Stop Losing Hours to Manual Invoicing And Reclaim Time for What Matters—Coaching Your Students
Imagine slashing your admin time by 20+ hours per week, boosting your ROI with zero subscription fees, and freeing up your schedule to focus on member retention and class quality. Here's the thing: manual invoicing is like carrying extra weight in a sparring match—it's slowing you down.
Join 150+ fitness businesses with streamlined operations and happier teams
The "Billing Bottleneck" Problem
Chasing Late Payments for Belt Test Fees After Exhausting Dojo Sessions
Manual Entry Errors Disrupting Member Trust
Seasonal Billing Spikes Overwhelming Small Staff
Juggling Family Discounts for Sibling Yoga Passes and Trial Kickboxing Class Fees
Lost Revenue from Forgotten Renewal Invoices
Lost Revenue from Forgotten Renewal Invoices for Annual Membership Contracts
Custom AI Invoice Automation Built Just for Your Dojo
We've helped over 50 martial arts schools ditch the paperwork grind, integrating seamlessly with your member management tools.
Why Choose Us
Let's be honest—running a martial arts school means your time is better spent on the mats, not spreadsheets. At AIQ Labs, we build a tailored AI system that automates your entire invoicing flow. It pulls student data from your CRM, generates personalized bills for belt promotions or family packages, handles approvals, and syncs payments directly to your accounting software. No more generic templates; this is engineered for your exact workflow, like a custom gi that fits perfectly. You're probably thinking, 'Will it handle our unique trial class billing?' Absolutely—we map it all out first.
What Makes Us Different:
Unlock Efficiency Gains That Fuel Your School's Growth
Reclaim 20+ Hours Weekly
Reclaim 20+ Hours Weekly: Imagine skipping the post-class grind of reconciling taekwondo belt advancement fees—instead, your AI processes everything in seconds. That's extra time for leading sunrise yoga flows or coaching parent-child sessions, with schools reporting a 3x ROI in the first quarter from skyrocketing member retention through undivided focus on training.
Slash Costs by 40% on Admin Overhead
Slash Admin Overhead by 40% and Fuel Growth: Manual invoicing drains your energy like overtraining without recovery—inefficient and profit-killing. Our system wipes out those errors leading to class credit refunds, freeing up funds to promote spin bike challenges or wellness retreats. Clients experience 15% faster cash flow from automated dunning for overdue gym dues, converting at-risk members into lifelong enthusiasts.
Enhance Member Experience with Seamless Billing
Boost Member Loyalty with Frictionless Billing: Busy families dread payment glitches that interrupt their wellness journey. Tie invoices seamlessly to attendance trackers for Pilates or bootcamp classes, fostering trust and cutting cancellations. A mid-sized studio saw 25% lower churn within three months, as effortless billing let families prioritize progress over paperwork.
What Clients Say
"Before AIQ, I was manually invoicing 150 families monthly for our junior taekwondo belts and family packages—it was a nightmare after 6-hour teaching marathons. Now, it auto-generates bills synced to class rosters and sends gentle reminders for tournament fees. We've reclaimed 18 hours a week, and parent retention soared 22% since they’re not frustrated with billing anymore."
Mike Rivera
Owner, Dragon Fist Martial Arts Studio in Austin, TX
"Running a small dojo, our seasonal muay thai tournaments created billing mayhem with trial session fees and branded gear sales. AIQ's custom setup integrated flawlessly with our Mindbody scheduling app. Within two months, we halved invoicing errors for group classes and accelerated payments by 12 days—it's like adding a full-time admin without the $45K salary hit."
Sarah Kim
Head Instructor, Apex Kickboxing Academy in Seattle, WA
"I doubted automation could handle our tiered family discounts for kids' karate and adult wellness workshops, but they tailored it perfectly to our Zen Planner system. No more post-class payment chases; it all syncs with attendance logs automatically. Cash flow jumped 30% in Q1, allowing us to launch two new youth self-defense programs without extra staff."
Tom Nguyen
Founder, Unity Dojo Wellness Center in Denver, CO
Simple 3-Step Process
Discovery and Mapping
We dive into your dojo's workflow—talking belts, trials, and family packs—to design a system that fits like a well-trained stance.
Custom Build and Integration
Our engineers code your AI from scratch, linking it to your member database and payment gateways for seamless, error-free operation.
Testing and Launch
We run trials with your real data, tweak for perfection, then go live—ensuring your team is trained and confident from day one.
Why We're Different
What's Included
Common Questions
How does this automation handle our unique martial arts billing like belt tests and private lessons?
We start by mapping your specific structure—think variable fees for white belt trials versus black belt exams. The AI pulls from your member database to generate accurate invoices, applies custom rules for privates or family bundles, and even predicts renewals based on attendance. It's all built custom, so no generic mismatches. One school we worked with had 12 different fee types; we automated them without a hitch, saving their owner 15 hours monthly. Integration takes 4-6 weeks, and we test with your real data to ensure it feels natural.
Will this work with our existing member management software?
Absolutely—whether you're using Mindbody, Zen Planner, or something custom, we create deep, two-way API connections. No more manual exports; student sign-ups trigger instant invoice drafts. For martial arts schools, this means linking class rosters directly to billing, reducing errors on gear or uniform add-ons. We've integrated with over 20 fitness platforms, and the result is a single view of member finances. Setup involves a quick audit of your tools, then we build the bridges. Expect 90% less data entry right away.
What kind of time savings can a small dojo like mine really expect?
For a typical martial arts school with 100-200 members, you're looking at 20-30 hours saved per week initially, tapering to 15 as things optimize. That's the admin grind—chasing payments, correcting entries for kids' programs—gone. Imagine redirecting that to coaching or community events, which directly lifts retention. Our clients report ROI in 2-3 months through faster collections and fewer disputes. It's like trimming fat from your routine; leaner operations mean more focus on what grows your school.
Is the system secure for handling family and youth payments?
Security is non-negotiable, especially with minors involved. We use enterprise-grade encryption, comply with PCI standards for payments, and build audit trails for every transaction—perfect for your youth programs. Parents get secure portals to view invoices without exposing sensitive data. Unlike off-the-shelf tools, our custom builds avoid third-party vulnerabilities. We've helped dojos pass compliance checks effortlessly, with features like role-based access so instructors see only what's needed. Peace of mind comes standard.
How much does custom invoice automation cost for our size school?
Costs vary by complexity, but for a mid-sized martial arts school, expect $15,000-$25,000 for the full build, including integration and training. That's a one-time investment versus ongoing subscriptions that add up to $5K+ yearly. Factor in the ROI: saving 20 hours weekly at $50/hour equates to $50K+ annual value. We offer flexible payment plans and start with a free consultation to scope your needs precisely—no surprises. Many owners recoup in under six months through efficiency alone.
Can we scale this if our dojo grows or adds new programs?
Yes, our systems are designed to scale seamlessly. As you add adult self-defense classes or expand to multiple locations, the AI adapts—handling increased volume without performance dips. We use robust frameworks that support 10x growth, like from 100 to 1,000 members. Built-in modularity means updating for new programs, like summer camps, is straightforward. Clients who've grown post-implementation say it was key to managing expansion without hiring extra staff. We include ongoing support to evolve with your school.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.