Gym membership renewal management made simple

How to set up membership plans

Go to Plans inside BillRaja's membership workspace and create each plan with:

• Plan name — Monthly, Quarterly, 6-Month, Annual, Couple, Student
• Duration — in months or days (30 days, 3 months, 365 days)
• Fee — base membership fee for the period
• Joining / registration fee — one-time fee for new sign-ups
• Grace period — days after expiry before the membership is marked overdue (3–7 days is common)
• GST rate — 18% for gym memberships in India; BillRaja splits this into 9% CGST + 9% SGST automatically

Adding members and assigning plans

Add each member (name, phone, photo), assign a plan, set the start date — BillRaja calculates the end date automatically. For new members, collect the joining fee and first-period fee together; BillRaja generates one GST receipt for both.

Tracking active, expiring and overdue members

The membership dashboard divides members into four actionable segments:

• Active — membership is current; no action needed
• Expiring Soon — expiry within your reminder window (e.g., 7 days); your primary renewal action list
• Grace Period — past the end date but within the grace window; collect urgently
• Overdue / Lapsed — beyond grace period; restrict access until renewed

Filter to any segment in one tap — no scrolling through the full member list.

Sending renewal reminders via WhatsApp

From the Expiring Soon list, select one or several members and send a WhatsApp reminder. BillRaja pre-fills the message with the member's name, plan, and expiry date — edit and send. WhatsApp messages get read far faster than SMS. Members in the Grace Period list receive a second, more urgent prompt.

Collecting fees and issuing GST receipts

Tap Collect Fee next to the member's name. Enter the payment amount and mode. BillRaja instantly generates a GST invoice with:

• Sequential invoice number: BR-YYYY-NNNNN
• Member's name and your gym's GSTIN
• Plan description and period covered
• Base amount, CGST (9%), SGST (9%), and total payable

Share the PDF over WhatsApp or email in one tap. The member's new expiry date updates the moment payment is recorded.

Handling installment payments

For longer plans (6-month, annual), members may pay in installments. Record each partial payment against the invoice — the outstanding balance is always visible. Once fully paid, the invoice closes automatically.

Attendance tracking

Log daily check-ins from the member list. BillRaja keeps monthly attendance history per member. Use this to:

• Identify low-attendance members (high churn risk) and call them before renewal time
• Provide proof of service if a member disputes a charge

Dashboard reports

The membership dashboard shows at a glance:

• Total active members and month-on-month trend
• Fee collected this month vs. previous month
• Renewals due in the next 7 and 30 days
• Outstanding dues

GST summaries are ready for GSTR-3B filing — no separate spreadsheet needed.

Common renewal mistakes to avoid

• Zero grace period — members lapse the day the plan ends; a 3–7 day window reduces friction
• Renewing from payment date — always renew from the expiry date so members never lose paid days
• Receipts without CGST/SGST breakdown — handwritten receipts are not valid tax invoices and create audit risk