Accounting and invoicing for gyms and fitness studios
Memberships run monthly, courses in blocks, personal training by the hour: a studio has more recurring invoices than almost any other business. Saldiqo creates them on a fixed date, prepares direct debits and shows who is behind.
What comes up for gyms and fitness studios
Recurring fees
Hundreds of members pay the same amount every month. When a tariff changes, all affected invoices have to be switched over cleanly.
Courses and packs
Course blocks, ten-session cards and workshops are paid once and used over several weeks. They need invoices of their own.
Direct debit and returns
Most members pay by direct debit. Returned debits and late payments have to stand out before they pile up.
Cancellations and pauses
Whoever pauses or cancels gets a correction of the last invoice, without an existing document being overwritten.
How Saldiqo helps
- Membership as a recurring invoiceOne recurring invoice per member creates the fee on a fixed date. Pause and cancellation stop it with a click.
- Course blocks by invoice runUpload the participant list as CSV and Saldiqo creates all invoices as drafts.
- SEPA direct debit fileFor members with a mandate Saldiqo creates the file for online banking. Your bank does the collection.
- Arrears in viewAfter the bank statement you see which fees did not arrive and send a payment reminder with one click.
- Personal training by timeTrainers record hours, and the invoice lines come from them.
Typical invoice lines
Examples that often appear on invoices in this industry. You set the prices yourself.
- Membership for November, standard tariff
- Yoga course block, 10 sessions
- Ten-session personal training card
- Joining fee
- Drinks and accessories as per receipt
- Credit note: two-month pause
Tax and invoicing in Germany
What applies to invoices in Germany, in short. As of October 2026.
- VAT
- Standard rate 19 %, reduced rate 7 %. Which rate applies to which supply depends on the case. Saldiqo calculates each invoice line with the rate you pick.
- Small business scheme
- Under section 19 of the VAT Act (UStG) you charge no VAT as long as your turnover was at most €25,000 last year and is at most €100,000 this year. Saldiqo shows how much room is left and adds the note to your invoice.
- Mandatory details
- Under section 14 UStG every invoice shows a tax number or VAT ID, a consecutive invoice number, the date of supply and the recipient. Saldiqo checks this before you finalise an invoice. Small invoices up to €250 gross need fewer details.
- E-invoicing
- All businesses have had to be able to receive e-invoices since 1 January 2025. Issuing becomes mandatory from 2027 if last year’s turnover was above €800,000, and from 2028 for domestic business-to-business sales in all cases. Small businesses under section 19 are exempt. Saldiqo creates XRechnung and ZUGFeRD.
- VAT return
- The advance VAT return goes to the tax office through ELSTER, by the 10th after the end of the period. You file monthly if last year’s VAT was above €9,000 and quarterly above €2,000. Saldiqo provides the figures; you file in ELSTER or through your tax adviser.
- Record keeping
- Keep invoices and accounting vouchers for 8 years, books for 10 years and business letters for 6 years. The period starts at the end of the calendar year.
- Late payment
- In the second half of 2026 the default interest rate is 10.52 % between businesses and 6.52 % towards consumers, plus a €40 flat fee that applies to businesses only. Saldiqo has reminder levels with deadlines and fees.
- Getting paid
- Every invoice carries a GiroCode (EPC QR) that customers scan with their banking app. You match payments by uploading the bank statement as CSV or CAMT.
- Tax adviser
- Cash-basis profit calculation (EÜR), a DATEV export and a separate login for your tax adviser are built in.
For gyms and fitness studios in Germany
The till at the counter for drinks and accessories has to meet the German till rules, and Saldiqo does not replace it. You enter machines and fittings in the asset register if they cost over €800 net.
Frequently asked questions
Does Saldiqo collect fees by direct debit?
Saldiqo creates the SEPA direct debit file for members with a mandate. You upload it in online banking and your bank collects.
How do I handle pauses and cancellations?
You pause or end the recurring invoice. Invoices already written stay unchanged, and corrections run through a credit note.
Does Saldiqo replace my studio software for access and classes?
No. Saldiqo is for invoices, payments and expenses, not for access control or class booking. Studio software can run alongside.
Do gyms and fitness studios in Germany have to charge VAT?
Yes, unless they qualify as small businesses under section 19 UStG. That applies when turnover was at most €25,000 last year and is at most €100,000 this year. The limit is hard: VAT is due on the sale that takes you over it.
Do gyms and fitness studios in Germany need e-invoicing?
Every business must be able to receive e-invoices since 2025. Issuing is mandatory from 2027 if last year’s turnover was above €800,000, and from 2028 for domestic business-to-business sales in general. Small businesses, invoices up to €250 and tickets are exempt. Private customers still get a normal invoice.
How long do gyms and fitness studios have to keep invoices?
Invoices and vouchers for 8 years, books for 10 years and business letters for 6 years, counted from the end of the calendar year. You can store receipts digitally in Saldiqo. The legal duty to keep records and to document your procedures stays with you.
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As of October 2026. General information, not legal or tax advice, without guarantee. For your case ask your tax adviser.