Stop Wasting Hours Chasing Late Dues Automate Your Invoicing and Reclaim Your Time
Imagine saving 15+ hours per week on billing tasks, cutting no-show rates by 30%, and boosting your gym's retention without the manual hassle.
Join 250+ fitness businesses with streamlined billing and happier members
The "Billing Bottleneck" Problem
Manual dues tracking after late-night WODs eats into your recovery time and coaching prep
Forgotten invoices lead to awkward member confrontations during warm-ups
Seasonal drop-ins from summer bootcamps create chaotic one-off billing that disrupts your class flow
Payment disputes over class packages pull you away from scaling your box's community partner workouts
Inconsistent reminders cause cash flow dips right when you need gear upgrades
Inconsistent reminders cause cash flow dips right when you need upgrades for new yoga mats or resistance bands
Our Custom AI Invoice Automation – Built for Your CrossFit Rhythm
We've powered billing for over 50 gyms, turning chaotic dues into seamless streams that keep your community strong.
Why Choose Us
Let's be honest – running a CrossFit gym means you're more coach than accountant. You're probably thinking, 'I just want payments to happen without me chasing them down post-WOD.' That's where we come in. At AIQ Labs, we build a custom AI system tailored to your exact workflow. It integrates with your member management tools, auto-generates invoices for monthly dues or drop-in fees, and even handles promo codes for challenges. No more spreadsheets. Just smart automation that flags issues early, like a spotter watching your form. We design it from the ground up, so it's yours – scalable as your box grows, without the subscription traps.
What Makes Us Different:
Unlock Time and ROI That Powers Your Gym's Growth
Save 15+ Hours Weekly on Billing Drudgery
Save 15+ Hours Weekly on Billing Drudgery: Imagine ditching those post-WOD spreadsheets – our system automates invoice creation for monthly memberships and tracks payments in real-time, freeing you to tweak programming or run mobility workshops. One CrossFit owner reclaimed 20 hours a week, boosting engagement during peak hours and jumping retention by 25% in three months. Efficiency level: unlocked.
Boost ROI with 30% Faster Collections
Boost ROI with 30% Faster Collections: No more sweating late payments like a heavy deadlift set. We predict delays using your class attendance data and send friendly texts or app notifications. Payments hit 30% faster, slashing bad debt by up to 40% – perfect for stocking up on kettlebells or hiring that new HIIT specialist within the quarter.
Enhance Member Experience, Cut Churn by 20%
Enhance Member Experience, Cut Churn by 20%: Say goodbye to billing gripes interrupting your warm-up circles. Our automation seamlessly applies discounts for long-term athletes, sends instant confirmations after trial class sign-ups, and handles everything behind the scenes. Members stay locked in on their PRs, driving 20% less churn and more renewals for your group classes – pure gold for sustainable growth.
What Clients Say
"Before AIQ, Fridays meant chasing membership dues instead of scouting talent for our next in-house throwdown. Now, it auto-sends reminders synced to WOD bookings, cutting late payments by 50% in two months – keeps our CrossFit fam strong and focused."
Sarah Jenkins
Owner, IronForge CrossFit Box in Austin, TX
"Our winter warrior challenges with tiered promo pricing were a tracking headache before. AIQ's setup integrates with our booking app – invoices fire off automatically post-registration, and disputes vanished. Saved 12 hours weekly, so coaches can nail those squat form cues without distraction."
Mike Rivera
Head Strength Coach, Apex Fitness Studio in Denver, CO
"With drop-in yogis and overlapping bootcamp memberships, cash flow was all over the place. Post-AIQ, payments steady out via auto-billing tied to session check-ins, and the ROI dashboard links it straight to our 85% attendance rate. Retention climbed 18% in one quarter – game on for expansion."
Lisa Chen
Operations Lead, Pulse Wellness Center in Seattle, WA
Simple 3-Step Process
Discovery Call to Map Your Workflow
We chat about your gym's unique setup – from dues cycles to challenge billing. No templates here; we tailor it to your box's pulse, ensuring it fits like a well-worn lifting belt.
Custom Build and Integration
Our engineers craft the AI from scratch, linking it to your tools for seamless data flow. We test it against real scenarios, like peak-hour sign-ups, so it's ready to lift your operations.
Launch, Train, and Optimize
Go live with hands-on training for your team. We monitor the first month, tweaking for perfection – because your gym's success is our best rep.
Why We're Different
What's Included
Common Questions
How does this automation handle variable billing like drop-in fees or challenge entries?
Great question – CrossFit billing isn't one-size-fits-all. Our custom AI scans your schedule and member data to auto-generate invoices for everything from single drop-ins to full challenge packages. For example, if an athlete signs up for a weekend comp, it applies the promo rate instantly and notifies them via their preferred channel. We build it to your exact rules, integrating with your booking system to avoid double-entry. Gyms we've worked with report 90% fewer billing mix-ups this way. Setup takes about two weeks, and it's all owned by you – no monthly fees for basic functions. Let's chat about your specific scenarios to make it perfect.
Will this integrate with my existing gym management software?
Absolutely, integration is our specialty. Whether you're on Mindbody, Zen Planner, or even a custom setup, we create deep, two-way connections so data flows effortlessly – like member sign-ups triggering instant invoices. No more manual exports that waste your evenings. We've done this for dozens of boxes, ensuring zero downtime during launch. It's not plug-and-play; we custom-code it to handle your workflow quirks, such as linking payments to class attendance for accurate dues. The result? A single view of your finances, saving you hours weekly. If you share your stack, we can outline a precise plan in our free consult.
What kind of time savings can I realistically expect?
You're probably thinking, 'Show me the numbers.' Fair enough. Most CrossFit owners we partner with save 10-20 hours per week initially on tasks like chasing dues or reconciling spreadsheets. One client went from 15 hours of manual billing to under 2, redirecting time to community events that boosted retention. Our AI handles the grunt work – auto-reminders, error checks, reporting – while you focus on what matters: coaching and growth. ROI kicks in fast; payback often within 3-6 months through faster collections and reduced errors. We track these metrics post-launch to optimize further, ensuring it's not just savings but strategic wins for your box.
Is this secure for handling member payment info?
Security is non-negotiable in fitness, where trust builds your community. We build with bank-level encryption and comply with PCI DSS standards, plus GDPR if you have international members. Your data stays in a fortified system we customize for you – no shared servers or vulnerabilities from off-the-shelf tools. Features like audit logs track every access, and we include role-based permissions so only coaches who need billing views get them. We've audited similar systems for regulated clients, ensuring peace of mind. Think of it as the fortified walls around your gym: robust protection so you can focus on PRs, not risks. We'll walk through our protocols in detail during consultation.
How much does a custom invoice automation setup cost?
Costs vary based on your gym's complexity – from basic dues automation to full-featured systems with promo handling and dashboards. For a typical CrossFit box with 100-300 members, expect a one-time build fee starting around $8,000-$15,000, with optional maintenance at $500/month if needed. But here's the ROI angle: clients often recoup it in 4-6 months via time savings and 25-40% faster payments. No subscriptions trap – you own it outright. We start with a free audit to scope your needs precisely, quoting based on your workflow. It's an investment in ditching manual chaos for a system that scales with your ambitions, like adding plates to your barbell over time.
Can this help with member retention through better billing?
Definitely – retention is the heartbeat of CrossFit gyms, and clunky billing kills it. Our AI makes payments frictionless: personalized reminders that feel like a coach's nudge, auto-applied discounts for loyal athletes, and instant confirmations that keep the positive vibes going. We've seen churn drop 15-25% because members aren't bogged down by admin hassles. For instance, it can flag at-risk payers early with tailored offers, turning potential dropouts into renewals. Tied to your engagement data, it even suggests retention plays like free class passes. It's not just automation; it's a tool for stronger community bonds. Let's discuss how it fits your retention goals.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.