So, you’ve just signed up your first coaching client (or you’re on the cusp of landing them), and you’re almost ready to take your first payment.
But wait, how do you do that?
And how do you make the whole process simple for your client and for you?
Getting paid shouldn’t be the hard part of running your coaching business. But with so many options available, choosing the right way to accept payments can feel overwhelming.
In this article, you’ll learn how to take payments in a few different ways. We’ll cover everything from simple payment processors to coaching-specific platforms, plus the common mistakes that can cost you time and money.
By the end, you’ll know exactly which payment solution makes sense for your business, and how to get it set up quickly.
Accepting Coaching Payments Online: What You Need to Know
Before looking into specific payment solutions, let’s cover the basics. To accept payments online, you need three things:
1. A business bank account. Keep your business finances separate from your personal bank account. Trust me, your accountant will thank you. Most banks offer business accounts with features designed for small businesses.
2. A payment processing platform. This is the service that securely processes credit cards and transfers money to your bank account.
3. A way to request payment from clients. This could be an invoice, a payment link, or a checkout page on your website.
The good news is, most modern payment processors handle all the technical details. They provide the payment gateway (the secure connection that processes transactions), handle security compliance, and deposit funds directly into your bank account.
Setting up online payments for your coaching business takes less than an hour with most platforms. Once it’s done, you can focus on what matters: helping your clients.
What Are Online Payments, and Why Do You Need a Payment Processor?
Online payments are payments you make or take online (like when you’re paying for goods on Amazon, etc.). And to do this, I’d advise using payment processors like Stripe or PayPal.
Many people have resistance to using a payment processor when it comes to payments (fees?! security?!). And while forking over a percentage for payment processors can be off-putting initially, taking payments this way is actually worth every penny for its speed and convenience. Both for you and your clients.
Yes, you could request bank transfers from clients, but these can take time or, in some cases, a few days to process (depending on your bank account). Plus, payment processors handle the complex security requirements for you, keeping client data safe while making transactions smooth and professional.
So, why wait when you can securely process payments and get paid within minutes?
Card Payments vs Bank Transfers for Coaches: Pros and Cons
While most coaches choose credit card processing over bank transfers for its simplicity, it’s worth understanding all your options so you can make an informed choice.
Credit and Debit Cards
Pros:
- Clients can pay instantly with major credit cards or debit cards
- Most people are comfortable with credit card payments
- Funds typically arrive in 1-3 business days
- Payment systems handle all security and compliance
- No need to share sensitive banking information
Cons:
- Processing fees (typically 2.9% + $0.30 per transaction)
- Occasional chargebacks or disputes
- Need a merchant account or payment processor
Bank Transfers (ACH)
Pros:
- Lower fees (often under 1%)
- Great for recurring payments or coaching packages
- Less risk of chargebacks
- Clients who prefer not to use debit cards appreciate this option
Cons:
- Takes 3-5 business days to process payments
- Clients need to share banking details
- Not all payment methods include this feature
- Can feel less convenient for one-time sessions
Most coaches find that accepting both payment methods gives clients flexibility while keeping things manageable. Start with major credit cards since that’s what most clients expect, then add bank transfers as your coaching business grows.
The key is making payment as frictionless as possible. The easier it is for clients to pay you, the more likely they’ll follow through with booking your services.
Popular Payment Processors for Coaches
Stripe
With Stripe, creating a new invoice to bill a client is quick and easy to set up. This platform has become one of the most popular payment processors because it integrates with popular coaching platforms and website builders seamlessly.
Stripe accepts all major credit cards and debit cards, processing payments professionally without requiring you to set up a separate merchant account. The platform handles billions in transactions annually, so you know it’s reliable.
Best of all? No monthly fees for basic features. You only pay when you make a sale (2.9% + $0.30 per transaction). Stripe also offers a Checkout option you can set up, allowing you to send the same checkout page to every client without creating a new invoice each time.
For coaches who want a clean, professional payment experience that works behind the scenes, Stripe delivers exactly that.
PayPal
PayPal is still one of the most recognized payment solutions on the market, which can work in your favor. Many clients already have accounts and trust the platform to accept payments securely.
While PayPal doesn’t require a separate merchant account, there’s one drawback: they sometimes hold large payments for weeks if they deem them suspicious. They also take transaction fees that can add up, especially for substantial coaching packages.
Still, PayPal offers excellent security and fraud protection. If something goes wrong, they have a strong track record of protecting both buyers and sellers. For online payments, their invoice system works well, though it’s not as streamlined as newer competitors.
PayPal works best for newer coaches or those with international clients who prefer this trusted payment method. Just be prepared for slightly higher fees (2.99% for invoices).
Square
Square started as a mobile payment processing solution but has evolved into an all-in-one platform ideal for any coaching business. What sets Square apart is its versatility: you can accept payments online, in person, or over the phone.
The platform handles credit card payments smoothly, with competitive rates (2.9% + $0.30 online, 2.6% + $0.10 in person). Square’s invoicing tools are particularly coach-friendly, allowing you to create professional invoices, track payment status, and send automatic reminders.
One of Square’s best features for coaches is its free appointment scheduling that connects directly to payment systems. Clients can book and pay in one seamless experience. Plus, if you ever run In-person workshops or events, Square’s mobile card readers make collecting payments simple.
Venmo Business
Venmo Business brings a familiar payment method to professional services. If your clients are millennials or Gen Z, they probably already use Venmo personally, making this an appealing option.
Unlike personal Venmo (which you should never use for business), Venmo Business is designed for accepting payments professionally. It handles debit cards and bank transfers with lower fees than most competitors (1.9% + $0.10).
Although Venmo has no monthly fees, it also has fewer business features. You won’t get full-featured invoicing or client management tools. Think of Venmo Business as a simple, social-friendly way to get paid. Perfect for coaches who want minimal complexity and work with younger clients.
Zelle
Zelle works differently from other payment methods because it operates directly through your bank account. Most major banks offer Zelle integration, meaning clients can process payments without downloading another app or creating new accounts.
The biggest advantage? Usually no fees at all. Money transfers directly between bank accounts, typically arriving within minutes. However, Zelle lacks business features: no invoicing, no payment tracking, no recurring payments.
For coaches who want the simplest possible payment option and don’t mind handling the business side separately, Zelle works well as a supplementary payment method. Just remember to track everything carefully for tax purposes.
Squarespace Scheduling
If you want to eliminate admin work, Squarespace Scheduling (formerly Acuity) connects directly to payment processors like Stripe and PayPal. This combination is particularly powerful for coaches.
Why? Because it’s easy to set up payment plans, something most processors don’t offer directly. Want clients to pay $500 per month for a $1500 coaching package? Squarespace Scheduling handles it automatically.
Their Growing tier costs just $23 per month (annual billing), which quickly pays for itself through the time you’ll save. The platform also tracks how many sessions each client has completed, eliminating manual record-keeping.
For coaches who want scheduling and payments working together, this is a great choice.
CoachAccountable
Unlike general payment solutions, CoachAccountable is built specifically for your coaching business. It combines client management, session notes, and payments in one platform.
The platform integrates with popular payment processors (Stripe and PayPal), so you’re not locked into their system. Clients can pay through a branded portal that feels professional and trustworthy. Monthly fees start at $20 for up to 5 clients, scaling as you grow.
What makes CoachAccountable special is how payments connect to your coaching workflow. You can set up packages, track session credits, send automatic payment reminders, with everything working together.
Practice
Practice (also known as Practice Better) stands out as a comprehensive payment processing platform designed for health and wellness professionals. This makes it perfect for coaches who need a reliable payment solution alongside client management.
You can accept payments through Stripe integration while managing everything from intake forms to session notes. The platform handles one-time payments, packages, and subscriptions with equal ease.
At $40+ per month, Practice costs more than basic processors, but you get what you pay for: HIPAA compliance (important for some coaches), automated invoicing, and a client portal that makes paying simple. If you’re serious about streamlining your coaching business, Practice delivers professional features that justify the investment.
QuickBooks Payments
If you already use QuickBooks for accounting, adding QuickBooks Payments creates a seamless financial workflow for your coaching business. This integration saves hours of bookkeeping since every transaction automatically appears in your accounting software.
QuickBooks Payments accepts all major credit cards and ACH bank transfers, with competitive rates (2.9% + $0.25 for invoiced payments). The real value comes from the automatic transaction recording, which means no more manual entry or reconciliation headaches.
The platform excels at recurring payments and client billing history. Send professional invoices with your branding, set up automatic payment reminders, and track exactly who owes what. For coaches managing multiple income streams or complex payment schedules, this level of organization is invaluable.
While QuickBooks has monthly fees starting at $20 (for the accounting software), the payment processing adds no additional monthly cost, so you only pay per transaction.
How to Automate Client Payments for Your Coaching Business
If you’ve been using manual payment collection up to now, you’ll know it can take up time and, sometimes, create awkward conversations. Automating the process is a better way get paid consistently. Here’s how to do it step by step.
1. Set up recurring payments for ongoing clients. Most payment processors offer this feature. It’s easy to set up and saves you from chasing payments each month. Your payment systems can automatically charge clients on a schedule you choose.
2. Use payment links in your coaching agreements. When clients sign contracts, include a link to process payments immediately. This creates momentum and reduces the chance of delayed payments.
3. Automate payment reminders. Good payment solutions send gentle nudges when cards expire or payments fail. Set these up once and let them run.
4. Create packages with built-in payment plans. Instead of invoicing after each session, offer bundles that clients pay for upfront or through automated installments.
5. Connect your scheduling to payments. When clients book sessions, request payment or a deposit immediately. This protects your time and makes sure they’re committed.
Can You Just Take Payment Through Your Website?
Yes, absolutely. But this will require you to have a little tech knowledge (if you don’t, it can be a steep learning curve).
Stripe, PayPal, and Squarespace/Acuity make it much less hassle.
But if you really want to take payments through your WordPress site, then I recommend installing the WP Simple Pay plugin, as it integrates with popular payment processors and provides a reliable payment gateway for coaching websites.
Common Payment Processing Mistakes to Avoid
Using Kajabi just for payments. If you’re already using this platform for other things like email marketing, then feel free to use it for taking payments. However, if you’re drawn to Kajabi simply as a payment processing solution, it’s overkill. You don’t need distractions when growing your coaching business.
Using personal Venmo. Please don’t use personal Venmo to accept payments. It’s against their terms of use and could land you in trouble. Plus, it doesn’t come across as professional. (Venmo Business is fine, though!)
Not having clear payment terms. Specify when payments are due, what happens with cancellations, and if you accept credit and debit cards. Put this in writing before you start working together.
Making payment too complicated. The more steps between your client deciding to work with you and paying you, the more likely they’ll abandon the process. Choose payment processors that make it simple.
Ignoring failed payments. Set up automatic notifications so you know immediately when a payment fails. The longer you wait to address it, the harder it becomes.
Making the Right Choice for Your Coaching Business
Every coaching business has different payment needs. Start simple with one of the payment processors that meets your basic requirements. You can always add payment solutions as your business grows.
Focus on making payment as easy as possible for your clients. When you remove payment friction, you remove one more barrier between your clients and the transformation you provide.
The right payment systems feel invisible. They just work. Your clients pay easily, you receive funds quickly, and everyone can focus on what matters: the coaching relationship.
Just Getting Started in Your Coaching Business?
Setting up online payments might feel technical, but it doesn’t have to be. Pick one payment processor from this guide and get it running this week. Your future clients are waiting to work with you, and don’t let payment setup be the thing that holds you back.
Need help with the tech side? You might check out my course, Website Kit for Coaches. It teaches coaches how to set up a simple website to attract their ideal client. And yes, how to add online payments too.
