How to take payments as a personal trainer
Quick answer: put your regular clients on automatic monthly payments by card or direct debit, take payment upfront for packages, and use payment links for one-off sessions. Check if your coaching app has payments built in before adding a separate tool.
Chasing money is the least enjoyable part of being a personal trainer. The good news is that, set up properly, payments can run almost entirely on their own.
The four main ways to take payment
| Method | Best for | Watch out for |
|---|---|---|
| Recurring card payments | Monthly online and in-person clients | Expired or declined cards, so turn on automatic retries |
| Direct debit | Long-term monthly clients, where available | Slower setup and payout than card payments |
| Payment links | One-off sessions, packages, consultations | Clients have to remember to pay each time |
| Card reader | Paying in person at the gym | Hardware cost and remembering to take it with you |
Bank transfers and cash still work, but they're the hardest to track and the easiest for clients to forget.
Choose how you charge first
- Monthly membership: a set number of sessions or ongoing online coaching for a fixed monthly fee. Predictable income, and clients stay committed.
- Packages: a block of sessions paid upfront, such as 10 sessions. Good for new clients who aren't ready to commit monthly.
- Pay as you go: per session. Simple, but the least reliable income.
Most trainers make monthly the main option and keep packages for people who want to try it first.
How to set up automatic payments
- Check your coaching app. If it takes payments, use it. Billing and client access stay in one place, and access can pause automatically if a payment fails.
- If not, use a payment processor such as Stripe or PayPal to create a subscription for each of your prices.
- Send new clients a payment link as part of onboarding, so they pay before their first session.
- Turn on failed-payment emails and retries, so a declined card gets fixed without you having to ask.
How to stop chasing late payers
- Take payment before sessions, not after.
- Have a written cancellation policy, for example 24 hours' notice or the session is charged, and get clients to agree to it when they sign up.
- Automate reminders rather than sending awkward messages yourself.
- Pause access, not the relationship. If a payment fails, pausing app access until it's fixed is clearer than a difficult conversation.
Keep records for tax
Whichever method you use, keep a record of every payment and any processing fees. Most payment tools let you export a monthly report. Tax rules differ by country, so check with an accountant or your local tax office about what you need to keep.
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FAQs
What's the best way for a personal trainer to take payments?
For ongoing clients, automatic recurring payments by card or direct debit are best, because you don't have to chase anyone. Use payment links or card readers for one-off sessions and packages.
Should personal trainers charge monthly or per session?
Monthly memberships give you predictable income and keep clients committed. Pay-per-session suits occasional clients. Many trainers offer both, with monthly as the main option.
Should I take payment before or after a session?
Before. Upfront payment for packages and memberships, plus a clear cancellation policy, cuts no-shows and late payments.
Do I need special software to take payments?
Not necessarily. Many coaching apps have payments built in. If yours doesn't, a payment processor such as Stripe or PayPal lets you set up subscriptions and payment links.
Reviewed by Dan Salcumbe
Expert Advisor · Level 3 Personal Trainer
Dan has 15 years in the fitness industry and founded the Institute of Personal Trainers and My Personal Trainer Website. He checks every guide on this site for accuracy. About our team