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 Ireland
What applies to invoices in Ireland, in short. As of October 2026.
- VAT
- Standard rate 23 %, reduced rates 13.5 % and 9 %, 4.8 % for livestock, and 0 %. Since 1 July 2026 a 9 % rate applies to restaurants, catering, hot takeaway food and hairdressing, excluding alcohol and soft drinks.
- VAT registration
- Registration is required above €42,500 a year for services and above €85,000 for goods, if at least 90 % of turnover comes from goods. Saldiqo leaves VAT off your invoices while you are below the threshold and shows how much room is left.
- What goes on an invoice
- Registered businesses show their VAT number. Sole traders and partnerships providing services show their tax reference number, or their full name and address, on invoices and receipts of €7 or more (section 885 TCA). Companies show their name, CRO number and registered office, and directors’ details on letters, order forms and the website.
- Invoice timing
- Issue a VAT invoice within 15 days after the end of the month in which the supply took place.
- E-invoicing
- From 1 November 2028 every business must be able to receive e-invoices. Issuing is phased in: first for suppliers to large corporates, from November 2029 for businesses trading B2B within the EU, and from 1 July 2030 under the EU VAT in the Digital Age rules. A PDF does not count as an e-invoice, and the technical specifications are not yet published.
- VAT returns
- VAT3 returns are filed every two months through ROS, by the 19th of the following month, or the 23rd when you file online through ROS. Saldiqo does not file returns, your accountant or ROS does.
- Record keeping
- Keep records for 6 years, longer while a review is open.
- Late payment
- Interest on late business payments is the ECB main refinancing rate (2.40 % in the second half of 2026) plus 8 points, so 10.40 %, plus fixed compensation of €40, €70 or €100 depending on the amount owed.
- Getting paid
- IBAN and BIC are on every invoice, plus a SEPA QR code (EPC) for banking apps that can read it.
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 Ireland have to charge VAT?
Once they are registered, yes. Registration is required from the sale that takes turnover over €42,500 a year for services or €85,000 for goods, where at least 90 % of turnover comes from goods. Below those limits Saldiqo leaves VAT off your invoices.
Do gyms and fitness studios in Ireland need e-invoicing?
Not yet. From 1 November 2028 every business must be able to receive e-invoices. The duty to issue them phases in from the same date for suppliers to large corporates and later for more businesses. PDF invoices do not count as e-invoices.
How long should gyms and fitness studios keep invoices?
Keep records for 6 years, longer while a review is open. You can store receipts digitally in Saldiqo. The legal duty to keep records 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.