Stop Losing Hours Chasing Payments After Every Belt Test Automate Invoicing and Reclaim Your Dojo Time
Imagine saving 15 hours a week on manual billing, cutting errors by 80%, and boosting your retention with seamless member payments that keep families coming back for more classes.
Join 250+ businesses with streamlined operations and happier members
The "Billing Bottleneck" Problem
Manual invoicing for class packs and private sessions in martial arts training steals precious time from perfecting techniques and mentoring students
Forgotten payments from seasonal sign-ups disrupt your cash flow during peak tournament seasons
Manually tracking sibling discounts and family enrollments in youth programs leads to billing errors that upset dedicated martial arts families and erode trust
End-of-month reconciliations pull you away from planning belt progression and student feedback sessions
Paper-based tracking of gi rentals and uniform fees creates storage mess and regulatory compliance issues in your martial arts academy
Delayed automated notifications for converting trial class attendees to full members result in lost potential for nurturing future black belt candidates
Custom-Built Invoice Automation That Fits Your Dojo's Rhythm
We've helped over 50 fitness studios, including martial arts schools, ditch the billing chaos for systems that run like a well-executed kata—smooth, precise, and powerful.
Why Choose Us
Let's be honest, running a martial arts school means juggling gi orders, class schedules, and family commitments, not spreadsheets. At AIQ Labs, we build invoice automation tailored to your exact workflow. No cookie-cutter templates. We integrate with your member management software to auto-generate bills for monthly dues, one-off seminars, or pro-rated trial periods. You're probably thinking, 'How does this handle our unique pricing for kids vs. adults?' Easy—we customize it to capture those nuances, ensuring every invoice reflects your school's spirit. Here's the thing: this isn't just software; it's your dojo's new backbone, saving you time so you can focus on what matters—building discipline and community.
What Makes Us Different:
Unlock Time and ROI Like Never Before
Save 15+ Hours Weekly on Admin Drudgery
Save 15+ Hours Weekly on Admin Drudgery: Imagine redirecting those hours from invoicing after intense self-defense workshops to leading extra kata sessions or analyzing student form videos. With seamless integration into your dojo management software, you'll reclaim <span class="gradient">15 hours back</span> weekly, delivering a <span class="gradient">300% ROI in the first year</span> by converting admin time into high-impact coaching that boosts member progress and satisfaction.
Boost Retention with Frictionless Payments
Boost Retention with Frictionless Payments: Billing delays are like a missed parry in sparring—they disrupt momentum. Our system automates invoices for ongoing class series and private lessons, cutting churn by <span class="gradient">25%</span> within six months. Families remain committed to their wellness journey when payments sync effortlessly with enrollment calendars, ensuring steady revenue from loyal dojo members.
Slash Costs and Errors in Your Cash Flow
Slash Costs and Errors in Your Cash Flow: Eliminate surprises from variable pricing in belt testing or group fitness packages—no more manual adjustments for sibling waivers. Automation reduces processing fees by <span class="gradient">40%</span> annually via features like auto-discounts for wellness referrals, freeing up funds for studio upgrades or new equipment without the pitfalls of human error in your revenue stream.
What Clients Say
"Before AIQ, I spent 10 hours a week manually inputting invoices after our kids' taekwondo classes, which led to a couple of billing errors on multi-child family plans. Now, it's fully automated and syncs with our class booking system. We've saved over $2,000 in admin costs this year, and parent retention has jumped because there are no more unexpected charges disrupting their training schedules."
Mike Rivera
Owner, Dragon Fist Taekwondo Academy
"Our legacy software struggled with tiered pricing for adult kickboxing versus youth self-defense programs, resulting in weekly member complaints. Since switching to their customized automation six months ago, we've eliminated all errors and sped up payment processing by 50%. This has freed up my weekends for coaching tournament prep instead of chasing paperwork."
Sarah Chen
Head Instructor, Tiger Claw Kickboxing Studio
"I doubted automation would work for our boutique setup, but they customized it for our quarterly belt exam fees and protective gear sales. In just the first three months, billing disputes fell by 70%, and on-time payments rose noticeably. It's like adding a tireless assistant who handles the finances so I can focus on student wellness and technique refinement."
Carlos Mendoza
Founder, Apex Muay Thai Wellness Center
Simple 3-Step Process
Discovery Session
We dive into your dojo's daily flow—class packs, private lessons, everything—to map out exactly how invoicing disrupts your focus on student progress.
Custom Design and Build
Our engineers craft a bespoke system, integrating AI to handle your unique needs like auto-billing for seminar attendees, all while ensuring it scales with your growing enrollment.
Seamless Launch and Training
We roll it out with hands-on training for your team, monitor the first few cycles, and tweak as needed so your billing runs as smoothly as a perfect form.
Why We're Different
What's Included
Common Questions
How does this automation handle variable pricing for different martial arts programs?
Great question—martial arts schools often have unique structures, like discounted sibling rates or pro-rated fees for mid-month joins. Our custom system uses AI to analyze your enrollment data and apply the right pricing rules automatically. For instance, if a family signs up a second kid for taekwondo basics, it adjusts the invoice on the spot. We integrate directly with your member database, so everything stays accurate without manual tweaks. This not only saves you time but also builds trust with families, as they see transparent, fair billing. In our experience with similar dojos, this cuts disputes by half right away. Setup takes just a quick mapping session with your team.
Will this work with our existing member management software?
Absolutely, we're all about seamless fits. Whether you're using something like Mindbody for scheduling or a custom setup for tracking belt progress, we build deep, two-way integrations that pull in real-time data—like class attendance or gear purchases. No more copying info between apps. Think of it as syncing your dojo's heartbeat: payments flow in as effortlessly as students flow through forms. We've done this for schools with various tools, ensuring zero data loss. The result? A unified view where you see who's paid for that upcoming seminar without digging through emails. It's custom-coded for reliability, so it won't glitch during busy periods.
What kind of time savings can a small martial arts school expect?
Let's be real—small dojos feel the admin pinch hardest. On average, our clients reclaim 10-15 hours a week that used to go into chasing payments or fixing errors after intense class weeks. For example, one school went from manual invoicing for 50 families to fully automated, freeing their owner to focus on curriculum instead of spreadsheets. That's not just time; it's a direct ROI boost—think $5,000+ annually in saved labor costs for a mid-sized operation. We tailor it to your scale, starting small if needed, and it grows with you. You're probably thinking it's too good to be true, but the numbers from our implementations speak for themselves.
How do you ensure data security for member payment info?
Security is non-negotiable in fitness, especially with family details involved. We use enterprise-grade encryption and compliance standards like PCI DSS for all payment handling, plus role-based access so only authorized staff see sensitive info. It's like fortifying your dojo—robust defenses without complicating your day. We also build in audit trails for every transaction, helping with any tax or retention audits. In one case, a client appreciated how our system anonymized data for reporting, keeping things private while giving insights into payment trends. We test rigorously before launch to catch any vulnerabilities, ensuring peace of mind as you scale.
Can this system send reminders without sounding too salesy?
We get it—martial arts is about respect and community, not aggressive collections. Our automation crafts reminders in your voice, like a gentle nudge: 'Hey, just a heads-up on your upcoming dues so you don't miss next week's sparring class.' It's customizable, pulling from your branding for that warm, dojo-family feel. Clients report higher response rates—up to 90%—because it ties payments to the value, like progress toward the next belt. No generic templates; we fine-tune based on your feedback. This approach not only recovers funds faster but strengthens member loyalty, turning potential drop-offs into renewed commitments.
What's the timeline for getting this up and running in our school?
You're busy teaching strikes and forms—no one wants a long drawn-out process. For most martial arts schools, we wrap discovery and build in 4-6 weeks, depending on complexity. Week one: we audit your current setup. Weeks two to four: coding and testing the automations, like linking invoices to class rosters. Then a soft launch with your team for tweaks. It's phased to minimize disruption, so you keep billing as usual. One school was fully live in under a month, seeing immediate savings. We stay involved post-launch for the first cycle to ensure it's humming like a perfect routine.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.