Stop Losing Hours to Manual Invoice Chasing While Focusing on Perfecting Those Kicks and Forms
Imagine reclaiming 20+ hours a month from paperwork, so you can build stronger student relationships and boost retention in your dojo.
Join 150+ fitness businesses with streamlined operations and happier members
The "Invoice Overload" Problem
Chasing payments from parents after packed weekend kids' self-defense seminars leaves your front desk overwhelmed with calls during peak after-school hours
Manual entry of vendor bills for yoga mats, resistance bands, and sparring gear eats into time better spent coaching breathing techniques or form corrections
Disorganized invoices from regional karate tournament entry fees cause cash flow hiccups during peak competition seasons like spring nationals
Error-prone tracking of monthly membership dues for group fitness classes leads to unhappy students missing belt promotions and lost retention
Juggling paper receipts from one-on-one private yoga or personal training lesson bookings disrupts your focus on tracking member wellness goals and progress
Delayed approvals for repairs on worn-out punching bags or studio mirrors slow down your ability to maintain a safe, motivating training environment for high-intensity sessions
Our Tailored AI Invoice Solution Built Just for Your Dojo
We've helped over 50 martial arts schools ditch the chaos of scattered bills for a unified system that fits their unique rhythms
Why Choose Us
Let's be honest, running a martial arts school means dealing with unpredictable class schedules, seasonal belt testing fees, and vendor invoices that pile up like unreturned gear. Here's the thing: generic software treats your dojo like just another business, forcing you into rigid templates that ignore the flow of student sign-ups and tournament expenses. We build a custom AI-powered invoice processor from the ground up, trained on your exact workflows. It scans emails, extracts data from photos of receipts, matches payments to student accounts, and even flags unusual charges before they hit your books. You're probably thinking, 'Will this really work for my small team?' Absolutely—it's flexible, scalable, and owns itself, no endless subscriptions required.
What Makes Us Different:
Unlock Real Results for Your School's Growth
Boost Retention with Frictionless Billing
Boost Retention with Frictionless Billing: Say goodbye to payment disputes that frustrate students mid-cycle during their 8-week progression programs. Our system automates reminders tailored to class attendance and belt testing schedules, helping you retain 25% more members by keeping finances as smooth as a well-executed kata—proven in dojos with over 100 active students.
Reclaim Time for What Matters: Training
Reclaim Time for What Matters: Training: No more hours lost to spreadsheet drudgery after evening classes. Instructors get back to the mat faster, with AI handling 80% of invoice tasks in under 5 minutes per batch—think more personalized feedback sessions on technique and fewer admin headaches during black belt prep cycles that span 6-12 months.
Tighten Cash Flow Like a Perfect Guard
Tighten Cash Flow Like a Perfect Guard: Forecast payments from weekend seminars and monthly dues with AI precision, avoiding surprises from delayed vendor bills for seasonal gear like winter training apparel. Schools see up to 30% faster month-end closes within 3 days, ensuring funds for expanding yoga flows or new sparring equipment without the stress of off-season lulls.
What Clients Say
"Before AIQ Labs, we'd spend Fridays sorting through stacks of parent payment slips for our kids' taekwondo programs after Saturday seminars—it was total chaos with 50+ families. Now, the AI pulls everything into our system automatically from email confirmations, and we've cut billing errors by half. Last quarter, we even used the saved 10 hours to add an extra family self-defense workshop that brought in 15 new families and boosted our retention by 20%."
Sarah Kim
Owner, Dragon Fist Martial Arts Academy in Seattle, WA
"As a small dojo with just 40 members, tracking tournament fees manually for events like the regional judo championships was killing our vibe and causing weekend cash shortages. Their custom setup integrates seamlessly with our Mindbody scheduling app, flagging late payments before they become issues via text alerts. In just two months, our cash flow improved by 35%, and we hosted our biggest inter-dojo event yet with 80 participants without the usual paperwork nightmare."
Mike Rivera
Head Instructor, Apex Karate School in Austin, TX
"I was skeptical about AI for something as nitpicky as invoices from gear vendors for our monthly shipments of foam rollers and gloves, but this system reads our handwritten receipts perfectly using OCR tech. It freed up my admin assistant to assist with our quarterly belt testing events instead of data entry, and we're seeing 15% fewer dropouts because billing is now hassle-free—parents love the auto-reminders tied to class sign-ups."
Lisa Chen
Operations Manager, Unity Wellness Dojo in Chicago, IL
Simple 3-Step Process
Discovery and Mapping
We dive into your dojo's daily flow— from student dues to seminar payouts— to design a system that mirrors your exact needs, like a custom uniform.
AI Build and Integration
Our engineers craft the AI from scratch, linking it to your tools for seamless data flow, tested rigorously to handle peak times like tournament season.
Launch and Optimization
We roll it out with hands-on training, then monitor and tweak for months, ensuring it evolves with your school's growth, just like progressive training drills.
Why We're Different
What's Included
Common Questions
How does this handle the irregular payments from martial arts tournaments?
Tournaments bring a flood of one-off fees that can overwhelm any manual system. Our custom AI is built to recognize these patterns— it auto-tags tournament-related invoices, matches them to participant lists from your scheduling tool, and generates grouped payment requests. For example, after a regional event, it could process 50 entries in minutes, flagging any mismatches like a student's unpaid entry fee. We train it on your historical data for precision, ensuring cash from events flows back into your dojo quickly. Plus, it integrates with your member portal so parents can pay via app, reducing follow-ups and keeping the focus on celebration, not chasing checks. This setup has helped schools like yours close event books 40% faster, freeing you for planning the next big spar.
Will this work with our existing student management software?
Absolutely, we're all about seamless fits. Whether you're using something like Mindbody for class bookings or a custom CRM for tracking progress, we engineer deep, two-way integrations that pull student data directly into the invoice flow. Imagine an invoice for private lessons auto-linking to the student's profile, updating their balance without a single manual entry. We map your exact workflows during discovery—say, syncing belt promotion fees with attendance records—to avoid any data silos. No brittle Zapier-style connections here; our custom APIs ensure reliability, even during peak hours. Schools we've worked with report zero integration downtime after launch, letting you maintain that member-focused vibe without tech headaches.
What if our school is small— is this overkill for just 100 students?
Not at all; it's designed to scale with you, starting simple and growing as needed. For a smaller dojo, we focus on core automations like auto-reminders for monthly dues or quick scans of vendor bills for sparring gear, saving your solo admin 10-15 hours weekly right away. Think of it like starting with basic forms before advancing to advanced katas— we build the foundation to handle your current volume, then add features like predictive cash flow for summer camps as you expand. Pricing is tailored too, based on your needs, not some bloated enterprise model. One client, a 80-student school, saw immediate ROI by cutting paper filing, and now they're adding online payment options without extra hassle.
How secure is the AI with sensitive student payment info?
Security is non-negotiable in fitness, especially with family data involved. We build your system with end-to-end encryption, role-based access (so only approved instructors see approvals), and compliance with standards like GDPR for member privacy. The AI processes data on your secure servers, never storing sensitive details in the cloud without your say. For instance, it anonymizes student names in reports while still linking payments accurately. We've audited our frameworks against fitness industry regs, and clients get full transparency on data flows. A dojo we partnered with appreciated how it prevented unauthorized access during shared team logins, giving peace of mind so you can focus on teaching discipline, not worrying about digital vulnerabilities.
Can we customize it for seasonal billing like summer intensives?
Yes, customization is our core— we make it flexible for your dojo's cycles. For summer intensives, the AI learns from past patterns to pre-generate invoices, bundle them with registration data, and send phased reminders based on attendance. If a student drops a week in, it auto-adjusts prorated fees without manual recalcs. We incorporate your unique rules, like discounts for siblings or gear bundles, ensuring everything aligns with your retention goals. During setup, we simulate scenarios like a 4-week camp to test accuracy. One school used this to handle a 30% enrollment spike last summer, processing refunds and upsells effortlessly, which boosted their off-season loyalty.
What's the timeline to get this up and running in our school?
We keep it efficient: most dojos see a working prototype in 4-6 weeks, with full launch in 8-10, depending on complexity. Week one is discovery— chatting about your billing pains, like post-class payment spikes. Then we build and test integrations, iterating based on your feedback to nail things like uniform vendor syncing. Launch includes training sessions tailored to your team's tech comfort, plus a 30-day optimization phase where we fine-tune for real-world use, such as handling a mock tournament invoice batch. It's not rushed; we prioritize getting it right so it supports your member experience from day one, without disrupting class schedules.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.