GuidesGuide
By SmartDuke TechnologiesUpdated 14 October 2026
How much does gym management software cost?
The short answer
It depends on how the vendor charges: per user, per member, per branch or one fee per business, plus 18% GST and WhatsApp conversation charges billed by Meta. Ask for the total monthly cost with your team size and branches. DukeOS charges per business: $49, $99 or $199 a month, with every app included.
Per user, per member or per business
The pricing model matters more than the headline number. Per-user pricing charges for each staff login, so adding trainers or front-desk staff raises the bill. Per-member pricing grows with your gym, which can feel like a tax on success. Per-branch pricing multiplies everything when you open a second location. A flat fee per business, with a limit on team size, is the easiest to predict. When comparing, work out what each option costs for your gym today and for the gym you expect to be in a year, with the staff and branches you plan to have.
WhatsApp is billed separately by Meta
If the software sends WhatsApp messages through the official WhatsApp Business Platform, Meta charges per template conversation, such as renewal reminders and offers, and bills the business. Replies within 24 hours of a member's message are free. Some vendors pass these charges through with a margin or sell message packs, so ask how WhatsApp is billed and whether you pay Meta directly. Also ask whether messages go from your own number on the official platform. SMS and email may have their own costs too. Your WhatsApp bill depends on how many reminders and offers you send, not on the software.
Setup, data import and GST
Software in India carries 18% GST, so a price quoted without tax will be higher on the invoice. If you're a registered business, ask for a GST invoice so you can claim input credit. Setup is the other common extra: some vendors charge a one-time fee to configure plans and import your members from Excel or another system. Check whether you can import a spreadsheet yourself, and whether you can export all your data later if you leave. Ask for the setup cost in writing alongside the monthly price.
Questions to ask before you sign
Hidden costs usually sit in the add-ons. Ask these questions of any vendor, and get the answers in writing, so the monthly price you agree is the price you pay. Compare the total for a full year, including tax and every add-on you would actually use, rather than the lowest monthly figure on a pricing page. A cheap plan that charges separately for the member app, online booking and WhatsApp can end up costing more than a plan that includes them.
- Ask for the total monthly price with your staff count and branches, including GST.
- Ask which features cost extra: member app, online booking, AI, reports, own domain.
- Ask how WhatsApp, SMS and email are billed, and by whom.
- Ask about setup, training and data import fees.
- Ask whether support is included or charged separately.
- Ask about yearly discounts, notice periods and how to export your data.
What DukeOS costs
DukeOS charges one price per business per month, not per user or per member, and every plan includes every business app, including memberships, attendance, bookings, the customer app, invoicing and Duke, the AI assistant. Starter is $49 a month for up to 3 team members at one location. Growth is $99 for up to 10 people and 2 branches, and adds Duke on duty, goals and AI agents. Pro is $199 for up to 25 people, unlimited branches and your own domain. Paying yearly gives 2 months free, and support is included. WhatsApp template conversations are billed by Meta directly.
How DukeOS is sold
| Plan (per business) | Price a month | Team members |
|---|---|---|
| Starter | $49 | Up to 3 |
| Growth | $99 | Up to 10 |
| Pro | $199 | Up to 25 |
Pay yearly and get 2 months free. Every business app is in every plan, and customers are unlimited. Full pricing
An agency? Sell DukeOS to your clients under your own brand. DukeOS for agencies
