Coaching software cost calculator

How the calculator prices a roster

For each platform the calculator uses only numbers the vendor has actually published: a plan that covers a set number of clients at a fixed price, plus a per-extra-client rate where one is stated. Nothing between two published points is guessed.

That matters most where a ladder has gaps.

• TrueCoach publishes plans up to 50 clients and nothing above, so a roster of 75 shows as not published, exactly as its own page leaves larger rosters to a sales conversation.
• Hevy Coach runs nine tiers from $25 to $700 a month, but only the first is reproduced here, so a roster of 50 shows as not published rather than being priced at a tier it may not sit in.

Saying nothing is published is more honest than smoothing a curve through two distant points and presenting the result as a quote.

Why a feature filter changes the ranking

A plan price only means something once you know what it includes. The thirteen toggles cover the features that decide a platform rather than merely cost extra, from charging clients in-app to shipping a white-label app under your own name.

Switch one on and every platform is repriced on the cheapest plan that genuinely includes it, with any published add-on added. Platforms that do not offer it are ruled out with the reason, rather than quietly dropping off the list.

The ranking moves a long way when you do that. At 30 clients:

• Nothing selected. Scraler Plus leads at $49 and FitBudd Pro is eighth of the ten priced platforms at $99.
• In-app payments. Everfit climbs to $84 and Trainerize to $89, because both sell payments as a monthly add-on. Hevy Coach is ruled out: clients pay it nothing and it has no billing feature at any tier.
• Your own store listing. Kahunas $99 and Scraler $109 lead, FitBudd follows at $169 plus a $75 setup fee, Trainerize jumps to its $275 Studio Plus plan, and six platforms drop out entirely.

A branded app and your own listing are not the same thing

They are separate toggles because vendors blur them and the gap is expensive.

• Trainerize sells a branded app for $169 one-time on Pro, but it lives on the shared Trainerize Apple listing, so clients find it inside Trainerize. Your own listings need Studio.
• Everfit includes your logo and colours on Pro at no charge, and reserves a real store listing for Enterprise, by quote.
• My PT Hub charges EUR 95 one-time for the branded app and EUR 145 a month for the listing.
• Kahunas bundles both into one plan price. Scraler puts your logo and colours in the client app on every plan and reserves only the own-name listing for its top tier.

Asking for the wrong one of those two is how a trainer ends up paying for branding they cannot put their name on.

Why the advertised price is rarely what you pay

Most pricing pages default to annual billing and show the monthly equivalent in small print, so the first number you see is not the invoice unless you pay a year up front.

• Trainerize headlines $9, $23 and $248 a month paid annually, against $10, $25 and $275 monthly.
• TrueCoach shows $26.34 a month annual against $29.98 monthly on Starter.
• My PT Hub opens on "Annual paid monthly" by default, so the flexible price takes an extra click.

This calculator always uses the monthly, no-commitment price, because that is the number a trainer can walk away from.

The plan price is rarely the full bill either. Everfit charges from $39 a month for meal plans and from $9 for payments. Trainerize adds $10 a month for Stripe payments plus $169 one-time for a branded app. TrueCoach takes 5 percent of every invoice and CoachRx 2 percent on top of Stripe. None of it is in the advertised price.

Cost per client is the number that matters

A monthly total on its own does not tell you whether a platform is a good deal, because plans cover wildly different roster sizes for a similar-looking price.

Dividing the monthly cost by the clients it covers is the fairer comparison, and it usually runs opposite to the plan price: the platforms that look expensive at a small roster often become the cheapest per client once the roster reaches a flat or unlimited tier.

The chart below works this out at 30 and at 100 clients, drawn from the same data the calculator uses, so the two can never disagree. Watch the order change between the two series.

Where each pricing model wins

Four models are in play here, and each one wins at a different roster size. The online coaching platforms guide covers how each platform feels to use; this is purely what they cost.

Flat and unlimited

Kahunas Ultimate is $99 a month for any number of clients, My PT Hub Premium EUR 59. Both are the cheapest option on this page once a roster clears their entry point, and both stop rewarding growth after that, because the price never moves again.

Client bands

Scraler, Trainerize and Everfit fix the price within a range and step up at thresholds. Efficient inside a band, since the fortieth client on a 50-client plan costs nothing extra. Punishing at the edge: at 51 clients on a 50-client plan you pay the full jump for that one person.

Per seat, no declining rate

Coachway is the most honest about cost scaling with clients and the least forgiving at volume: EUR 69 for 5 clients plus EUR 9 each after that is EUR 294 at 30 clients and EUR 924 at 100. It suits a very small roster and stops making sense well before 30.

Base plus declining overage

PT Distinction, FitBudd and CoachRx Enterprise sit between the two. A lower entry price than flat unlimited, a per-client rate that falls on each higher tier, but no ceiling, so the bill keeps climbing with the roster.

What the calculator does not include

This compares software subscriptions, not the full cost of running a coaching business. Three things sit outside the numbers.

• Payment fees. Separate from the platform fee on every vendor here that takes payments, and several add their own cut on top of the card processor: TrueCoach 5 percent, CoachRx 2 percent, Coachway 2.4 percent.
• One-time setup fees. FitBudd charges $75 on Super Pro, Trainerize $169 for its branded app, My PT Hub EUR 95. None are folded into the monthly figures.
• Currency. My PT Hub and Coachway publish in EUR and are shown as published. A converted figure would drift with the exchange rate and stop matching their own pages.

The white-label app has its own costs

Apple requires a $99-a-year developer account, and on platforms including Scraler it has to be the trainer's own, because Apple does not let one shared account publish templated apps for many businesses. FitBudd also requires a DUNS number.

Android differs: Scraler publishes branded Android apps under its own Google Play Console, so the trainer pays Google nothing for that side.