GYM BILLING & MEMBERSHIP PAYMENTS
Take the hard work out of collecting membership payments with gym billing software from Xplor Gym.
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Software with embedded payments
Successfully collecting membership payments is essential to the success of your gym or fitness club. You need revenue to cover operating costs and achieve profit. Yet, billing is time consuming to get right.
Xplor Gym features embedded fitness club billing software that takes all the hard work away from you. Increasing collection rates and revenue. Plus, we can even handle your members’ billing and payments queries for you.
Being able to take upfront payments at the time of joining is invaluable to our business. It has opened up the option to offer paid in full memberships. And allows us to make sure we always receive joining fees and pro-rata amounts from pay monthly memberships.
Previously the Assistant Manager would have to call anyone who’d missed a membership payment. That’s time consuming and not very rewarding. Now that Xplor Gym automatically re-attempts to collect failed payments there are far less calls to make.
Lindsey Abbott, General Manager – Finaghy
Waking sleepers was our biggest fear in switching to a new gym management system. It’s the reason we put it off for quite a while!
Ahead of switching we had around 1,000 paying members with about 100 sleepers. I’m pleased to say that around 80 of those sleepers are still with us and we know we’re now able to deliver a better service for all members.
Dean Ellis, Operations Director
Xplor Gym gives me the data I need as a gym owner to understand how my business is performing. As well as reliably showing when members have paid, I can see when a Direct Debit fails. I can also use the email and SMS automation tools to let those who’ve stopped paying before their membership has ended know and explain what to do next.
This makes it easier to provide a positive experience without needing to charge for failed payments. It’s better leave a good impression when a member chooses to leave as they are more likely to return in the future, creating a trustworthy business within the community.
Andy Little, Managing Director
The best thing about Xplor Gym is really the simplicity of the software. Having the member’s profile all in one place makes it easy and fast to edit, freeze and cancel memberships from one screen. No clicking around or fuss.
This single view for each member also makes it easy to keep track of Direct Debits and when they’re due to pay. So, when we have a member in front of us we can give them that information straight away.
Alex Plant, Sales Manager
Everyone aged 18+ who joins on a monthly membership will pay a club enhancement fee that’s used to help us invest in improvements to the club.
By working closely with the team at Xplor Gym, we were able to find a solution that allows us to automatically collect this fee on the anniversary of a member joining. This is a better member experience and makes it easier for us to continue to do better for our members.
So far in 2024, our club enhancement fee has accounted for 9.3% of revenue. That’s a fantastic boost for the club without the effort it used to take to manage.
Lee Button, Owner
Membership payments without the heavy lifting
Best-in-class gym billing software with the flexibility you need
Create a seamless payments experience for your members. And free your team from the burden of managing billing and Direct Debits with Xplor Gym. Get flexible billing and payments features within your software that let your business thrive.
Embedded payments
Manage payments straight from your software
As an all-in-one gym management software solution, Xplor Gym has embedded payments. So, you get software and payments from one partner. With all processing and reconciliation work managed for you.
You’ll have billing handled within your software. That means you’ll see real-time member payment information and can reconcile payments. No switching systems, no discrepancies.
Automate your Direct Debit collection process with a set and forget schedule. So, you reliably collect membership payments with ease. Keep members coming back, keep revenue coming in.
Plus, get all the payment information you need to serve members. Always complete and up to date.
Scheduling & processes
Increase collection rates and revenue
Set up flexible billing schedules to suit your business and your members. Set the right timing to maximise collection rates and control your cashflow.
Reduce the risk of missed payments with more payment date options. Plus, gain a full month’s payment upfront from every new member. Eliminating pro rata payments too – removing a barrier to joining.
Remove the burden of chasing missed, bounced and overdue payments from your team. And improve your collection success rate with our proven processes following up for you.
Pricing & promotions
Stay in control of packages, pricing, and promotions
Be in control of membership packages, pricing, and promotions with Xplor Gym. Create new packages and set up pricing straight from your gym billing management software.
Create offers and run refer-a-friend promotions. So, you can take advantage of marketing opportunities to drive sales and retention.
Plus, encourage add-on purchases and take one-off payments (like joining fees) with ease.
Contact centre
Focus on running your business
Cut time spent answering billing and membership payment queries. With our payments technology and team on your side, you’ll be free to focus on running your clubs.
Make it easy for members to manage and catch up on payments online or through our UK-based contact centre team. Our customer service specialists are available to help via telephone and email. And take a personalised approach to meet the needs of your business and members.
Payments can be an emotive topic. Our experienced team is there to handle any difficult conversations for you. Taking an empathetic approach, we drive positive outcomes to keep members satisfied, increasing retention for your club
Reporting
Accurately report on and forecast revenue
Xplor Gym always gives you real-time, complete payment information for reporting and forecasting. A perk of having fitness centre billing software in your club management system.
Understand collection rates and make forecasts for future months. Spend less time generating lots of reports, and more time making decisions. No reconciling data from different systems.
Spend more time doing what you love, leaving your gym billing software to handle billing for you.
What gym members say about our contact centre team...
Very understanding and helpful, assisted me with resolving a issue and made things easier going forward. Fantastic service 👏.
Gym member
For the first time I am pleasantly surprised with good customer care and understanding 🙏 spot on indeed... Adds great value to the gym.
Gym member
The phone call was less than a minute with my issue resolved exactly how I wanted it to be, very happy.
Gym member
Issue resolved very quickly and super friendly customer service thank you!
Gym member
Really helpful, took ownership and provided a brilliant resolution!
Gym member
Very friendly and informative and easy to talk to.
Gym member
Prompt resolution of query and courteous response.
Gym member
So quick and so helpful!!
Gym member
Really quick and easy to sort my query.
Gym member
Make Xplor Gym your software & payments partner
Switching to a new gym management solution is a big deal as a business. The process went really well overall. From onboarding onwards, I’ve been impressed with Xplor Gym. It’s been easy to learn the basics and as time goes on I’m exploring everything the solution has to offer.
Members even feel more connected to the gym as memberships are easier to manage and use.
Lee Button, Owner
We found the onboarding team really helpful – nothing was too much bother. We had regular calls and our questions were answered quickly. The whole process was mapped out for us so we knew what to expect and what we’d need to do to keep it on track.
It was also valuable to get our hands on the system before it went live. This helped us get to grips with it ahead of time.
Stephen Haughey, General Manager – Cityside
With Xplor Gym we get a high level of support when we need it. Our dedicated Customer Success Manager helps us discover new ways we can use and get more out of our software investment. And the support team is there to quickly answer any technical questions we have.
Alex Plant, Sales Manager
Xplor Gym’s end-to-end approach to project management has been first class, from implementation to data management and everything in between. We now have a solution that’s best-in-class for both our team members and members alike.
Keith Pickard, Golf, Health Club & Spa Director
The level of support I get from Xplor Gym is what customer service should be about. It’s what I strive to deliver to my members. This is testament to the effort the support team goes to.
Andy Little, Managing Director
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Frequently asked questions
Gym billing software is a part of a bigger gym management system. It helps you automate and manage membership payments and billing. Removing manual work for your team.
With gym billing software you can:
- Collect membership fees – automatically through embedded payments processing. Payments happen on time without manual effort.
- See real-time payment and billing information for every member.
- Access flexible payment options for members – including upfront payments and monthly collections.
- Automate follow-ups for failed collections – reducing the need for staff to chase missed payments.
- Access accurate, up-to-date billing data for reporting and financial forecasting.
Gym billing software makes the entire billing and payments process smoother, more reliable, and far less time-consuming. So, your team can focus on running and growing your business.
Sleeping members – those who continue paying but haven’t visited in 3+ months – are a common part of any membership base. Typically, around 10-20%.
Many sleepers remain inactive by choice. Keeping a membership is a safety net, can be motivating, or can simply provide peace of mind that visiting is an option.
When switching to a new gym management or billing system, there is some risk that these sleepers could notice the change and cancel. But, modern all-in-one software solutions, like Xplor Gym, come with features designed to engage members and reduce inactivity. So, helping prevent members from sleeping in the first place.
To make the decision:
- Know your numbers – identify which members haven’t visited in the last 3 months to understand potential revenue at risk.
- Know the benefits – evaluate how the new system can improve sales, retention, and member engagement.
- Assess your risk appetite – consider whether potential short-term losses are worth the long-term gains from upgrading your system.
Upgrading your gym billing software can therefore be a strategic move. One that helps you maintain and even grow your active membership base, while minimising disruption.
Ready to work smarter not harder?
Book your demo to see Xplor Gym in action with a personalised walk through.