit trail for discounts, refunds, and changes
What you get

Goal: everything a front-desk needs to bill correctly, in 30 seconds — even when the gym is crowded.

  • Plan + membership setup (duration, price, joining fee, add-ons)
  • Renewals, extensions, upgrades, transfers (member-to-member / plan-to-plan)
  • Invoices & receipts (print-friendly, shareable)
  • Partial payments + dues ledger (per member)
  • Discounts with role control and reason capture
  • Freeze / unfreeze with rules (optional) + history
  • Refunds / adjustments (role-controlled) + audit trail
Key workflows

Clear, repeatable flows so staff doesn’t improvise.

Front-desk: renew in under a minute
  1. 1Search member (name/phone) → open profile
  2. 2Pick plan → choose start/end (or auto-calc) → add discount (if allowed)
  3. 3Record payment mode (cash/UPI/card) and amount (full/partial)
  4. 4Generate receipt → share on WhatsApp or print
  5. 5Dues auto-updated if partial payment
Owner/Manager: control discounts & refunds
  1. 1Set who can apply discounts (by role)
  2. 2Require “reason” for manual price changes
  3. 3Approve refunds/adjustments and log notes
  4. 4Review weekly summary: discounts given + refunds issued
Controls & permissions

Stay consistent. Reduce mistakes.

  • Role-based permissions for: discount, refund, edit membership dates, delete entries
  • Audit log for changes to billing, plan, and membership status
  • Optional rule: prevent backdating renewals without manager approval
What you can track

Track what matters week to week.

  • Revenue by payment mode (cash vs UPI vs card)
  • Renewals due (next 7/14/30 days) + projected revenue
  • Outstanding dues + collection progress
  • Discount volume and staff-wise discount patterns
Integrations (now / later)

Connect the feature to your workflow.

  • UPI payment links (Razorpay or provider of choice)
  • WhatsApp share for receipts and reminders
  • CSV exports for accountant / reporting
FAQ

Common questions owners ask.

Can I handle partial payments and dues?

Yes. Each member maintains a dues ledger so you always know pending amounts and payment history.

Do you support multiple plans and upgrades?

Yes. Plans can be upgraded or transferred, and the history stays attached to the member profile.

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