The fridge by the desk and the shelf of protein tubs bring in real money, but in many gyms they are run on trust. A shake is taken "on account", nobody writes it down, and at the end of the month the stock count does not match anything. Product sales also tend to live outside the gym software, so the owner never sees whether the supplement corner actually makes a profit.
GymLeb's point of sale puts product sales in the same system as memberships. This guide covers products and stock, selling at the desk with or without a scanner, selling on credit to members, and printing receipts.
Set up your products
Under Products you add each item with a name, an image, a price in USD or LBP, and the starting stock. Two optional fields pay off later:
- Product Code: the barcode on the package. With a scanner, this is what makes selling a one-second job.
- Cost per unit: what the item costs you. With it, the reports can show profit per product, not just sales.
When you buy new stock, Add stock records it, and you can tick the option to record the cost as an expense at the same time. The stock page keeps a history of starting stock, stock-ups and removals, so a missing box of bars has a trail. If you run more than one gym, stock can be transferred between locations.
You can also set percentage discounts on products, and choose whether a product appears on your gym's public page.
Selling at the desk
Under Point of Sale, New sale opens the product sale form: product, quantity, optional discount, date, notes, payment method (cash, Whish, OMT, or a mix) and, optionally, the member who is buying. Saving records the income and reduces the stock in one step.
The same screen has an Other Income tab for money that is not a product: a locker rental, a towel fee, an event ticket. It keeps those amounts out of the "miscellaneous" pile and inside your reports.
Faster with a barcode scanner
Any USB or Bluetooth barcode scanner works with GymLeb. You do not need to open a special page: scan a product anywhere in the dashboard and a Confirm sale dialog opens with the product, its price and the stock left. Scan the same item again to add one more. Choose the member if there is one, pick the payment method and press Enter.
If the code is not known yet, GymLeb offers to assign it to an existing product or to create a new product with the code already filled in. After a week, every item on your shelf has its code and the desk stops typing product names.
One sale is one product with a quantity. For a member buying a shake and a bar, that is two quick scans and two sales.
Selling on credit: pay later
Members often say "put it on my account". In GymLeb that is an honest option: link the sale to the member and tick Will Pay Later. The sale shows as unpaid in Transactions and in the member's unpaid items, next to any unpaid membership, so the desk sees the full balance when the member comes in. When they pay, it is settled from the same unpaid list described in our partial payments guide.
On the member's page, the Payment History tab has a Products list with everything they bought, its status and the payment method.
Printing receipts: A4 or 80mm
Some members want a receipt, and some gyms want one in every sale. Every payment can be printed with Print receipt. The receipt includes a receipt number, the customer (or "Walk-in customer"), items with quantity, unit price and discount, the total, paid and remaining amounts, each payment with its method and who received it, and a status stamp.
Under Gym Settings, Business, Receipts, choose the receipt format for your gym:
- A4 page with the gym letterhead, for a normal office printer.
- 80mm receipt printer (till roll), for a small thermal printer at the desk.
Printing goes through the browser's print dialog, so any printer your computer can print to will work, and "Save as PDF" is there when you want to send the receipt instead. Chrome remembers the paper size per printer, so you set it once.
If your desk prints for every sale, tick Print the receipt after saving on the sale form. GymLeb remembers that choice on that computer, and it applies to membership, PT and product sales alike.
Know whether the shelf makes money
Because sales, stock costs and expenses are in one place, the Revenue & Expense Breakdown report shows product sales, their cost and the profit. Many owners find that a few products carry the whole shelf, and others just tie up cash. That is a decision you can only make with the numbers.
Tips for the product corner
- Enter cost per unit for every product. Sales without costs only tell half the story.
- Scan, do not type. Assign codes as products come through the scanner the first time.
- Use pay later only with a member selected. An anonymous "on account" sale is a sale you will never collect.
- Count stock monthly and record removals for expired or damaged items, so the stock history stays true.
- Prices in LBP? You can price products in lira and still report in dollars; see the USD and LBP guide.
The point of sale, products, stock and receipts are included in every GymLeb plan. See the pricing page, or the POS entry in the glossary for a quick definition.
- Payments
- Point of sale
- Barcode scanner