Scheduling, billing and payouts for businesses that place freelance fitness instructors into gyms. Schedule the class once. Invoice the gym, pay the instructor and see your margin, automatically.
Running in production today:
You have a roster of freelance instructors. You have gyms that need them on the timetable every week. You bill the gym per class, you pay the instructor per class, and you keep the difference.
Simple on paper. In practice, every class has two prices and two tax treatments, and no gym software connects them.
Schedule the people. Stop at the timesheet.
Bill the client. Know nothing about who did the work.
Manage the gym's members. Ignore the supplier side.
So the real system is a spreadsheet, rebuilt by hand every month. Brucely replaces that spreadsheet.
Set up a weekly class once. Brucely keeps the timetable filled, checks instructor availability and flags clashes before they happen.
Classes move from scheduled to taught on their own. When an instructor needs cover, the substitute is tracked and paid correctly.
The gym invoice, every instructor payout and your margin are calculated from the classes actually taught. No reconciling.
What the gym pays. What the instructor earns. What a partner studio has agreed. Brucely resolves all three for every single class and derives revenue, cost and margin from them.
Freelancer tax is built in, not bolted on. Brucely applies withholding and VAT in the correct order, consistently, with individual settings for each instructor, because no two are the same.
Portuguese VAT, IRS withholding and recibos verdes, handled out of the box.
Some instructors would rather contract through their own studio or small company. Brucely supports that without changing how you operate.
One rate, one payable, margin calculated against what you agreed.
Classes taught, what they are owed, and payroll for their own instructors.
Partners never see what the gym pays you.
Timetables, gym lists and gym invoices stay exactly the same. The split is financial only.
SmartWithUs supplies group-fitness instructors to a national Portuguese gym chain. They replaced their spreadsheet with Brucely, and it now produces their monthly client invoice and their entire instructor payout run.
Snapshot, September 2026.
| Spreadsheets | Rostering tools | Accounting tools | Gym software | Brucely | |
|---|---|---|---|---|---|
| Recurring scheduling | Manual | Yes | No | Yes | ✓ Yes |
| Gym billing per class | Manual | No | Yes | No | ✓ Yes |
| Instructor payouts with withholding | Manual | No | Partial | No | ✓ Yes |
| Margin per gym | Manual | No | No | No | ✓ Yes |
| Built for instructor agencies | - | No | No | No | ✓ Yes |
You pay for instructors who taught at least one class that month. Gyms, admins and inactive instructors are free.
For agencies getting off the spreadsheet.
For agencies running several gyms every week.
For national operators and gym chains.
See Brucely running on a real instructor agency. We will walk you through timetables, gym billing and instructor payouts with your own numbers.