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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.

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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 Cyprus

What applies to invoices in Cyprus, in short. As of October 2026.

VAT
Rates 19 %, 9 %, 5 % and 3 %, plus 0 % until 31 December 2026 for infant milk, nappies, hygiene products and fresh fruit and vegetables.
VAT registration
The threshold is €15,600 of taxable turnover over 12 months, or expected within the next 30 days. If you sell services to businesses in other EU countries, you generally register from the first sale. Until you are registered, Saldiqo leaves VAT off and adds up your turnover.
What goes on an invoice
Even businesses that are not VAT registered must issue invoices and receipts. Companies show their name, HE number, the words “private company” where they apply, and their registered office. Notes such as reverse charge appear in Greek and English.
Invoice timing
Issue invoices within 30 days.
E-invoicing
There is no mandate. Public bodies accept e-invoices (Peppol BIS 3.0) and suppliers send them voluntarily. EU rules follow from 1 July 2030.
VAT returns
VAT4 returns are filed online through TFA, quarterly with staggered periods, by the 10th of the second month after the period, moved to the next working day if it falls on a weekend. Saldiqo does not file returns.
Record keeping
Plan for 10 years. The minimum is 6 years, VAT records can need up to 7 years, and OSS records 10 years.
Late payment
Interest on late business payments is 10.40 %, plus €40 compensation between businesses.
Languages
Use Saldiqo in Greek or English and send invoices in either language.

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 Cyprus have to charge VAT?

Once they are registered, yes. The threshold is €15,600 over 12 months, or expected within 30 days. Services to businesses in other EU countries require registration from the first sale.

Do gyms and fitness studios in Cyprus need e-invoicing?

No. Public bodies accept e-invoices through Peppol and suppliers use it voluntarily. EU rules follow from July 2030, so PDF invoices remain fine today.

How long should gyms and fitness studios keep invoices?

Plan for 10 years: the minimum is 6 years, VAT records can need up to 7 and OSS records 10. You can store receipts digitally in Saldiqo. The legal duty to keep records stays with you.

Try Saldiqo for free

Write invoices, match payments, collect receipts and send reminders: free and without a trial period.

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As of October 2026. General information, not legal or tax advice, without guarantee. For your case ask your tax adviser.