The nervous system for your gym.
GymWire keeps your members, payments, inventory, expenses, and staff in one place — and stays on top of every overdue membership, so nothing slips while you’re coaching the floor. Not nine tools. One.
Dashboard
Income vs Expenses
- Income May63,100 USD▲ 12.4% vs Apr
- Active members34+13 this month
- Total stock726 units
- Monthly net24,380 USD▲ 18.7% vs Apr
- Expires in 7 days0
- Stock value46,723 USD
- Expenses May38,720 USD▲ 8.2% vs Apr
- Renewal rate82.3 %▼ 1.2 pts
- Stock alerts31 out of stock
- No subscription5to activate
- Pending3,240 USD4 lines
- Top vendorPowerCo$4,280
GymWire in 2 minutes.
A quick look at how GymWire manages your members, payments, and operations — all from one screen.
One system. Your whole gym.
Gym management software for members, subscriptions, payments, inventory, expenses, staff, and analytics — all in one place.
Members
Complete directory, single-flow registration, expiration alerts, search by name · ID · phone, and a member profile with a full timeline.
Payments
Cash, transfer, check. Automatic statuses, traceable refunds, a filterable PDF ledger exportable in one click.
Inventory & sales
Product catalog, sales, purchases, inventory corrections with a reason. Low-stock alerts, automatic valuation.
Expenses
Categorization, monthly breakdown, top line items, paid/pending statuses. Read your cash flow in 3 seconds.
Staff & payroll
Salaries, transfers, history per employee. Monthly dashboard, variance vs the previous month, payment statuses.
Analytics
Income vs expenses, top plans, top expenses, revenue breakdown, member cohorts. 3 tabs, one year selector.
Read your gym, don't guess it.
Income vs expenses, top plans, retention cohorts, renewal rate. The dashboard answers the three questions that matter — how much I make, how much I lose, who comes back next month.
- Monthly net — income − expenses, at a glance.
- Retention — M0 → M6 cohorts by plan.
- Top plans — which offer really drives growth.
Built to run all day long.
Dense interface when it needs to be, calm everywhere else. A single color accent — lime — for the one thing that matters.
Your members, without searching.
Advanced filters by status, plan, overdue fees, creation date. Instant search by name, ID, or phone. And one contextual action per row — "Activate", "Renew" — that knows exactly where you stand.
- Single-flow registration: identity, plan, payment.
- Member statuses stay up to date automatically.
- Unique reference YYYY/NNNNNNN per member.
- Full timeline: payments, renewals, fees.
| Reference | Member | Phone | Status |
|---|---|---|---|
| 2026/0000039 | James Carter | +1 415 555 0139 | Active |
| 2026/0000038 | Emma Wilson | +1 415 555 0138 | Active |
| 2026/0000037 | Liam Schmidt | +1 415 555 0137 | Fee expired |
| 2026/0000036 | Olivia Rossi | +1 415 555 0136 | Expiring soon |
| 2026/0000035 | Noah Andersson | +1 415 555 0135 | Active |
| 2026/0000034 | Sophia Nakamura | +1 415 555 0134 | Pending |
The timeline never lies.
Every action is timestamped — registration, payment, renewal, expiration, fee added. You read the record from left to right, without having to reconstruct anything.
- Every event in a single reverse-chronological feed.
- Direct links to payments and PDF receipts.
- Status calculated in real time on every view.
5 statuses, always up to date.
A member is active, expiring soon, expired, with an overdue fee, or without a subscription. The dashboard aligns automatically — with no human intervention.
- Always current in your gym’s time zone, hands-free.
- Configurable "soon" threshold (7 days by default).
- Global fees and one-off fees tracked separately.
Every dollar, traceable.
Cash, transfer, check. Multi-fee payments, refunds linked to the original payment, controlled cancellation. The register never lies.
- 6 canonical statuses, from PENDING to PAID_REFUNDED.
- Refund ceiling controlled automatically.
- Auto-cancellation of PENDING after 3 days.
- One-click PDF export of the ledger, by period or plan.
Your stock, your sales, your losses.
Catalog, sales, purchases, and corrections in one place. Products below the alert threshold rise to the top, everything else stays calm.
- Corrections with a reason: physical count, loss, theft, breakage.
- Negative stock refused. Always.
- 30-day sparkline per product, per KPI.
| Date | Product | Type | Quantity | Amount |
|---|---|---|---|---|
| 05/01/26 | Yoga mat | Sale | 1 | $150 |
| 05/01/26 | Shaker | Purchase | 10 | $100 |
| 05/01/26 | Boxing gloves | Correction | −1 | — |
| 04/20/26 | Gym bag | Sale | 3 | $600 |
No silent corrections.
When you correct stock, a reason is required. Physical count, loss, theft, breakage, member return — every discrepancy leaves a trace, and the total stops lying.
- Six canonical reasons · free-text note required for "Other".
- Negative stock refused — the value can never drop below zero.
- User trace on every movement.
| Date | Product | Type | Qty | Reason |
|---|---|---|---|---|
| 05/01/26 | Boxing gloves | Correction | −1 | Physical count · theft |
| 04/20/26 | Test Product v2 | Correction | −3 | Theft |
| 04/20/26 | Sports towel | Correction | −39 | Physical count |
| 04/15/26 | Water bottle | Correction | −2 | Breakage · delivery |
| 04/02/26 | Yoga mat | Correction | +1 | Member return |
Your five biggest expenses, no digging required.
A "top categories" widget on the dashboard. Click to land directly on the filtered list — the drill-down is done, not something to rebuild by hand.
- Top 5 categories for the current month.
- Comparison vs the same month last year.
- Monthly PDF export — paginated, accountant-ready.
Transfer history, with nothing lost.
19 rows for $37,500 this quarter — date, employee, role, method, month paid, note, amount. Filterable by employee, period, or payment method.
- Quick filters by employee · role · period.
- Edit a row without breaking the monthly total.
- Controlled deletion — confirmation and author trail.
| Date | Employee | Method | Month paid | Amount |
|---|---|---|---|---|
| 05/01/26 | EWEmma Wilson | Transfer | May 26 | $4,000 |
| 05/01/26 | EWEmma Wilson | Transfer | May 26 | $1,000 |
| 05/01/26 | JCJames Carter | Transfer | May 26 | $2,000 |
| 04/25/26 | JCJames Carter | Transfer | Apr 26 | $2,000 |
| 04/25/26 | LSLiam Schmidt | Transfer | Apr 26 | $3,500 |
| 04/25/26 | EWEmma Wilson | Cash | Apr 26 | $5,000 |
| 04/14/26 | NANoah Andersson | Check | Mar 26 | $6,500 |
Income vs expenses — the only curve you need.
Income (plans, sales) in green. Expenses (overhead, salaries, purchases) in red. The gap is your net. No need for a parallel Excel sheet, no need to export to compare.
- Day · week · month granularity.
- Direct drill-down to the underlying line.
- PNG or CSV export for your banking partners.
The right plan for your gym.
All features, no hidden fees, no per-member cost. Money-back guarantee.
Monthly
To get started flexibly, with no commitment.
- Unlimited members
- Inventory · expenses · staff · payroll
- Full analytics dashboard
- Unlimited users, 3 roles
- Priority support
- Money-back guarantee · 7 days
Lifetime
Pay once, use forever. Pays for itself in year two.
- Unlimited members
- Inventory · expenses · staff · payroll
- Full analytics dashboard
- Unlimited users, 3 roles
- Priority support
- Money-back guarantee · 30 days
Gym management software, answered.
The questions gym owners ask before switching from spreadsheets and notebooks.
What is GymWire?
GymWire is gym management software that runs your whole gym from one interface: members, subscriptions, payments, inventory, expenses, staff, payroll, and analytics. It replaces the patchwork of Excel sheets, notebooks, and chat apps most gyms juggle today.
How much does GymWire cost?
GymWire is $29 per month with no per-member fees, or $490 once for lifetime access. Both plans include unlimited members, every feature, unlimited users across three roles, and priority support — with a money-back guarantee.
Can GymWire replace Excel or a paper notebook?
Yes. GymWire is built for the job a spreadsheet or notebook only fakes: expiration statuses that stay current on their own, automatic renewal alerts, a traceable cash ledger, instant search by name, ID, or phone, and an off-site backup so a single laptop or water leak never wipes out your members. Under 50 members, Excel still works. Past that, it starts to drift.
Does GymWire handle multiple gyms or locations?
Yes. GymWire is multi-user and multi-gym: you can run several locations from one account, give staff role-based access, and see analytics per gym or across all of them.
What can I track with GymWire?
Members and subscriptions, payments in cash, transfer, or check with traceable refunds, product inventory and sales, expenses by category, staff salaries and payroll, and a full analytics dashboard covering income, expenses, top plans, and member cohorts.
How do members and payments stay accurate?
Subscription statuses and expirations update automatically, payments post to a filterable PDF cash ledger, and refunds are traceable end to end — so nobody has to work out who paid what by hand.
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