A gym brings in money from a few places at once: monthly memberships, personal training, class fees and retail sales. Most gym software handles memberships fine but leaves payroll in a spreadsheet and retail in a different system. You end up doing everything twice.
Vendra connects it all. Membership invoices go out automatically each billing cycle. Retail sales run through the same till used at the front desk. Trainer hours feed straight into payroll. Every transaction goes into your accounts without anyone having to enter it manually.
What gym and fitness centre software needs to do
A gym has a combination of subscription-based, session-based, and retail revenue that most general business software handles poorly. The right system needs to:
- Bill membership plans automatically on monthly or annual cycles
- Look up member status and process payments at the front desk via POS
- Sell supplements, gear and merchandise through the same POS terminal
- Schedule group fitness classes and personal training sessions via a calendar
- Track personal trainer hours for accurate session-based or hourly payroll
- Process staff payroll across different compensation structures
- Track merchandise and supplement inventory with automatic reorder alerts
- Produce revenue reports broken down by service type — memberships, PT, classes, retail
- Manage locker and equipment assignments per member via notes and contact records
How Vendra manages a gym end to end
Membership plans as recurring invoices
Each membership tier — monthly standard, monthly premium, annual, student, corporate — is set up as a service product in Vendra with its billing frequency and price. When a member signs up, their membership invoice is generated and sent immediately. For monthly members, subsequent invoices are generated automatically at the start of each cycle without any manual action from the front desk.
Payment terms can be set per membership tier. Monthly members might be billed on the first of the month regardless of their sign-up date; annual members might be billed on their anniversary. Any unpaid membership invoices appear in the aged receivables report so the manager can follow up before a member's access needs to be suspended.
Members who pay by bank transfer or mobile money can be tracked against their open invoices. When a payment lands in the bank, it is matched against the outstanding membership invoice in Vendra's bank reconciliation screen — no manual matching required if the member reference matches.
Member check-in via POS
The POS module serves as the front-desk station for member check-in, day passes, and walk-in sales. The receptionist opens a POS session at the start of the shift and uses it throughout the day. When a member arrives, the receptionist searches for them by name or membership number. If a payment is due — a walk-in fee, a day pass, or an overdue membership — it is processed on the spot via cash or mobile money.
Members can be assigned a customer account in the POS so their transaction history is linked to their contact record. This means the full picture of a member's activity — billing, payments, class bookings, retail purchases — is visible from a single screen.
Retail sales of supplements and merchandise
The same POS that handles member check-in also processes retail sales. Protein powders, pre-workout supplements, water bottles, gym bags, and branded merchandise are all set up as storable products in Vendra's inventory. They appear in the POS product catalog alongside membership and class products.
Real-time stock updates
Every supplement or item you sell comes off your stock straight away. You always know what you have left and what needs ordering before you run out.
Automatic reorder points
Set a minimum level for each product. When protein powder or any item drops below it, Vendra drafts a purchase order to your supplier. You just review and confirm.
Product categories in POS
Group products into categories at the till — Supplements, Accessories, Beverages, Membership. Staff find what they need quickly without hunting through a long list.
Payment methods
Accept cash, mobile money and card at the same till. Each method is tracked separately and checked at the end of the session.
Class booking via the Calendar module
Group fitness classes — spin, yoga, HIIT, Pilates, Zumba — are scheduled in Vendra's Calendar module. Each class is created as a recurring calendar event with the instructor assigned as the organizer and the class capacity managed via attendee limits. Members can be added as attendees when they book a class, providing a full list of who is expected in each session.
Personal training appointments follow the same process. The PT's calendar shows their full schedule. When the receptionist or trainer books a session, it appears on the trainer's calendar and the client's contact record. Session fees can be charged directly in POS at the time of booking or invoiced after the session depending on the gym's billing policy.
Personal trainer timesheets
Trainers who are paid per session or per hour log their time in Vendra's Project module using the timesheet feature. Each session is recorded against the trainer's name, the client, and the session type. At the end of the pay period, the payroll team pulls the timesheet summary to calculate what each trainer has earned. For trainers on a flat monthly salary, timesheets provide an activity log without affecting the payroll calculation.
Staff payroll across multiple compensation structures
The Payroll module manages payroll for all gym staff. Full-time floor staff on fixed monthly salaries use one salary structure. Personal trainers on session-based compensation use another. Part-time front-desk staff on hourly rates use a third. Each salary structure defines the components — basic pay, allowances, statutory deductions — and Vendra calculates the net pay for each employee based on their specific structure and the hours or sessions logged for that period.
Payslips are generated in batch at the end of each pay period and can be sent by email to each employee directly from Vendra. Leave balances are tracked per employee and deducted from payable amounts when approved unpaid leave is taken.
Locker and equipment assignment via Contacts
Locker assignments and equipment loans are tracked in the Notes section of each member's contact record. When a member is assigned locker 14 or a towel rental package, that information is recorded against their profile. Staff can see all active assignments from the member's record and update them when the assignment changes. This does not require a separate locker management module — the Contacts module handles it with a simple notes field and internal tags.
Revenue reporting by service type
The accounting module reports revenue broken down by product category. A gym using Vendra gets a daily breakdown of income from membership fees, personal training, group classes, and retail sales without any manual aggregation. This shows the general manager exactly which revenue streams are performing and which are lagging.
The POS session report at the end of each day shows total takings, payment method split, and any discounts applied. The monthly P&L from the accounting module shows whether membership income is growing, whether retail margin is healthy, and whether payroll costs are in proportion to revenue.
Which plan does a gym need?
A single-location gym fits on the Pro plan at $27/month, which covers full POS, membership billing via invoicing, inventory for retail, accounting, payroll, and the Calendar module for class and PT scheduling. A gym group with multiple sites needs Pro Plus at $50/month for multi-location inventory management, consolidated reporting across sites, and inter-location stock transfers.