One back office runs billing, classes and coaches

The problem

Off-the-shelf gym software bills each member on the day they joined. Our own gym bills everyone together on Sunday.

That one gap touched everything: plans, receipts, reports and staff time. So we built a back office that works the way the gym works.

What we built

One system for the owner and the coaches. It sits behind the member app and uses the same data.

• Sunday billingEvery member is charged on Sunday. Friday reminders go out first. Plan changes apply before the charge.
• Plans and membershipsPlans, coupons, credits, drop-ins and class packs in one place.
• Classes and attendanceSchedules, rosters, waitlists and check-ins for every class.
• Coach toolsA member view with attendance, workouts and notes. Coaches can use it on a phone.
• ReportsRevenue, unpaid invoices and member numbers at a glance.
• MessagesBanners, notifications and branded emails in the coach's own voice.

How we did it

1. We wrote down how the gym really runs: Sunday billing, Friday reminders, class rules.
2. Stripe keeps the cards safe. Our own system decides when to charge, and how much.
3. Routine jobs run by themselves on a schedule: reminders, expiries and clean-up.
4. AI helps with routine work and drafts. A person checks anything that touches money.
5. Each issue we meet becomes a rule and a test, so it does not come back.

What changed

The gym no longer bends to a tool. The tool fits the gym. Real members are charged on real Sundays, and the owner sees the whole picture in one place.

We run the gym on it every day. That is why we trust it with other businesses.