How to collect gym fees on UPI: QR codes, payment links and what to do about AutoPay
By the Jimwala team · Updated · 6 min read
Your members already know how to pay on UPI. The trouble for a gym is everything after the payment: which member paid, for which invoice, how much is still pending, and what to do when someone says "I already paid". This guide covers how to collect fees on UPI without the confusion.
Three ways to collect on UPI
- A QR code at the desk. Members scan it, type the amount and pay. It is simple, but the member types the amount and you have to match the payment to them later.
- Your UPI ID on WhatsApp. Fine for one-off payments, but again the member enters the amount and a mistake is easy.
- A payment link with the amount filled in. The member taps it, their UPI app opens with your UPI ID, the exact amount and a note, and they only have to confirm. This is the cleanest for fees.
Why a link with the amount filled in works better
Most wrong or short payments come from typing the amount. A link removes that. It also carries a note such as the invoice number, so when the money arrives in your bank statement you can tell what it was for.
Match every payment to a member and an invoice
Money sent to your UPI ID does not tell your software anything. Somebody has to note it down. Do it the same day: open the member, choose UPI, enter the amount and the transaction reference (the UTR or UPI reference number). A reference makes any later argument easy to settle.
What to do when a member says "I already paid"
- Ask for the screenshot with the UPI reference number
- Search your bank or UPI app for that reference or amount
- If it is there, record it against their invoice with the reference
- If it is not there, the payment may have failed or gone to another ID. UPI apps usually refund failed debits automatically within a few days
Part payments and "I will pay on Saturday"
Record the part payment and leave the invoice open with the balance. When you send the next link, it should ask for the amount still left, not the full fee again. A good system does this for you.
When a payment gateway like Razorpay is worth it
A gateway marks payments as paid automatically, because it can see them. That saves the manual step and helps when you have many payments a day. The trade-offs: you need an account that passes the gateway's KYC checks, and the gateway charges a fee on each payment. Many small gyms start with plain UPI and add a gateway later.
What about UPI AutoPay?
UPI AutoPay lets a customer approve a recurring payment once, and the amount is then debited on schedule. According to NPCI, the customer gets a pre-debit notification at least 24 hours before each debit, and the usual limit for everyday subscriptions is Rs 15,000 per transaction. Gym fees are well under that.
The catch is that each member has to set up the mandate, and the gym needs a provider that supports it. It suits long-term members better than someone who joins for a month. Jimwala does not set up AutoPay mandates today.
Set it up in Jimwala in two minutes
- Open Settings, then Online payments, and add your UPI ID
- On the Dues page, tap WhatsApp next to a member: the chat opens with the amount and the payment link typed
- The member pays from any UPI app
- When the money reaches your bank, tap Mark paid. The receipt is ready to send
Jimwala does not connect to a payment gateway for your members' fees. Payments go straight to your UPI ID and you tap Mark paid, so there is nothing else to set up.