Gym Billing Software Overview
With Motionsoft gym billing software, you’ll have the real-time member and financial data you need to make the best decisions for your business.
Motionsoft’s software is available to customers over the Internet using a standardized Software as a Service (SaaS) platform. Our software solution, accessed via an Internet browser, allows various clubs or facilities — multi-state and global fitness clubs, big-box gyms, club franchises, single location clubs, universities, hospitals, hotels and spas, and on-site corporate facilities for employees — to experience a high degree of configuration and customization that fits their unique membership management and billing needs.
Our integrated payment processor, revenue-recovery services, and easy-to-use interface give you immediate access to the data that matters most for your business, helping you get, know, and retain your members.
Billing Software Fees: Interchange and other Rates
In the fitness industry, approximately 80% of payment processing fees come from monthly batch gym billing.
What are the fees you need to familiar with when evaluating gym billing software? It starts with Interchange fees.
Interchange fees are charged to merchants (sometimes called the acquiring bank) by card networks – think Visa or Mastercard – for processing a debit or credit payment. These fees make up a majority of the cost involved in accepting a card payment. Though interchange fees are collected by the card networks, they are paid out to the bank that issued the payment card.
The average Interchange rate for a credit card payment is around 2.00% plus processor and per items fees that when combined the total fees charged will range between 2.50% to 3.00%. For batch credit card processing in the fitness industry, you should expect to pay 3.00% or less. To learn more about Interchange fees, visit Visa.
Your processing fees should only be charged on the money that you collect and not on the total amount you submit. Never
pay on your gross billing. Only pay on your net collected dollars.
With Motionsoft, you can expect to save approximately 15% to 20% with our gym billing software. Our saving calculations are based on audits of your monthly processing which is done during our sales process.
Payment Processing Volume
Every year, Motionsoft processes over $3 billion in monthly gym membership payments from 3,000 business locations serving over 8,000,000 gym members across North America. In 2018, Motionsoft was selected by CIO Review Magazine as a leading payment and card processor for our competitive rates, security certifications, and transaction volume.
Data Protections and Compliance
In addition to our HIPPA compliance and PCI certification, Motionsoft was the first technology company in the fitness industry to secure SOC1 Compliance (formerly SAS 70). The driver for obtaining SOC1 (SSAE 16 Report) Certification was increased regulatory oversight of the Sarbanes Oxley Act. Today, Motionsoft is one of only a handful of technology firms with SOC1 (SSAE 16 Report) Certification.
Motionsoft maintains HIPPA, PCI, and SOC1 certifications and compliance. Our current PCI certification is provided below.
Partner with the industry’s most secure payment processor to grow and protect your business. Motionsoft’s secure, PCI-certified Payment Processing System can be fully integrated with your system, providing you with up-to-the-minute financial data. You’ll quickly know when a member is not in good standing, when any payment method is declined (and the reason for the decline), and how much money you have collected.
Motionsoft’s Gym Billing Software Process
The Motionsoft Billing Process for gym membership dues is a user-generated workflow for charging, collecting, and managing member batch payments. The Billing Processing screen can be found in Member Management under the Utilities Menu.
In several areas of our billing process, users are offered two options: Proof and Post. Both options will generate an Audit Report along with a report detailing the members who will be affected by a given billing step.
Billing Software Features
Recurring Charges work very similar to the Member Fees with the notable exception that the Bill Date is a date range. This means that users can invoice for Recurring Charges that span more than a single day. For instance, a user can select 4/1/2020 – 4/30/2020 for the date range, and any member with an active Recurring Charge will have those charges placed on the account for the selected Effective Date. Any charges placed on an account in this manner will have RECUR for the Source.
The second step of the billing process creates a payment file so that you can collect the open charges on member accounts with a Credit Card or Bank Account as the payment method. The charges collected in the file are based on the date range that you enter. The payment file is then sent automatically to our payment gateway or, if using a third-party billing system, a zipped file is emailed to you. Every charge that is collected in Step 2 is considered paid until the NSF process is run, which will then remove any failed payments from their respective member accounts. See the NSF section for more details.
Non-Sufficient Funds (NSF)
Non-Sufficient Funds (NSF) Processing is used to remove payments from member accounts due to payments declined by the member’s financial institution. If you utilize the Account Update System provided by MosoPay, the credit cards will be updated in this area as well. NSF Processing consists of two steps: Importing File (required) and NSF Charge (optional).
The first step of the NSF process, and the only one required, is the importing and running of the NSF files from MosoPay. This step removes the payment record from member accounts and includes a message that your member’s payment did not process and the reason for the decline. If you are utilizing the Card Updater available with MosoPay, files processed in NSF will also contain the updated card information.
Uncollected Revenue Recovery Services
Is your business losing revenue each month from uncollected gym member dues? Your fitness club isn’t alone. In today’s health club industry, the average decline rate on a club’s initial billing is anywhere between 10% and 16%. This lost revenue is detrimental to a health or fitness club’s bottom line.
From a monthly revenue perspective, if a club is billing $100,000 per month you’re not going to collect on $10,000 to $16,000 or more of that total each month. Even for smaller clubs, that’s a bunch lost revenue especially for a club billing $50,000 per month. The yearly lost revenue figures would reach $60,000 to $96,000 or more per year.
What do you do?
Motionsoft offers three unique revenue-recovery services:
- Back Office Support Service (B.O.S.S.): Motionsoft’s dedicated customer engagement team will provide member notifications using text messages, emails, and phone calls to inform members that their payment method was declined. All responses from members are directed back to your club so that your business can engage with the member and resolve the declined payment method.
- Accounts Receivable Management (ARM): Instead of directing member responses back to a club, Motionsoft will answer member inbound calls and email communications in our PCI-certified call center to increase your collection rate. Our goal is to collect on uncollected revenue until the debt is paid keeping members active even after they’ve started a repayment plan.
- Full Service: Motionsoft can also provide outsourced member account management services that funnel all member calls and email inquiries to Motionsoft. These services include cancellations, terminations, member account questions, and collections activity.