How much does personal trainer software really cost? A 2026 breakdown
Coaching software pricing is hard to compare. This breakdown explains the three pricing models, the price-per-client maths with worked examples, and the hidden costs most coaches miss.
Jatin Beniwal · Tech Expert
Published · 3 min read
Personal trainer software costs anywhere from nothing (a useful free plan for a few clients) to a large monthly bill once you add clients, a branded app and add-ons. The only fair way to compare is the total monthly cost for your roster divided by your active clients: your cost per client. Calculate that, add the hidden costs, and the real price becomes clear.
Pricing pages are hard to compare because every platform uses a different model. This guide explains the three models, walks through the maths with worked examples, and lists the costs that do not appear on the pricing page.
The 3 pricing models
| Model | How it works | Good for | Watch out for |
|---|---|---|---|
| Per-client tiers | Price steps up as your active client count crosses set limits | Coaches growing steadily | Jumps at each tier edge, and key features on higher tiers |
| Flat plans with feature tiers | One price per plan, features unlock as you go up | Coaches who know which features they need | Paying for features you never use |
| Free plan + custom paid plans | A free plan for a few clients; paid plans shaped around your roster | Testing with real clients before paying | Know exactly what the free plan excludes |
Per-client tiers
You pay for a band of active clients, such as "up to 10" or "up to 30". It feels fair, but the cost jumps as soon as you cross a band edge, and features like a branded app or integrations are often reserved for higher tiers.
Flat plans with feature tiers
A fixed monthly price per plan, with features unlocked on bigger plans. Simple to budget, but you can end up on a bigger plan for one feature.
Free plan plus custom paid plans
You start free with a small number of clients and upgrade to a plan shaped around your roster when you need more. This is how BrixFit works.
The price-per-client maths
Whatever the model, turn it into one number: monthly software cost ÷ active clients = cost per client. Then compare that with what one client pays you.
The examples below use round, made-up numbers to show the method. Plug in real quotes when you compare platforms.
| Scenario | Monthly software cost | Active clients | Cost per client | Client pays you | Software share |
|---|---|---|---|---|---|
| New coach | 0 (free plan) | 3 | 0 | 100 | 0% |
| Growing coach | 60 | 12 | 5 | 100 | 5% |
| Tier edge | 90 | 16 | 5.63 | 100 | 5.6% |
| Full roster | 120 | 40 | 3 | 100 | 3% |
Two lessons from the maths:
- Cost per client falls as you fill a plan and rises right after a tier jump. Time upgrades for when you will fill the new tier quickly.
- Software is rarely the big cost. If one extra retained client pays for your whole plan, the tool that keeps clients longer is the cheaper one.
Want to check your own coaching prices while you are at it? Use our personal training pricing calculator and the guide to how to price personal training.
Hidden costs to check before you buy
The pricing page is only part of the bill. Ask about each of these:
- A separate CRM. If the platform has no lead pipeline, you pay for a CRM or lose leads to a spreadsheet.
- A separate nutrition app. If nutrition runs through another app, your clients juggle two apps and you manage two logins.
- Branded app fees. Some platforms charge extra, or require a top tier, for your branding.
- Payment processing cut. A percentage of every client payment adds up quickly as you grow.
- Integrations and automation. Automation tools are often an add-on or top-tier feature.
- Migration. Moving clients and programs yourself costs days of your time.
- Lock-in. If you cannot export your data, the real cost is the price of leaving.
Calculate your total cost of ownership
Use this short worksheet for each platform you are considering.
- Plan price for the roster you expect over the next 12 months, × 12: ____
- + Add-ons you would need for a year (CRM, nutrition app, branding, automation): ____
- + Payment processing fees you would pay through it in a year: ____
- + Hours to migrate × your hourly rate (one-off): ____
- = Real first-year cost. Divide by 12, then by your average active clients, for cost per client per month.
How BrixFit pricing works
BrixFit is coaching software and a CRM in one, so the lead pipeline, workouts, nutrition, check-ins and progress tracking come in the same plan, not as separate subscriptions.
- Free to start. For a limited time, the lead CRM is free with unlimited leads, and the free plan covers up to 3 active clients with the workout builder (1,500+ exercises), nutrition builder (10M+ foods), check-ins, the client app, and 5 AI lead briefs and 3 AI health reports a month. No credit card.
- Custom paid plans. Solo (for independent coaches) and Studio (for teams under one organisation) are priced around your roster, affordable rather than enterprise-priced, and billed in INR in India and USD elsewhere.
- No cut of your income. BrixFit never processes your client payments, so it takes no percentage. You collect payments your way and record them in BrixFit to track revenue.
- Migration included on eligible plans. The BrixFit team moves your clients and programs for free. See how switching works.
See the plans on the pricing page or start free.
Frequently asked questions
How much does personal trainer software cost?
It ranges from free plans for a few clients to monthly plans that grow with your roster and add-ons. Compare platforms by total monthly cost for your roster divided by active clients, then add hidden costs like a separate CRM, a branded app or payment fees.
What is the lowest-cost way to start with coaching software?
Start on a useful free plan and test it with real clients. BrixFit's free plan covers up to 3 active clients with workouts, nutrition, check-ins and the client app, and its lead CRM is free with unlimited leads for a limited time.
Is per-client pricing better than flat pricing?
Per-client pricing is fair while you grow steadily but jumps at each tier edge. Flat plans are easier to budget but can charge for features you do not use. Calculate cost per client for your real roster under each model.
What hidden costs should I watch for?
A separate CRM or nutrition app, fees for a branded app, a percentage cut of client payments, automation add-ons, the time it takes to migrate, and the cost of leaving if you cannot export your data.
Does BrixFit take a percentage of my client payments?
No. BrixFit never processes your client payments, so it takes no cut. You collect payments by your own method and record them in BrixFit to track revenue and renewals.
Build the business, not the admin
Lead forms, onboarding, workouts, nutrition, check-ins and revenue tracking in one place - so the hours go into coaching.