Billed vs collected: measuring a gym’s monthly revenue

• Billed: what did my members owe me for this month?
• Collected: what did I actually receive?

Collected divided by billed is your collection rate. It can only be read honestly if “billed” means money that was genuinely due this month.

A common shortcut turns every plan into a monthly figure — an annual fee divided by twelve, a weekly fee times four — and calls the total “projected” or “expected” revenue. It is a fair way to value a membership base. It is the wrong thing to compare cash against, because annual members do not pay a twelfth each month. They pay once, in the month their year renews.

Take an illustrative gym with 40 monthly members at LKR 4,000 and 12 annual members at LKR 36,000, 2 of whom renew this month. 36 of the monthly members pay, and both annual renewals pay.

1. Take the members who owe you money: active members, and expired members who have not paid. Leave out suspended and cancelled members.
2. For each one, list their billing dates: the start date, then every plan period after it. A three-month member who joined on 15 March is billed on 15 March, 15 June, 15 September and 15 December.
3. If a billing date falls in the month, add that member’s fee for the period, after any recurring discount.

Why not just count who is due this month?

Because the next due date moves when a member pays. Someone who paid early for this month already shows next month’s date, so a list of “members due this month” quietly drops everyone who paid on time — the opposite of what you want to measure. Billing dates worked out from the start date do not move.

Where day passes go

Day-pass income is real money, but nobody was billed for it in advance. Report it separately, outside the collection rate, so a busy weekend of visitors does not make renewals look healthier than they are.

Below 100% means money is still outstanding; the gap is the members on your expired list. The useful signal is the trend: compare the same point in each month, and look at who is unpaid rather than the percentage alone.

Metric calculates billed revenue this way for every gym, shows it beside collected revenue and the collection rate, and breaks the month down by plan type — see revenue and member analytics.