Running a Yoga Studio in Nepal: Billing and Reminders

A studio in Kathmandu, Pokhara or Biratnagar works with the same classes and mats as anywhere else, but the way members pay, the calendar they follow and the way they reply to messages are local. This article covers the practical points a Nepali studio should build into its records. It is about software and record keeping, and where a rule matters we point you to the official body to confirm it.

Passes and the Bikram Sambat calendar

Members read the date in BS. A pass that "ends on Poush 15" is clearer to them than an AD date. Software should show both, and reports should group by BS month. The fiscal year begins in Shrawan, so your annual figures for the accountant follow that cycle rather than January. Decide whether a monthly pass lasts thirty days or runs to the same date next BS month, and write it on the pass. The two are not always the same because BS months differ in length.

Payments in NPR

Members pay by cash, bank transfer or QR, and sometimes in parts. Record the payment mode on every receipt and total each mode at closing. A studio that takes advances for a workshop should post them against the event and show the balance on the member's screen. The software we configure records these amounts. A connection with a particular wallet or gateway is separate work, which we discuss only if you need it.

VAT and registration questions

Whether a studio must register for VAT, and whether fitness or yoga services are taxable, is a question for the Inland Revenue Department or your accountant. If you are registered, receipts can be configured with 13% VAT and numbered in sequence. If you are not registered, the same receipts work without VAT. Keep copies of every receipt and export them monthly for your accountant. Our VAT billing software page explains sequential billing in more detail.

WhatsApp reminders members actually read

In Nepal, WhatsApp and Viber messages get read faster than email, and a call still works for older members. A good class reminder is short:

• The member's name and the class name.
• Date in BS and AD, and the start time.
• The instructor and the room or address.
• What to do to cancel, with the cut-off time.

Send it the evening before. For passes, message three days before expiry with a plain offer to renew. Delivery depends on the WhatsApp or SMS sender you set up, and bulk sending has provider limits that we explain during the demo.

The festival and season rhythm

Attendance drops around Dashain and Tihar, picks up after, rises in the cold months and often falls during exam periods when students are busy. Look at last year's attendance by month and plan around it. Offer a short holiday freeze before Dashain, a morning batch for exam students and a workshop in the slower month. A system that stores attendance by class and date lets you see this pattern in a few clicks.

Instructors, rent and records

Many instructors in Nepal teach in more than one place or rent a room by the hour. Record each class against an instructor and a room so both the instructor pay and the room cost can be checked at month end. This helps you decide whether a late evening class actually earns more than it costs to run.

Keeping member information tidy

A studio holds phone numbers, addresses and sometimes emergency contacts. Give each staff member their own login, restrict who can export the list and never share the contact list in open groups. Check what consent you need for sending marketing messages, and keep a way for members to ask to stop receiving them.

The yoga and fitness studio software is designed to keep these local habits in one record. Next step: pick the three items above that your studio handles loosely today and message us on WhatsApp to see how they would look in the system.

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