In short
A center with 300 members typically pays 599-1,499 DKK/mo for booking software. Value back: 6-8 hours saved per week + reduced no-show. Break-even after 2-4 months. After 12 months: 30,000-80,000 DKK in pure gain compared to a spreadsheet setup.
What does booking software cost for a fitness center?
Three tier levels cover most centers:
- Studio (up to 200 members): 299-500 DKK/mo
- Center (200-1,500 members): 599-1,499 DKK/mo
- Performance / chain (1,500+ members): 1,500-5,000+ DKK/mo
See FitnessBooking's own pricing for specific tier details.
Where does the ROI come from?
Three concrete sources of ROI when you move from spreadsheets/manual handling to an automated system:
1. Time saved on admin
Manual handling of bookings, waitlists, invoicing and member administration takes 6-8 hours per week for a center with 300 members. With automation it drops to 1-2 hours.
Saved hours: 5-6 per week = 20-26 per month. If your hours are worth 250 DKK (center manager with multiple responsibilities), that is 5,000-6,500 DKK/mo in saved labor.
2. Reduced no-show
A center with 8 classes per day, 25 spots per class and 15% no-show loses around 600 spots per month. With automatic waitlist handling, no-show typically drops by 15-25%.
Recovered capacity: 90-150 spots/mo. At 30 DKK per visit = 2,700-4,500 DKK/mo in additional revenue.
Use our no-show calculator to calculate your specific number.
3. Reduced churn from better member management
Onboarding flows and churn signals typically reduce voluntary cancellation by 15-25%. For a center with 300 members and 5% monthly churn: moving from 15 cancellations/mo to 11-12 cancellations/mo = 3-4 retained members per month.
At a monthly price of 399 DKK = 1,200-1,600 DKK/mo in retained members (and it compounds every month).
The full calculation (300 members)
That is 117,600 DKK per year in net gain for a 300-member center going from spreadsheets to FitnessBooking.
Break-even in the first month. Real ROI from month 2.
Hidden costs of not having it
Most centers think: "We have spreadsheets — it is free". It is not true. The hidden costs:
- GDPR risk: personal data in sheets without access control = potential fine level in case of breach
- Word-of-mouth damage: double bookings and forgotten appointments drive bad reviews
- Manager time: manual admin is the first thing to do, not the most important
- No data for decisions: you do not know which classes work or where to invest
When can booking software NOT pay off?
To be honest: below 50 members it often does not generate ROI yet. A solo PT with 20-30 clients can typically get by with Calendly + payment apps for some years.
Sweet spot for booking software: 100+ members, or when admin time starts costing more than the system.
Next steps
Read our guide to choosing booking software or migration guide from Excel.
Or book a demo where we build your concrete calculation together.
Calculate your own ROI
Book a demo and we will build a concrete calculation for your specific center.
