Gym billing software: fees, receipts and a ledger in one place

Gym billing software should answer one question: what came in, from whom, and how. In Varzish Mate you record a payment in cash, UPI or card, share a PDF receipt on WhatsApp, and the payment lands in a running ledger. The Money tab then shows the month at a glance, and the ledger exports as a CSV for your CA. Start the 30-day trial with no card and record your first payment today.

Collect and renew

Open the member, record the payment, choose the plan and the method: cash, UPI or card. The payment is saved against the member and in your ledger, so the member record and the Money tab never disagree. Renewing a member who is about to expire is the same few taps as a first payment.

Your plans, with their durations and amounts, are set once in the app and then picked from a list.

PDF receipt and member statement

Documents are generated on your phone, and downloaded instead on the web console.

• Payment receipt. A PDF for one payment. Share it on WhatsApp right at the desk.
• Member statement. A PDF of one member's payments, for the member who asks what they have paid so far.
• Workout routine. A PDF of the plan you assigned, from the workout plan app.

They are made on the device and shared, and are not stored on a server, so there is nothing to look up later.

The Money tab

This tab is for the owner only. Trainers never see it.

• Collected: what you took in.
• Pending: what members still owe.
• Expenses: what you spent.
• Net: what is left.

You can split the month by plan, to see which plan sells, and by payment method, to see how much was cash and how much UPI. For a 150-member gym this replaces an evening with a register and a calculator.

Ledger correction

A wrong amount happens. Instead of rubbing out a line, you fix it through ledger correction, and the totals follow. A CA would rather see a ledger corrected in the open than one quietly edited.

CSV export for your CA

Pick a date range of up to 400 days and export the ledger as a CSV. Amounts are plain numbers, so the sum of the Amount column equals the Collected card in the app. Your accountant can open it in Excel or Google Sheets without any cleanup.

On a computer the same view opens at app.varzishmate.com, which is handy at month end.

A month end, step by step

Say you run 150 members and most are on a 3-month plan. On the last day of the month you open Money and read four numbers: collected, pending, expenses and net. You look at the split by method to see how much of it was cash, which is the part that needs counting at the desk. You open the pending list, and send a reminder to the people who still owe, by hand or by Auto (see the fee reminder app), or select several and use bulk messaging. Then you export the ledger for the month and send the file to your CA.

Why a ledger beats a notebook

A fee notebook records what a member paid. A ledger records every rupee in and out, in order, with the method. That matters when two numbers do not match. If the cash in the drawer is short, you scan the cash entries for the day. If a member says they paid last month, you open the member statement and settle it in a minute, with a PDF you can send straight to their WhatsApp.

What it costs

The yearly Starter plan is ₹6,999, which is about ₹19 a day. For a 300-member gym that is about ₹23 per member per year. Prices exclude GST. Every plan has every feature.