Virtuagym’s financial module is a robust, global payment system designed to support the flexible business models of modern fitness entrepreneurs. Unlike systems that only understand “monthly memberships,” Virtuagym is built to handle hybrid revenue streams: recurring subscriptions, “pay-as-you-go” credit packs, and one-off webshop purchases.
The platform uses “Virtuagym Pay” (and integrations with providers like GoCardless and Stripe) to automate the entire invoicing lifecycle. It creates the invoice, processes the payment, and sends the receipt, all without human input. It allows businesses to assign “Pro-Rata” amounts automatically, ensuring that members joining mid-month are charged the correct partial amount.
For our clients, especially those operating online or across borders, Virtuagym’s strength is its flexibility. We configure it to accept multiple payment methods—credit cards, Direct Debit, and even PayPal—giving your clients the freedom to pay how they prefer, which significantly increases conversion rates for digital products and coaching plans.
Features
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Automated Invoicing: Generates and sends invoices via email with a “Pay Now” link for unpaid dues.
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Credit System: Allows members to purchase “credits” (e.g., 10 Yoga Class Credits) which are automatically deducted when they book a session.
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Global Payment Methods: Supports Credit Cards, SEPA, BACS (UK Direct Debit), iDEAL, and Sofort via Virtuagym Pay.
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Webshop Integration: seamless connection to the built-in online store for selling nutrition plans, merchandise, or hardware.
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Financial Reporting: Detailed reports on revenue projections, outstanding invoices, and tax categorisation.
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Automated Dunning: A communication workflow that chases late payers automatically via email and push notification.
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Discounts & Vouchers: Robust engine for creating promo codes and temporary discounts for marketing campaigns.
Benefits
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Business Flexibility: Supports complex models like “2 classes a week + 1 PT session a month” alongside standard memberships.
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Global Reach: Ideal for online coaches who have clients in the UK, Europe, and the US, as it handles multiple currencies and local payment methods.
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Reduced Churn: The automated “card updater” features (via Stripe) help prevent payments failing due to expired cards.
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Admin Efficiency: The “Self-Service” aspect allows members to view their own invoices and update payment details in the app, saving reception time.
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Cash Flow Visibility: The revenue projection report helps you predict exactly how much cash will land in your account next month.
How we integrate
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Merchant Account Setup: We assist in setting up your Virtuagym Pay or connecting your existing GoCardless/Stripe accounts.
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Membership Configuration: We build your billing rules—setting up joining fees, pro-rata logic, and contract lengths.
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Credit Logic: We configure the “Credit” system for your class packs, ensuring they expire correctly (e.g., “Credits valid for 3 months”).
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Invoice Branding: We customise the invoice templates with your logo and legal footer to ensure professional compliance.
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Shop Setup: We populate your webshop with products and link them to the correct tax rates and financial categories.
Technical Details
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Security: PCI-DSS Level 1 Compliant.
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Payment Gateways: Integrates with Virtuagym Pay (internal), Stripe, PayPal, GoCardless, and Mollie.
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Export formats: Financial data can be exported to CSV or Excel for import into Sage, QuickBooks, or Xero.
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Currencies: Supports multi-currency transactions for international businesses.
Use Cases
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CrossFit Boxes: Selling a “10-Session Punch Card” (credits) alongside a “Unlimited Monthly” membership.
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Online Coaching: Selling digital nutrition plans to clients in the USA (in USD) and the UK (in GBP) from one account.
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Corporate Wellness: Invoicing a company for a bulk package of 50 memberships while allowing individual employees to buy extra credits.
FAQs
Can I use PayPal? Yes, Virtuagym supports PayPal, which is a great option for selling digital coaching programs where users want a quick checkout.
Does it handle pro-rata? Yes. If a member joins on the 20th, the system can automatically calculate the remaining 10 days of the month and charge a partial amount.
What happens if a payment fails? You can set up automated rules (Dunning) to retry the payment and send a sequence of reminder emails to the client.
Can I sell products? Yes, the financial module is linked to the Webshop, so you can sell protein powder or t-shirts and have it added to the member’s next invoice or paid immediately.