A complete 2026 gym startup budget template — 140 line items across 8 categories. Designed to be copied into your own spreadsheet. Use the typical-range columns as starting points; replace with your actual quotes as you collect them.
How to use this template:
1. Select all (Cmd-A / Ctrl-A) → copy → paste into Google Sheets or Excel.
2. The template pastes as structured rows; format columns as currency.
3. Replace the "Typical range" column with your actual quotes as you collect them.
4. Add a "Total" cell at the bottom of each category and a grand total at the bottom of the sheet.
5. Use the interactive calculator for a quick estimate; use this template to build your actual working budget.
| Line item | Notes | Typical range |
|---|---|---|
| Security deposit | 2-3 months rent typical | $10K-$50K |
| First month rent | Pro-rated in some cases | $3K-$25K |
| Last month rent | Often required at signing | $3K-$25K |
| Lease commission (if broker) | Usually landlord pays | $0-$15K |
| Lease legal review | Highly recommended | $1K-$4K |
| Architect / space planner | Required for permits | $3K-$25K |
| Permit fees | Varies by jurisdiction | $1K-$15K |
| General contractor | Largest buildout line item | $15K-$400K |
| HVAC (gyms have unique needs) | Often biggest single buildout cost | $5K-$80K |
| Plumbing (showers, bathrooms) | Showers add substantial cost | $3K-$80K |
| Electrical | Gym lighting + outlets + AV | $5K-$40K |
| Flooring (rubber, turf, hardwood) | $3-$8/sq ft typical | $5K-$60K |
| Mirrors | Major aesthetic line item | $2K-$15K |
| Lighting fixtures | Beyond electrical install | $2K-$15K |
| Sound system | Quality matters for boutique | $2K-$20K |
| Paint & finishes | — | $2K-$15K |
| Storage / back-of-house | — | $1K-$8K |
| Reception desk & furniture | — | $1K-$10K |
| Locker room buildout | If included | $5K-$60K |
| Signage (interior + exterior) | — | $2K-$20K |
| Security system | Cameras + access control | $2K-$15K |
| Contingency on buildout (10-20%) | Always add this | varies |
| Line item | Notes | Typical range |
|---|---|---|
| Treadmills | $3K-$8K each commercial-grade | $0-$80K |
| Stationary bikes | $1.5K-$4K each | $0-$50K |
| Rowers (Concept2 standard) | $1.1K each | $0-$15K |
| Ellipticals / stair climbers | — | $0-$40K |
| Assault bikes / ski ergs | $1K-$2.5K each | $0-$15K |
| Squat racks / power racks | $1K-$5K each | $0-$25K |
| Pull-up rigs / wall systems | — | $2K-$20K |
| Benches (flat, incline, adjustable) | — | $1K-$8K |
| Olympic barbells | $200-$800 each | $1K-$10K |
| Bumper plates | — | $2K-$15K |
| Iron plates / weight tree | — | $1K-$8K |
| Dumbbells (full set) | Major expense for full set | $3K-$25K |
| Kettlebells | — | $1K-$5K |
| Cable machines / functional trainers | $2K-$8K each | $0-$30K |
| Pin-loaded selectorized machines | — | $0-$80K |
| Reformers (Pilates studios only) | $3K-$8K each | $0-$140K |
| Spin bikes (cycling studios) | $2K-$4K each | $0-$160K |
| Yoga props (blocks, straps, bolsters) | — | $0-$3K |
| Barre + barre studio props | — | $0-$5K |
| TRX / suspension trainers | — | $0-$5K |
| Mats, balls, bands, rollers | — | $1K-$8K |
| Boxing equipment (if applicable) | — | $0-$15K |
| Member-facing tech (heart rate, screens) | — | $0-$50K |
| Tool kit + maintenance equipment | — | $500-$3K |
| Cleaning supplies + initial stock | — | $300-$2K |
| Water dispensers / hydration | — | $500-$3K |
| Equipment installation | Often required for big pieces | $500-$5K |
| Equipment delivery / freight | — | $500-$5K |
| Line item | Notes | Typical range |
|---|---|---|
| LLC / S-Corp formation | Filing fees + legal | $500-$2K |
| Federal EIN | Free directly with IRS | $0 |
| State business registration | — | $100-$1K |
| Local business license | — | $100-$2K |
| Building permits | — | $1K-$15K |
| Health & safety permits | — | $500-$3K |
| Fire department inspection / permits | — | $200-$2K |
| Liability insurance (Year 1) | — | $2K-$8K |
| Property insurance (Year 1) | — | $1K-$5K |
| Workers comp (per state) | — | $1K-$10K |
| Disability insurance (some states) | — | $500-$3K |
| Music licensing (ASCAP/BMI/SESAC) | $1K-$2K each typical | $1K-$4K |
| Franchise fee (if applicable) | CrossFit: $3K/yr; major franchises vary | $0-$60K |
| Trademark / brand legal (optional) | — | $1K-$5K |
| Line item | Notes | Typical range |
|---|---|---|
| Gym CRM / management system | MindBody, Glofox, Pike13, Zen Planner | $2K-$8K/yr |
| AI agent platform | fitagentic.ai: lead nurture, retention, member coaching | $3K-$12K/yr |
| Payment processing setup | Plus 2.9% + 30¢ per txn | $0-$500 |
| POS hardware (if retail) | — | $0-$3K |
| Door access / check-in system | — | $500-$5K |
| WiFi setup + commercial-grade router | — | $300-$2K |
| Computers / tablets for front desk | — | $1K-$5K |
| Member-facing app (if separate from CRM) | — | $0-$5K/yr |
| Email service (likely bundled w/ CRM) | — | $0-$2K/yr |
| SMS service (likely w/ AI agent) | — | $0-$1K + per-message |
| Accounting software (QuickBooks etc) | — | $300-$1K/yr |
| Payroll software (if W-2 staff) | — | $0-$1K/yr |
| Website hosting + domain | — | $200-$1K/yr |
| Scheduling software (if separate) | — | $0-$2K/yr |
| Programming software (CrossFit, PT) | SugarWOD, TrueCoach, Trainerize | $0-$3K/yr |
| Video / streaming (if remote offerings) | — | $0-$5K/yr |
| Line item | Notes | Typical range |
|---|---|---|
| Staff recruiting / job postings | — | $200-$2K |
| Background checks | Per hire | $50-$300/each |
| Coach / instructor onboarding pay | Pre-launch hours | $1K-$15K |
| Front-desk training time (if applicable) | — | $500-$5K |
| Coach certifications (if reimbursed) | — | $0-$5K |
| Staff uniforms / dress code | — | $300-$2K |
| Owner training (franchise required) | — | $0-$10K |
| Mentor / coach for owner | Highly recommended for first-time owners | $0-$10K |
| Operating procedures / SOP development | — | $0-$5K |
| AI agent platform training | Usually included w/ platform | $0-$2K |
| Soft-launch period staff hours | Pre-grand-opening | $1K-$10K |
| Misc HR setup | — | $300-$2K |
| Line item | Notes | Typical range |
|---|---|---|
| Logo / brand identity design | — | $1K-$8K |
| Brand guidelines / style guide | — | $500-$5K |
| Website design + build | — | $1K-$15K |
| Professional photography | Space + members + classes | $1K-$8K |
| Video production | — | $1K-$15K |
| Pre-launch paid ads (Meta, Google) | — | $5K-$25K |
| Print collateral (flyers, brochures) | — | $300-$3K |
| Local print / billboard advertising | — | $0-$10K |
| Direct mail (neighborhood) | — | $500-$5K |
| Launch event(s) | Open house, founding member event | $1K-$10K |
| Founding member promotional pricing | Opportunity cost | $2K-$20K |
| Influencer / community partnerships | — | $500-$10K |
| PR / press kit | — | $0-$5K |
| Google Business Profile setup | Free directly | $0 |
| Social media accounts + initial content | — | $300-$3K |
| Email marketing setup (segmentation, flows) | — | $0-$3K |
| Referral program setup | — | $0-$2K |
| Pre-launch lead magnet (intro offer) | — | $200-$2K |
| Line item | Notes | Typical range |
|---|---|---|
| Rent (monthly × reserve months) | Largest single line typically | varies |
| Utilities (electric, water, gas) | $800-$3K/mo for typical gym | $5K-$20K |
| Internet | — | $300-$1.5K |
| Owner salary (modest, even nominal) | — | $0-$60K |
| Front-desk / admin staff (if applicable) | — | $0-$50K |
| Coach / instructor pay | Per-class typical | $5K-$50K |
| Personal trainer commissions | If on-staff | $0-$30K |
| Software subscriptions (monthly portion) | — | $3K-$12K |
| Ongoing paid ads | — | $5K-$30K |
| Cleaning service | — | $1K-$10K |
| Maintenance / repairs (equipment) | — | $500-$5K |
| Equipment financing payments | — | $5K-$30K |
| Insurance (pro-rated) | — | $2K-$10K |
| Music licensing (pro-rated) | — | $500-$2K |
| Accounting / bookkeeping | — | $1K-$5K |
| Legal (ongoing) | — | $500-$3K |
| Office supplies / consumables | — | $500-$3K |
| Banking / merchant fees | — | $500-$3K |
| Towel service / laundry | If you provide towels | $0-$8K |
| Member gifts / referral rewards | — | $500-$5K |
| Owner training / continuing education | — | $0-$5K |
| Personal owner expenses (lost wages bridge) | Often the biggest hidden line | varies |
| Line item | Notes | Typical range |
|---|---|---|
| Buildout cost overruns | Almost always happens | 10-20% of buildout |
| Permit delays (additional rent) | — | 1-2 months rent |
| Equipment delivery delays / replacements | — | 5% of equipment |
| Pre-launch marketing overrun | — | 10-20% of marketing |
| Membership ramp slower than expected | Most common failure cause | 2-4 months ext WC |
| Unexpected legal / professional fees | — | $1K-$10K |
| Equipment repairs in first 6 months | — | $500-$5K |
| Vendor surprises / hidden costs | Trust nobody's quote at face value | $1K-$10K |
The cost math above assumes AI agents handle lead nurture, no-show recovery, member retention monitoring, and member-facing coaching. Here is what that looks like in practice — the workflows fitagentic.ai is purpose-built for.