How to set up recurring billing for monthly memberships and retainers

If you run a gym, yoga studio, consultancy, or any business where clients pay a fixed amount every month, you already know the problem: chasing payments is exhausting, embarrassing, and takes time you don't have. Recurring billing in Klynto removes the chase entirely. Once set up, invoices go out automatically, payments come in, and you get a notification. That's it.

This guide walks you through the full setup — from creating your first billing plan to handling edge cases like paused memberships and mid-cycle changes.

Step 1 — Create a billing plan

Go to Billing → Plans and click New Plan. Give it a name (e.g. 'Monthly Membership — Standard'), set the amount, and choose the billing cycle: weekly, monthly, or custom interval. You can create as many plans as you need — a basic tier, a premium tier, a retainer rate for long-term clients.

Add a description to the plan — it appears on the invoice your client receives. Keep it specific: 'Monthly wellness membership — includes 2 personal training sessions and unlimited class access' is better than just 'Membership'.

Step 2 — Assign clients to a plan

Open a customer record and go to the Billing tab. Click Assign Plan, choose the plan, set the start date, and optionally set an end date if it's a fixed-term contract. Klynto will generate the first invoice on the start date and every billing cycle after that automatically.

You can assign multiple clients to the same plan in bulk from the Customers list — filter by tag or segment, select all, and assign. Useful if you're migrating an existing membership list.

Step 3 — Configure invoice delivery

In Settings → Billing, choose when invoices are sent: on the billing date, or X days before. Sending a few days early gives clients time to prepare payment and reduces late payments. Set the due date window — most service businesses use 7 days.

Enable automatic reminders for unpaid invoices: send a reminder 3 days before due, on the due date, and 2 days after if still unpaid. Klynto sends these automatically — you never have to write a 'just following up' message again.

Handling pauses, cancellations, and mid-cycle changes

Life happens. A client travels for two months and wants to pause their membership. Open their record, go to the Billing tab, and click Pause Plan. Set the pause period. Klynto skips invoicing during that window and resumes automatically on the date you set.

For mid-cycle upgrades or downgrades, use the Change Plan option. You can prorate the current billing period automatically so the client is only charged for what they've used on the old plan and what they'll use on the new one. No manual calculations.

Tracking recurring revenue health

The Recurring Revenue report (under Reports → Billing) gives you a month-by-month view of your MRR — how much is coming in reliably, how many active subscriptions you have, and your churn rate. For any business with recurring revenue, this is the number that matters most. Klynto calculates it automatically as clients are added, paused, or cancelled.

Once recurring billing is running, most operators say the same thing: they had no idea how much time they were wasting on follow-ups until they stopped doing them. Set it up once, let it run, and spend that time on your clients instead.