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Use cases

One system, four very different days

GymKeeper began in climbing gyms and grew the parts a business needs around them: stock with real balances, invoicing that reaches accounting, a till that works when the queue is long. These are four shapes of business it fits, and what actually matters in each.

Climbing and bouldering gyms

The gym runs when nobody is at the desk

The original case, and the one the product is named for. A climbing gym sells time rather than goods: memberships, punch cards, courses, and the right to come in at six in the morning when the desk is empty.

  • Door access decides who gets in during unstaffed hours, with time-limited entry, premium passes and 24/7 access on GymKeeper doorservers.
  • Memberships and punch cards, including pauses, recurring invoicing and automatic card-on-file charging.
  • Digital waivers signed before the first visit, so nobody is filling in paper at the door.
  • Courses and clinics with registration, payment and cancellation handled in the same place as everything else.
  • Unlimited gyms, users and devices — the bill follows turnover, not seats, so a second location does not change the licence.

Unstaffed hours are the cheapest capacity a gym can add: the room exists, the walls are set, and the marginal cost of an early climber is close to nothing.

Stock, invoicing and a till

A business that sells things and bills for them

Nothing here is climbing-specific. A shop, a workshop, an importer — anyone who has to know what is on the shelf, get an invoice to a customer and take money over a counter.

  • Product inventory with unlimited variants, per-variant pricing, multiple price groups, reseller listings and several warehouse locations.
  • Stocktaking with handheld devices — a thousand products and their balances in a day — plus warehouse shelf support.
  • Transfer orders to move stock between locations, and purchase orders that add balances when the goods arrive and print product labels as you receive them.
  • Sales invoices: recurring, instalment, sent by e-mail, e-invoice (B2B and B2C) or paper post.
  • Accounting integrations built in — Procountor, Netvisor, Fennoa, VismaNova, Dynamics NAV and Accountor.

The purchase order helper suggests what to reorder and how much, from what has actually been selling.

Cafeteria

Mostly a till, and it has to be quick

A cafeteria needs a fraction of the system, and needs that fraction to be fast. Lunch is an hour long and the queue does not wait for software.

  • Integrated payment terminals — NETS across Scandinavia, others by arrangement — so the card amount is never typed in by hand.
  • Receipt printing on Star TSP-100 Eco and Epson printers, supported out of the box.
  • Park a sale: somebody who forgot the pastry does not hold up the six people behind them.
  • Product balances by variant and location, so a kitchen count means something.
  • Gift vouchers and as many payment methods as you need, including Finnish wellness benefits.

The rest of the system is there when you want it and out of the way when you do not — the same licence, whether you use one module or all of them.

Sales orders at volume

From quote, to order, to invoice, to paid

Some businesses live in sales orders: dozens a week, each becoming an invoice, each invoice waiting on a customer who pays in thirty days. The work is in the handover between those steps.

  • Quotes turn into sales orders, and sales orders convert straight into invoices — each order into its own invoice, with the order marked so it cannot be billed twice.
  • Marking an order delivered moves the warehouse balances, and notifies the customer by e-mail if they opted in.
  • Invoices can go to factoring services — Svea, Lähirahoitus and others — so the money does not wait on the payment term.
  • Payments come back automatically from the bank through the accounting integration and settle against the right invoice.
  • Purchase orders forecast what you owe, against invoices that forecast what you are owed.

Where a business is really an invoicing operation with a product attached, this is the path that has to be dull and reliable.

Most businesses are one and a half of these. Tell us what your day looks like and we will tell you honestly which parts you would use and which you would not.

Ready to start the journey with Gymkeeper?

We enable you to run your gym smoothly.

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No card required · No contract · Unlimited users, devices and gyms