Gym fee and dues management software

GymFlow is gym fee management software: know who has paid, who owes you and how much, without opening a notebook. It records every fee by cash, UPI or card, keeps a running list of pending dues and reminds members on WhatsApp until they pay.

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What you can do

• Record a payment when you add a member or renew a plan: membership fee, admission fee and payment mode (cash, UPI or card).
• Take part payments. Whatever the member has not paid yet stays on their record as a pending due.
• See the collection for today, this week, this month, all time or any dates you choose, split into cash, UPI and card.
• Switch between membership payments, inventory sales and due payments in separate tabs, and search by member name or ID.
• Download payments to Excel for your accountant.

How collecting a due works

1. Open the Dues page. Every member with an amount pending is listed with the amount in red. Search by name, phone number or member ID.
2. Tap the rupee button next to the member. The full pending amount is filled in; change it if they are paying only part.
3. Choose cash, UPI or card and save. If they paid less than the full amount, the rest stays pending. Once it is cleared, the member leaves the list.

The green WhatsApp button next to each member opens a ready-written message in your own WhatsApp, so you can nudge someone in a few seconds.

UPI payments with your own QR code

In Account settings you upload a picture of your UPI QR code, or scan it with your phone camera. GymFlow reads your UPI ID and payee name from it and shows them for you to confirm.

After that, when you add a member and choose UPI, GymFlow can show a payment QR code for the amount to collect. The member scans it with any UPI app and the money goes straight to your own account. You can also choose to collect it yourself.

GymFlow does not hold your money, and it does not look into your bank account. Once you see the payment arrive, you tap Mark as Collected yourself.

Automatic payment due reminders

When a member has an amount pending, GymFlow sends a payment due reminder on WhatsApp with the amount. It repeats every 3 days, up to 7 times, and stops as soon as the due is paid in full. See WhatsApp reminders for the full schedule.

Common questions

Can a member pay in instalments?

Yes. Enter what the member pays now, and whatever is left stays on their record as a pending due. Each time they pay part of it on the Dues page, the balance goes down. Once it is cleared the member leaves the list. There is no fixed number of instalments.

Does GymFlow collect the money for me?

No. A UPI payment goes straight from the member to your own account, using your own QR code. GymFlow does not hold your money or look into your bank account, so you tap Mark as Collected yourself once the payment arrives.

How do I see how much came in by cash, UPI and card?

Open the Payments page and choose today, this week, this month, all time or your own dates. The total is split into cash, UPI and card. Membership payments, inventory sales and due payments sit in separate tabs, and you can search by member name or ID.

When do the payment reminders stop?

GymFlow sends a payment due reminder on WhatsApp with the amount, repeats it every 3 days up to 7 times, and stops the moment the due is paid in full. Only members with a valid 10-digit mobile number receive it.

Good to know

• GymFlow records payments; it is not a payment gateway. It does not take card or UPI payments on your behalf, and it does not create GST invoices.
• Only members with an amount pending appear on the Dues page, with the amounts shown in red.
• A due you collect later is saved as a separate due payment, so it shows in its own tab on the Payments page.
• The green WhatsApp button on the Dues page opens a message in your own WhatsApp. It is sent from your number, not from GymFlow.

Who it is for

Gym owners who collect fees in cash and UPI, let regulars pay part now and part later, and today keep track of balances in a notebook or in their head. Every payment is recorded against the member, so the question "has he paid?" always has an answer. To see the totals across months, open reports and analytics.

Related features

• Member management: Member records, plans, expiry dates, search and filters, renewals and one-tap WhatsApp.
• WhatsApp reminders: Automatic welcome, renewal, expiry, due and birthday messages. No per-message charge.
• Reports and analytics: Five plain-English reports on members, money, dues, expiries and attendance, plus PDF.

See all GymFlow features or go back to the home page.