Stop Losing Hours to Manual Invoicing After Every Belt Test Reclaim Your Time for Coaching Warriors, Not Chasing Payments
Imagine saving 15+ hours per week on billing tasks, cutting errors that frustrate families, and boosting your dojo's retention by automating fees for trials, uniforms, and promotions— all custom-built to fit your school's rhythm.
Join 200+ fitness businesses with streamlined operations and happier members
The "Billing Bottleneck" Problem
Chasing down unpaid belt testing fees after grueling promotion ceremonies leaves you drained instead of energized for the next class
Manual entry of trial class payments for introductory kendo or taekwondo sessions eats into time you could spend perfecting forms with new students
Tracking gi uniform and sparring gear purchases by hand causes mix-ups that frustrate dedicated martial arts families during peak enrollment
Recurring membership invoices riddled with errors for yoga or self-defense class renewals erode trust during high-stakes black belt retention months
End-of-month payment reconciliations for private coaching sessions pull you away from mentoring young black belts during their critical poomsae training
Handling tournament entry fees for regional karate competitions manually delays your focus on building dojo spirit and long-term student loyalty
Our Custom AI Invoice Automation – Built for Your Dojo's Flow
We've powered invoice systems for over 50 martial arts schools, turning chaotic billing into a seamless strike
Why Choose Us
Let's be honest, running a martial arts school means your days are packed with teaching discipline, leading warm-ups, and fostering that unbreakable student bond. But when invoice chaos hits—scrambling to bill for gi fittings or post-seminar fees—it's like a poorly executed block, leaving gaps in your operations. At AIQ Labs, we craft a tailored AI system that automates it all. No off-the-shelf templates here. We dive into your exact workflow: integrating with your student roster, auto-generating invoices for black belt ceremonies or summer camps, and even predicting payment hiccups based on past patterns. You're probably thinking, 'Will this fit my small dojo?' Absolutely. We build it to scale with you, from 20 students to 200, ensuring every yen (or dollar) flows smoothly so you can concentrate on what matters: shaping the next generation of martial artists.
What Makes Us Different:
Unlock Massive Time and Cost Wins for Your School
Save 15-20 Hours Weekly on Billing Drudgery
Save 15-20 Hours Weekly on Billing Drudgery: Imagine wrapping up after a full day of leading bootcamp circuits or pilates flows, only to skip the invoice grind—your AI handles fees from drop-in yoga passes and group strength sessions. Owners report reclaiming that time for family dojo events or advanced technique workshops, boosting member retention by 20% as you stay engaged, equating to $5,000+ in annual admin savings.
Achieve 3x Faster ROI Through Error-Free Invoicing
Achieve 3x Faster ROI Through Error-Free Invoicing: Forget manual slip-ups like overcharging for muay thai seminar spots or missing kickboxing trial fees, which scare off potential long-term members. Our system wipes them out, with one wellness studio cutting disputes by 40% in the first quarter. This speeds up cash flow for upgrading reformer equipment or hiring guest wellness coaches—your setup recoups costs in just 4-5 months.
Boost Retention with Frictionless Member Payments
Boost Retention with Frictionless Member Payments: In martial arts and holistic wellness, building trust through seamless experiences is key. Automate gentle reminders for belt advancement dues or meditation class renewals, and see families commit longer. Studios report 25% higher retention rates, converting trial self-defense sessions into ongoing wellness journeys without the stress of follow-up calls.
What Clients Say
"Before AIQ, I was glued to spreadsheets entering belt test fees right after our intense Friday night ceremonies—it ate up four full hours every weekend. Now, the system auto-generates and tracks invoices for everything from private taekwondo lessons to group forms practice, freeing up 12 hours a week. My students love that I'm fully present for their sparring drills, and we've retained 15 families who were on the verge of leaving due to last year's billing errors during promotion season."
Master Kenji Tanaka
Owner and 5th Dan Black Belt, Dragon Fist Taekwondo Dojo in Seattle
"Running a tight-knit school with 80 kids, uniform and gear invoices were chaos—parents bombarding me with questions about sizing errors for their little ones' first gis. Since switching to their custom automation integrated with our class roster, payments roll in smoothly for everything from beginner judo to advanced weapons training, slashing my admin time in half. Renewals are up 18% thanks to error-free reminders, and now I can actually join my own daughter's junior yoga class without worry."
Coach Maria Lopez
Head Instructor and Program Director, Apex Martial Arts Academy in Austin, TX
"Last tournament season for our regional karate invitational buried us in manual tracking of 200+ entry fees, prize payouts, and travel reimbursements. Their AI integrated seamlessly with our student database and event app, processing everything without a single glitch over two weekends. We avoided $2,500 in potential lost revenue from overlooked payments and saw member satisfaction jump 30% post-event—now we pour that energy back into community wellness workshops and loyalty-building seminars."
Sensei David Kim
Founder and Chief Instructor, Unity Karate School in Chicago
Simple 3-Step Process
Discovery Session – Map Your Dojo's Billing Flow
We chat about your specific pain points, like invoicing after black belt tests or trial classes. No cookie-cutter stuff; we tailor to your operations.
Custom Build and Integration
Our engineers craft the AI to fit seamlessly with your student software, automating from fee capture to payment posting. Test it in a low-stakes cycle first.
Launch, Train, and Optimize
Go live with hands-on training for your team. We monitor the first month, tweaking for peak efficiency—like faster processing during summer camps.
Why We're Different
What's Included
Common Questions
How does this automation handle variable fees like one-off seminars or gear upgrades in a martial arts school?
Great question—martial arts billing isn't one-size-fits-all, with fees fluctuating for everything from white belt trials to advanced weapon classes. Our custom AI learns your pricing structure during setup, automatically generating invoices based on student profiles. For instance, if a kid upgrades to a new gi after a tournament, it pulls the exact cost from your inventory and applies any sibling discounts. We've seen schools reduce billing disputes by 50% this way. Setup takes about two weeks, and it integrates directly with your existing roster to ensure accuracy. No more manual tweaks; it's like having an extra admin who knows your dojo inside out. Plus, you get full control to adjust rules anytime, keeping things flexible as your programs evolve.
Will this system integrate with my current student management software without disrupting classes?
Absolutely, we specialize in smooth integrations for busy dojos. Whether you're using something like Zen Planner or a custom spreadsheet setup, our team maps it out first to avoid any downtime. Think of it as a precise kata: we connect invoice data directly to student records, so when a payment clears for monthly dues, it updates attendance eligibility instantly. One school we worked with went live during off-peak hours, with zero class interruptions, and saw payments process 70% faster from day one. We handle the tech side while you focus on teaching—includes testing phases to catch any quirks before launch.
What kind of time savings can a small martial arts school with 50 students expect?
For a school your size, you're looking at 10-15 hours saved weekly, especially on tasks like chasing post-class fees or reconciling tournament payouts. Here's the thing: manual invoicing often sneaks up on owners, pulling you from the mat. Our AI automates 90% of it, from generating bills for private sessions to flagging overdue family accounts. A similar-sized dojo reported dropping their admin from 20 hours to just 5 per week in the first quarter, freeing time for community events that boosted enrollment by 12%. ROI kicks in fast—often within 3 months—through reduced errors and faster cash flow for essentials like new punching bags.
Is the system secure for handling payments from families, including kids' programs?
Security is non-negotiable in fitness, especially with family data. We build with end-to-end encryption and comply with standards like PCI DSS for payments, ensuring sensitive info—like a parent's card details for youth class fees—is locked tight. It's designed to feel safe, with role-based access so only you approve big refunds, say for canceled seminars. We've audited systems for schools handling hundreds of family transactions monthly, preventing breaches that could erode trust. You're probably thinking about data privacy; we include regular updates and anonymized reporting to keep everything compliant and your members confident.
How customizable is this for a dojo with multiple locations or seasonal programs?
Highly customizable—we treat your setup like a personalized training regimen. For multi-location schools, we create unified dashboards that track invoices across sites, auto-adjusting for local fees like regional tournament entries. Seasonal peaks, such as back-to-school enrollments, get predictive handling to pre-generate bills. One chain of three dojos we built for saw a 35% efficiency gain during their busy winter camps, with features like geo-tagged approvals for on-site gear sales. It's not a template; we iterate based on your feedback, ensuring it grows with your expansion without overwhelming your core team.
What support do you provide after the initial setup?
Ongoing support is where we shine, like a reliable training partner. Post-launch, you get a dedicated account manager for the first three months, plus unlimited tweaks for things like new program fees. We monitor performance remotely, optimizing for patterns like higher drop-offs after summer breaks. Schools often use our quarterly reviews to add features, such as AI insights on retention tied to payment health. It's all about keeping your system sharp—no fading like an unused muscle. If issues arise, response times are under 24 hours, ensuring your billing stays as disciplined as your students.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.