Coaching Payment Processing

Coaching Payment Processing | Simple Solutions for Coaches & Consultants

Get Paid Faster, Automate Billing, and Focus on Your Clients

Coastal Pay’s coaching payment processing is built for the unique needs of coaches, consultants, and professional advisors. Accept all payment types (credit cards, debit cards, digital wallets, ACH), automate recurring session billing, process package payments seamlessly, handle client retainers efficiently, integrate with your coaching software, and reduce processing costs by 25-40% with transparent interchange-plus pricing.

Why Coaches Choose Coastal Pay:

Recurring billing for ongoing coaching relationships
Package payment processing (5-session, 10-session bundles)
Client payment portal for self-service
Secure card-on-file with PCI-compliant tokenization
Mobile payment acceptance for in-person sessions
Coaching platform integration (Practice Better, Coach Accountable, Satori)
Simple pricing with no hidden fees
24/7 support that understands coaching businesses

Why Coaching Payment Processing is Different

Coaches have unique payment needs that generic processors don’t address effectively.

Coaching Business Payment Challenges

Recurring client relationships:

Weekly or bi-weekly sessions
Monthly retainer agreements
Ongoing coaching programs (3-12 months)
Automatic billing convenience
Subscription-based coaching
Long-term client value

Package and bundle pricing:

5-session packages
10-session packages
3-month programs
6-month transformations
Annual coaching agreements
VIP day rates
Workshop series

Session-based billing:

Pay-per-session clients
Hourly coaching rates
Pay-after-session processing
Last-minute session bookings
Make-up session scheduling
Variable session lengths

No-shows and cancellations:

Late cancellation fees (24-48 hours)
No-show charge policies
Cancellation policy enforcement
Rescheduling fees
Session credit management
Make-up session tracking

High-value transactions:

Executive coaching: $300-$1,000+ per session
Business coaching packages: $5,000-$50,000
VIP days: $2,000-$10,000
Mastermind programs: $10,000-$100,000
Group coaching: $500-$5,000 per participant
Corporate contracts: $25,000-$250,000+

Payment flexibility needs:

Payment plans for expensive packages
Deposit + balance structures
Installment options
Split payments (corporate/personal)
Sliding scale pricing
Scholarship programs

Client payment preferences:

Credit card convenience
ACH for lower fees (high-value packages)
Apple Pay/Google Pay (mobile clients)
Invoice payment options
Automatic payment preference
Manual payment option

Professional service considerations:

Trust-based relationships
Confidentiality and discretion
Premium service positioning
Professional brand image
Seamless client experience
Administrative efficiency

How Coastal Pay Solves Coaching Payment Problems

Automated recurring billing:

Set-it-and-forget-it session billing
Weekly, bi-weekly, monthly schedules
Custom billing intervals
Automatic payment processing
Failed payment retry logic
Card updater service (expired cards)
Email notifications before charges
Client self-service portal

Flexible package payments:

One-time package purchases
Deposit + balance structures
Payment plans (3-12 monthly installments)
Automatic payment scheduling
Session usage tracking
Package expiration management
Renewal automation

Simple mobile payments:

Accept payments in-person or virtually
Tap to Pay on iPhone/Android
Virtual terminal for phone sessions
Payment links via email/text
Invoice with payment button
QR code payments

Client payment management:

Secure card-on-file storage
One-click payment processing
Payment method updating
Payment history access
Receipt archiving
Subscription management portal

Coaching platform integration:

Practice Better
Coach Accountable
Satori
SimplePractice
Acuity Scheduling
Calendly
CoachVantage
Custom API integrations

Professional presentation:

Branded payment pages
Custom email receipts
Professional invoicing
Seamless client experience
Discreet billing descriptors
Premium positioning support

Coaching Payment Processing Solutions

Recurring Session Billing

Automate payment collection for ongoing coaching relationships.

Recurring billing scenarios:

Weekly coaching sessions:

Charge every week automatically
Same day and time billing
$200-500 per session typical
Automatic email receipts
Session scheduling sync
Client portal access

Bi-weekly or monthly sessions:

Every other week billing
Monthly session packages
Predictable revenue stream
Client convenience (set-and-forget)
Reduced administrative time
Improved cash flow

Monthly retainer programs:

Fixed monthly fee
Unlimited sessions (within scope)
Access and availability retainer
Consistent monthly billing
Value-based pricing
Premium positioning

Recurring billing features:

Automatic processing:

Scheduled automatic charges
Recurring on specific date (1st, 15th, etc.)
Recurring on schedule (weekly, monthly)
Email notification before charge
Receipt after payment
Calendar event integration

Subscription management:

Client self-service portal
Update payment method
Pause subscription temporarily
Cancel subscription (with notice)
View payment history
Download receipts
Update billing information

Failed payment handling:

Automatic retry (3 attempts over 7 days)
Email notification to client
SMS alert option
Payment link in notification
Grace period before suspension
Manual payment option
Dunning management

Reduce Fraud and Chargebacks

Automatically updates expired cards
Bank replaces card → system updates
No client action needed
Reduces failed payments 25-30%
Maintains uninterrupted service
Seamless client experience

Example recurring billing structures:

Life coach (bi-weekly sessions):

Rate: $300 per session
Billing: Every other Tuesday
Automatic charging
Client receives reminder email
Payment processed automatically
Session scheduled for following week

Business coach (monthly retainer):

Rate: $2,500 per month
Billing: 1st of each month
Includes 4 sessions + email support
Automatic monthly charging
Client has portal access
Predictable revenue for coach

Executive coach (weekly + ad-hoc):

Base: $1,200/week for weekly session
Ad-hoc: $400 per additional session
Weekly automatic billing
Additional sessions charged separately
Flexible arrangement
High-value relationship

Package Payment Processing

Sell coaching packages with flexible payment options.

Common package structures:

Session packages:

5-session package: $1,250 (vs. $300 each = $1,500)
10-session package: $2,400 (vs. $300 each = $3,000)
20-session package: $4,500 (vs. $300 each = $6,000)
Package discount incentive
Client commitment
Upfront revenue

Time-based programs:

3-month program: $5,000
6-month transformation: $10,000
12-month mastermind: $25,000
Includes sessions + support
Fixed duration commitment
Clear deliverables

VIP and intensive programs:

VIP day: $3,000-10,000
Weekend intensive: $5,000-15,000
Week-long immersion: $10,000-30,000
High-touch experience
Concentrated transformation
Premium pricing

Package payment options:

Full payment upfront:

One-time payment
Package discount applied
Immediate access to all sessions
Best for affordable packages (<$3,000)
Simple processing
Cash flow benefit

Deposit + balance:

Deposit: 30-50% at purchase
Balance: Due before session X or date
Example: $5,000 package = $2,000 deposit + $3,000 balance
Makes expensive packages accessible
Secures commitment
Staged revenue

Installment payment plans:

Equal monthly payments
3, 6, or 12 months typical
Automatic monthly charging
Example: $6,000 package = 6 × $1,000
Increases package sales 40-60%
Predictable monthly revenue
Client affordability

Hybrid approaches:

Deposit + monthly installments
Example: $10,000 = $2,500 down + 6 × $1,250
Balance risk and accessibility
Commitment demonstration
Flexible for high-value packages

Package management features:

Session tracking:

Track sessions used vs. remaining
Package expiration dates
Unused session alerts
Extension options
Session rollover rules
Clear visibility for client

Automatic renewals:

Auto-renew packages at expiration
Client notification before renewal
Option to opt-out
Recurring revenue
Client retention
Seamless continuity

Package modifications:

Upgrade to larger package
Extend expiration date
Add-on sessions
Package transfers (to another client)
Refund unused sessions (policy-dependent)
Administrative flexibility

Pay-Per-Session Processing

Accept payment for individual coaching sessions as scheduled.

Pay-Per-Session Processing

Pay-before-session:

Client pays when scheduling
Ensures commitment
Reduces no-shows
Advance cash flow
Clear expectations

Pay-after-session:

Bill after session completion
Build trust with new clients
Invoice within 24 hours
Payment due on receipt
Flexible for established clients

Retainer with overage:

Monthly retainer covers X sessions
Additional sessions billed separately
Example: 4 sessions included, 5th at $400
Predictable base + variable revenue
Accommodates varying needs

Session payment features:

Quick payment collection:

Payment links sent via text/email
One-click payment for client
Mobile-optimized payment page
Immediate confirmation
Automatic receipt delivery
30-second payment time

Invoice with embedded payment:

Professional invoice creation
Embedded “Pay Now” button
Session description and date
Payment due date
Multiple payment methods
Track paid vs. unpaid

Virtual terminal:

Process payment during phone call
Secure card entry
Real-time authorization
Email receipt to client
Session note attachment
Record keeping

Mobile Payment Solutions

Accept payments anywhere you coach—office, client location, or virtual.

Mobile coaching scenarios:

In-person sessions:

Office-based coaching
Client location visits
Coffee shop meetings
Walking coaching sessions
Group coaching venues
Workshop and seminar payments

Virtual/remote sessions:

Video call payments
Phone coaching sessions
Text/email coaching
Online group programs
Digital course purchases
Remote consultations

Mobile payment options:

Tap to Pay on iPhone/Android:

Turn smartphone into payment terminal
No additional hardware needed
Accept credit/debit cards
Accept Apple Pay/Google Pay
Contactless and fast
$0 hardware cost
Perfect for mobile coaches

Bluetooth card readers:

Portable payment acceptance
Connects to smartphone/tablet
EMV chip, swipe, contactless
Battery-powered
Pocket-sized
$50-100 investment
Backup payment option

Virtual terminal:

Web-based payment processing
Access from any device/browser
Phone session payments
Virtual coaching billings
No hardware needed
PCI-compliant secure entry

Payment links:

Generate payment link in seconds
Send via text or email
Client clicks to pay
Mobile-optimized page
One-time or reusable
Track payment status

Client Payment Portal

Give clients self-service access to manage their payments.

Portal features:

Payment management:

View upcoming charges
Update payment method
View payment history
Download past receipts
Make one-time payments
Set up auto-pay

Account information:

Package details and sessions remaining
Subscription status
Billing schedule
Contact information
Payment preferences
Communication preferences

Self-service actions:

Update credit card on file
Change billing address
Pause subscription
Cancel subscription
Download tax documents
Submit support requests

Benefits for coaches:

Reduces administrative inquiries
Client updates own information
Fewer failed payments
Professional presentation
24/7 client access
Improved client satisfaction

Benefits for clients:

Control and transparency
Update cards immediately
View payment history anytime
Manage subscriptions independently
No need to call/email
Convenient self-service

Invoice and Email Payment

Professional invoicing with embedded payment options.

Invoicing features:

Professional invoice creation:

Customizable invoice templates
Your branding and logo
Itemized services
Session descriptions
Tax calculations
Payment terms
Client information
Due dates

Embedded payment button:

“Pay Now” button in invoice
One-click payment
No login required
Pre-populated amount
Multiple payment methods
Immediate confirmation

Automatic invoice delivery:

Email invoice after session
Scheduled invoice sending
Recurring invoice automation
Payment reminders (auto)
Past-due notices
Customizable messaging

Payment collection:

Invoice payment flow:

Session completed or scheduled
Invoice auto-generated
Email sent to client
Client clicks “Pay Now”
Payment page opens (branded)
Client enters payment info
Payment processed
Both parties receive confirmation
Receipt archived

Payment timeline optimization:

Send immediately after session
Client often pays same day
Average payment time: 24-48 hours
Much faster than traditional invoicing (7-30 days)
Improved cash flow
Reduced follow-up needed

Reminder automation:

Invoice sent (Day 0)
Reminder (Day 3 if unpaid)
Second reminder (Day 7 if unpaid)
Final notice (Day 14 if unpaid)
Automatic escalation
Reduces manual follow-up

Group Coaching Payment

Handle payment collection for group programs and workshops.

Group coaching models:

Group programs:

6-12 participants typical
Weekly or monthly sessions
3-12 month duration
Community access included
Individual and group calls
Cohort-based learning

Workshops and seminars:

One-time or series events
In-person or virtual
Half-day to multi-day
Early bird pricing
Group discounts
Limited capacity

Masterminds:

High-level peer groups
6-20 members typical
Annual or ongoing
Facilitated collaboration
High-touch support
Premium pricing ($10K-100K+)

Group payment collection:

Individual payment processing:

Each participant pays individually
Personal payment links
Track payments per participant
Automated reminders for unpaid
Waitlist management
Refund handling individual

Corporate group billing:

Single invoice to company
Company pays for multiple employees
Participant roster provided
NET 30 payment terms
Purchase order processing
Corporate card acceptance

Tiered pricing:

Early bird rates (limited time)
Standard pricing
Late registration premium
Payment plan options
Scholarship pricing
Group discount rates

Group payment features:

Capacity management:

Set maximum participants
Accept payments until full
Automatic waitlist activation
Waitlist notification when space opens
Prevent overbooking
Registration close automation

Payment tracking:

Dashboard of all participants
Paid vs. unpaid status
Payment method tracking
Outstanding balance alerts
Group revenue reporting
Export participant data

Communication automation:

Payment confirmation emails
Welcome sequence trigger
Program materials delivery
Reminder emails (upcoming session)
Payment receipt archiving
Group community access

Coaching Payment Features

Secure Card-on-File Storage

Safely store client payment methods for future sessions.

Card-on-file benefits:

For coaches:

One-click payment processing
Automatic recurring billing
Reduced payment friction
Faster payment collection
No re-entering card details
Professional experience
Administrative efficiency

For clients:

Convenience (enter once)
Automatic session payments
No manual payment needed
Easy payment method updates
Secure storage confidence
Seamless experience

Security measures:

PCI Level 1 compliant storage
Tokenization (card numbers encrypted)
No actual card numbers stored
Secure token reference only
End-to-end encryption
Regular security audits
Bank-level security

Card-on-file uses:

Recurring billing:

Charge automatically on schedule
Weekly, monthly sessions
Subscription programs
Retainer agreements
No client action needed

On-demand charging:

Charge for completed sessions
Bill after service delivery
Process when client approves
Add-on service charges
No-show fee processing

Payment plans:

Automatic installment charges
Monthly payment processing
Balance due processing
Scheduled future payments
Hands-free automation

No-Show and Cancellation Fee Processing

Enforce your coaching policies efficiently and fairly.

Policy structures:

Late cancellation:

24-48 hour cancellation window
Fee: 50-100% of session rate
Example: Cancel <24 hours = full charge
Clear policy communication
Booking confirmation includes policy
Client agreement to terms

No-show charges:

Client doesn’t attend scheduled session
Fee: 100% of session rate
Automatic processing
Email notification
Exception handling (emergencies)
Professional policy enforcement

Rescheduling fees:

Late reschedule requests
Fee: $25-100 depending on timing
Discourage frequent rescheduling
Respect coach’s time
Balance flexibility and boundaries

Fee processing:

Automatic charging:

System detects no-show or late cancel
Automatic fee charge to card-on-file
Email notification to client
Receipt for charge
Session credit or charge (policy dependent)
Coach approval option (manual review)

Manual processing:

Coach reviews situation
Decides to charge or waive
Process fee if charging
Document decision
Maintain client relationship
Judgment and discretion

Client communication:

Policy reminders before session
Email confirmation includes policy
Cancellation email confirms fee
Respectful but firm tone
Exception process clear
Dispute resolution path

Example policies:

Flexible policy:

Free cancellation: 48+ hours
50% fee: 24-48 hours
100% fee: <24 hours or no-show
1 free emergency per year
Balance flexibility and protection

Strict policy:

Free cancellation: 72+ hours
100% fee: <72 hours
No-show: 100% + reschedule fee
Protects coach time strictly
Premium positioning

Package-based policy:

Package clients: More flexible (2 free reschedules)
Pay-per-session: Strict policy
Rewards commitment
Tiered flexibility

Payment Plans and Financing

Make high-value coaching accessible with payment plans.

Payment plan structures:

3-month payment plan:

$6,000 program = 3 × $2,000
Monthly installments
Automatic charging
Example: Leadership coaching package

6-month payment plan:

$12,000 program = 6 × $2,000
Example: Business transformation
Manageable monthly amount
Increases affordability

12-month payment plan:

$24,000 program = 12 × $2,000
Example: Executive coaching year
Long-term commitment
Maximum accessibility

Custom payment schedules:

Flexible intervals
Milestone-based payments
Season-aligned (coaches with seasonal business)
Client-specific arrangements

Payment plan benefits:

Increased sales:

40-60% higher conversion
Customers say yes to payment plans
Remove price barrier
Expand accessible market
Higher-value packages sell

Predictable revenue:

Monthly recurring income
Stable cash flow
Revenue over extended period
Better financial planning
Reduced income volatility

Client success:

Affordable access to coaching
Commitment through payments
Skin in the game throughout
Financial investment = attention
Completion rates higher

Payment plan management:

Automatic processing:

Scheduled monthly charges
Email reminder before charge
Receipt after payment
Balance tracking
Completion notifications

Failed payment handling:

Retry automatically (3 attempts)
Email and SMS notifications
Update payment method link
Pause coaching until resolved
Clear consequences
Grace period option

Early payoff:

Allow early completion
Discount for paying balance
Example: 5% off remaining balance
Incentivize cash flow
Client flexibility

Multiple Payment Methods

Give clients choice in how they pay you.

Payment method options:

Credit and debit cards:

Visa, Mastercard, Amex, Discover
Most common (70-80% of clients)
Instant authorization
1-2 day funding
Processing fee: 2.5-3.5%
Convenience and rewards for client

ACH/Bank transfers:

Direct bank account payment
Lower processing fee: 1%
Best for high-value packages
Example: $10,000 coaching = $100 fee (ACH) vs. $300 (card)
3-4 day processing
Offer discount for ACH (save on fees)

Digital wallets:

Apple Pay, Google Pay
One-tap payment
Mobile-first clients
Fast and convenient
Contactless acceptance
Same fees as cards

Checks (optional):

Traditional payment method
Some clients prefer
Deposit time: 5-10 days
Bank fees may apply
Less common (declining)

Cash (in-person):

Immediate payment
No processing fees
In-person sessions only
Receipt documentation
Security considerations

Strategic payment method selection:

High-value packages (>$5,000):

Offer ACH discount
Example: “Save $150 by paying via bank transfer”
Client saves processing fee
You save on processing costs
Win-win scenario

Recurring billing:

Credit card standard
Card updater prevents failures
Client convenience
Set-and-forget automation

One-time sessions:

Any method acceptable
Credit card most common
Payment links flexible
Client preference

Sliding Scale and Scholarship Processing

Support clients with different payment capacities.

Sliding scale implementation:

Tiered pricing structure:

Standard rate: $300/session
Mid-scale: $200/session (25% discount)
Low-scale: $100/session (65% discount)
Client self-selects based on income
Honor system or verification
Expanded access to coaching

Payment processing:

Standard rate: $300/session
Mid-scale: $200/session (25% discount)
Low-scale: $100/session (65% discount)
Client self-selects based on income
Honor system or verification
Expanded access to coaching

Scholarship programs:

Application-based scholarships
Community-funded coaching
Sponsor-a-client programs
Pay-it-forward models
Impact-based selection
Mission-driven access

Corporate and B2B Payment

Handle corporate coaching contracts and bulk purchases.

Corporate coaching scenarios:

Executive coaching contracts:

Company pays for executive coaching
Direct billing to corporation
NET 30 or NET 60 terms
Corporate card processing
Purchase order required
Invoice with payment terms

Team coaching programs:

Multiple employees coached
Department-level programs
Leadership development
Consolidated billing
Per-person pricing
Group discount structure

Bulk session purchases:

Company buys coaching hours
Distributes to employees
Session allocation tracking
Voucher/credit system
Usage reporting
Renewal management

B2B payment processing:

Invoicing and terms:

Professional NET terms
Corporate purchase orders
Payment by check or ACH
Corporate card acceptance
Level 2 data for lower rates
Formal invoicing

Contract management:

Multi-month agreements
Automatic renewal options
Usage tracking and reporting
Service level agreements
Scope of services
Deliverables documentation

Corporate card optimization:

Accept all corporate cards
Level 2 processing data
Lower interchange rates
Itemized receipts
Tax information
Department coding

Reduce Coaching Processing Costs

Interchange-Plus Pricing for Coaches

The most cost-effective and transparent pricing model.

Pricing comparison:

Pricing Model

Flat-Rate (2.9% + $0.30)

Interchange-Plus (Coastal Pay)

Monthly Savings

Annual Savings

$300 Session

$9.00

$7.10

–

$5,000 Package

$145.30

$113.00

–

Monthly ($10K)

$293.00

Baseline rate

$67.00

$804

Why interchange-plus is best for coaches:

Transparent costs:

See exact interchange fees
See exact card brand fees
See exact processor markup
No hidden markups
Clear monthly statements
Easy cost analysis

Lower overall costs:

Save 25-40% vs. flat-rate
Benefit from debit card mix
Fair pricing all transaction sizes
No monthly minimums
No hidden fees
Volume discounts available

Fair for all coaches:

Solo practitioners save
Group programs save more
High-ticket coaches benefit most
Predictable pricing
Same rates regardless of volume
No rate increases (except interchange changes)

Real coach savings examples:

Life coach ($5K monthly):

Flat-rate: $150/month
Interchange-plus: $118/month
Monthly savings: $32
Annual savings: $384

Business coach ($15K monthly):

Flat-rate: $448/month
Interchange-plus: $345/month
Monthly savings: $103
Annual savings: $1,236

Executive coach ($40K monthly):

Flat-rate: $1,180/month
Interchange-plus: $904/month
Monthly savings: $276
Annual savings: $3,312

Surcharging Programs for Coaches

Offset processing costs while maintaining professional pricing.

Coaching surcharging considerations:

When surcharging makes sense:

High-ticket coaching ($5,000+ packages)
Executive and corporate coaching
Business coaching services
Premium positioning
Luxury coaching niches
Clients understand business costs

Surcharging implementation:

3-4% surcharge on credit cards only
No surcharge on ACH/bank transfers
Clear disclosure before payment
Professional communication
Terms and conditions include
Receipt shows separately

Example: $10,000 executive coaching package:

Package price: $10,000
Credit card selected
Surcharge (3.5%): $350
Total: $10,350
Your processing cost: ~$350
Net processing cost: $10 (97% offset)

Client communication:

Positioning surcharge professionally:

“Credit card processing fee: 3.5%”
“Save $350 by paying via bank transfer”
“Choose your preferred payment method”
Offer alternatives prominently
Frame as choice and transparency
Professional standard

Acceptance rates:

70-80% continue with credit cards
20-30% switch to ACH
High-value clients less price-sensitive
Business clients understand
Clear disclosure = fewer objections

Alternative approach:

Offer discount for ACH instead
“3.5% discount for bank transfer payment”
Same economic result
Different framing
Some clients prefer “discount” language

ACH Processing for High-Value Packages

Lower-cost payment option for expensive coaching programs.

ACH benefits for coaches:

Cost savings:

ACH fee: 1% (vs. 2.5-3.5% cards)
$10,000 package: $100 (ACH) vs. $300 (card)
Savings: $200 per package
Higher-value = greater savings
Significant for premium coaching

When to encourage ACH:

Packages over $3,000
Monthly retainers over $1,500
Corporate contracts
Extended payment plans
Annual coaching agreements

Client incentive:

“Save $200 by paying via bank transfer”
Pass savings to client as discount
Win-win scenario
Professional business practice
Builds trust through transparency

ACH implementation:

Client setup:

Provide routing and account numbers
Verification via micro-deposits (2-3 days)
Or instant verification (Plaid)
Store bank account securely
Recurring ACH payments
Simple client experience

Processing timeline:

ACH processing: 3-4 business days
Slightly slower than cards (1-2 days)
Plan cash flow accordingly
Communicate timing to clients
Worth savings for large amounts

Use cases:

$15,000 executive coaching year
$25,000 mastermind program
$50,000 corporate contract
$8,000 transformation package
$10,000 VIP intensive

Example savings (annual volume):

10 packages @ $10,000 average
Card processing: $3,000/year
ACH processing: $1,000/year
Annual savings: $2,000

Coaching Platform Integration

Major Coaching Software Integrations

Practice Better:

Native payment integration
Client portal included
Program and package management
Automated invoicing
Session tracking
Document sharing
Form and assessment integration
Meal planning (health coaches)

Coach Accountable:

Coaching metrics tracking
Goal and action management
Client progress monitoring
Worksheet and resource delivery
Communication logging
Payment processing integration
Client accountability tools

Satori:

Coaching business management
Client relationship management
Session scheduling
Program delivery
Payment processing
Contract management
Business analytics

SimplePractice:

Practice management (coaches & therapists)
Scheduling and calendar
Telehealth integration
Client portal
Insurance billing (if applicable)
Payment processing
HIPAA compliance (mental health coaches)

Scheduling tool integrations:

Acuity Scheduling:

Embedded payment at booking
Session package management
Appointment types and pricing
Automatic confirmations
Intake form collection
Calendar synchronization

Calendly:

Basic payment integration
Scheduling automation
Meeting type configuration
Time zone intelligence
Confirmation workflows
Routing forms

Scheduling integration benefits:

Payment collected when scheduling
Reduces no-shows
Automatic confirmation emails
Calendar blocking
Eliminate double-booking
Professional client experience

Custom API integration:

API capabilities:

RESTful payment API
Webhook notifications
Real-time payment processing
Subscription management
Customer data sync
Payment method storage
Refund processing
Transaction reporting

Use cases:

Custom coaching platforms
Membership site integration
Learning management systems (LMS)
Community platform integration
Mobile app payment
CRM system sync

Coaching Business Payment Solutions by Type

Life Coaches

Personal development and life transformation coaching.

Life coaching specialties:

Career transition coaching
Relationship coaching
Health and wellness coaching
Confidence and mindset coaching
Work-life balance coaching
Purpose and fulfillment coaching
Habit formation coaching

Typical pricing:

Individual sessions: $100-$300
3-month programs: $1,500-$5,000
6-month transformations: $3,000-$10,000
Group programs: $500-$2,000 per person
VIP days: $1,000-$3,000

Payment preferences:

Recurring monthly billing (ongoing clients)
Package payments (transformation programs)
Payment plans (accessibility important)
Sliding scale options (mission-driven)
Scholarship programs

Business Coaches

Entrepreneurship and business growth coaching.

Business coaching specialties:

Startup coaching
Scale-up coaching
Sales coaching
Marketing coaching
Leadership development
Strategy and planning
Profitability coaching
Exit planning

Typical pricing:

Individual sessions: $300-$1,000+
3-month programs: $5,000-$15,000
6-month intensives: $10,000-$30,000
Masterminds: $10,000-$50,000/year
VIP days: $3,000-$10,000
Corporate contracts: $25,000-$250,000

Payment requirements:

High-ticket transaction support
Payment plans essential (accessibility)
ACH option (lower fees)
Corporate billing capability
Contract and retainer processing

Executive Coaches

C-suite and senior leadership coaching

Executive coaching focus:

Leadership effectiveness
Executive presence
Strategic thinking
Change management
Board relationships
Work-life integration
Career transitions (C-suite)

Typical pricing:

Individual sessions: $500-$1,500+
6-month engagements: $15,000-$50,000
Annual contracts: $30,000-$150,000+
360 assessments: $2,000-$5,000
Team coaching: $25,000-$100,000+

Payment requirements:

Highest-level professionalism
Discretion and confidentiality
Corporate billing capability
Flexible payment structures
Retainer processing

Health and Wellness Coaches

Nutrition, fitness, and holistic wellness coaching.

Health coaching specialties:

Nutrition coaching
Weight loss coaching
Fitness coaching
Stress management
Sleep optimization
Habit formation
Holistic wellness
Disease prevention

Typical pricing:

Individual sessions: $75-$200
3-month programs: $1,000-$3,000
6-month transformations: $2,000-$6,000
Group programs: $300-$1,000 per person
Challenges (30-day): $100-$300

Payment preferences:

Recurring billing (ongoing accountability)
Package payments (program-based)
Payment plans (accessibility)
Group program payments
Challenge registration fees

Career Coaches

Career transition and professional development coaching.

Career coaching focus:

Job search strategies
Resume and LinkedIn optimization
Interview preparation
Salary negotiation
Career transition
Professional branding
Network building
Leadership development

Typical pricing:

Individual sessions: $100-$300
Job search packages: $500-$2,000
3-month programs: $1,500-$5,000
Executive career transition: $5,000-$15,000
Resume services: $200-$1,000

Payment timing:

Often urgent need (quick payment)
Package purchases common
Payment plans helpful
Outplacement corporate billing
Individual vs. corporate payers

Group Coaching and Masterminds

Facilitate payment for cohort-based programs.

Group program types:

Masterminds (6-20 participants)
Group coaching programs (10-50)
Cohort-based courses (20-100+)
Accountability groups (5-10)
Workshops and intensives (10-50)

Pricing models:

Monthly mastermind: $500-$3,000/month
Annual mastermind: $10,000-$100,000/year
12-week group program: $1,000-$5,000
Weekend intensive: $500-$2,000
Online course + coaching: $500-$3,000

Group payment features:

Individual payment collection:

Unique payment link per participant
Track paid vs. unpaid
Automated reminders
Waitlist management
Capacity limits
Registration close automation

Tiered pricing:

Early bird rates
Payment plan options
Founding member pricing
Scholarship spots
Group discounts

Recurring mastermind billing:

Monthly automatic charges
Annual payment option (discount)
Quarterly payment plans
Failed payment handling
Member retention

Coaching Payment Processing FAQ

What is the average credit card processing fee for coaches?

Coaches typically pay 2.5-3.5% per credit card transaction depending on the pricing model and card type. With interchange-plus pricing (the most transparent and cost-effective model), fees range from 2.2-3.0% all-in—including interchange fees (1.8-2.5%), assessment fees (0.13-0.15%), and processor markup (0.3-0.5%). Flat-rate processors like Square or Stripe charge 2.9-3.5% with no breakdown. Coaches using Coastal Pay’s interchange-plus model at 0.30% + $0.10 above true cost typically save 25-40% compared to flat-rate pricing. For a coach processing $10,000 monthly (typical mid-level business coach), this means saving $60-80 per month or $720-960 annually. The savings compound significantly for higher-earning coaches—those processing $40,000 monthly save $250-350/month or $3,000-4,200 annually.

How do coaches set up recurring billing for clients?

Coaches set up recurring billing by:

(1) Collecting client payment information securely at initial signup or session,

(2) Storing card-on-file using PCI-compliant tokenization (Coastal Pay handles this automatically),

(3) Configuring billing schedule (weekly, bi-weekly, monthly, or custom),

(4) Setting billing date and amount,

(5) Enabling automatic email notifications before charges, and

(6) Activating the recurring subscription. The system then charges the client’s stored payment method automatically on schedule, sends receipts after each payment, and handles failed payments with retry logic. Clients can manage their subscription through a self-service portal to update payment methods, view history, or cancel. This automation eliminates manual billing work, ensures consistent cash flow, reduces no-shows (pre-paid clients show up), and provides professional client experience. Coastal Pay integrates with major coaching platforms (Practice Better, Coach Accountable, Satori) for seamless recurring billing setup.

Can coaches accept payment plans for expensive packages?

Yes, payment plans are essential for coaches selling high-value packages and significantly increase conversion rates. Implementation: Set package price (e.g., $6,000 for 6-month program), divide into installments (6 monthly payments of $1,000), collect first payment at enrollment, store payment method securely, and automatically charge remaining payments monthly on scheduled dates. Benefits include 40-60% higher conversion on packages over $3,000, makes coaching accessible to more clients, predictable monthly revenue for coach, client commitment throughout program (skin in the game each month), and reduced sticker shock of full price. Payment plan options: Equal monthly installments (most common), deposit + monthly payments (e.g., $2,000 down + 4 × $1,000), or custom schedules based on program milestones. Coastal Pay automates the entire process including payment collection, failed payment handling, early payoff options, and client portal access for payment management.

How do coaches handle no-shows and cancellation fees?

Coaches handle no-shows and late cancellations by:

(1) Establishing clear policy (typically 24-48 hour cancellation window),

(2) Communicating policy at enrollment and before each session,

(3) Including policy in booking confirmations and contracts,

(4) Processing fees automatically when policy violated, and

(5) Using card-on-file for streamlined charging. Example policy: “Cancel with 24+ hours notice = no charge; Cancel <24 hours = 50% fee; No-show = 100% fee.” Implementation: When client no-shows or cancels late, system automatically charges the fee to stored payment method, sends email notification explaining charge, charges the fee to stored payment method, sends email notification explaining charge, sending appointment reminders 24 hours before (reduces no-shows), allowing one emergency exception per year (shows flexibility), communicating policy respectfully but firmly, and documenting all interactions. Having card-on-file makes enforcement simple and professional versus chasing payment after the fact. Coastal Pay’s coaching payment platform automates this entire process while maintaining client relationships.

What payment methods should coaches accept?

Coaches should accept multiple payment methods to maximize client convenience and conversion:

Credit cards (Visa, Mastercard, Amex, Discover)—most common, instant processing, 70-80% of clients;

Debit cards—lower fees than credit, popular with budget-conscious clients;

ACH/Bank transfers—1% fee vs. 2.5-3.5% for cards, offer for packages over $3,000 with discount incentive (“Save $150 by paying via bank transfer”);

Digital wallets (Apple Pay, Google Pay)—fast, convenient, mobile-first clients;

Checks (optional)—some corporate clients prefer, 5-10 day processing;

Cash (in-person only)—no fees but security/tracking concerns. Strategic approach: Accept all cards (don’t miss sales), encourage ACH for high-value packages (save fees), offer payment plans using cards (accessibility), and provide 3-4 options for client choice. Payment method mix affects costs—higher debit/ACH mix = lower fees. Example: Business coach offering $10,000 package can say “Pay by card in installments OR save $300 by paying full amount via bank transfer” to encourage lower-cost method while giving choice. Coastal Pay supports all payment methods with integrated processing.

Do coaches need special software to accept payments?

Not necessarily—coaches have multiple options depending on their business needs:

Standalone payment processing (Coastal Pay)—works without special software, includes virtual terminal for phone payments, payment links for email/text, invoicing with pay button, mobile payment apps, and client payment portal;

Integrated with coaching platforms (Practice Better, Coach Accountable, Satori, SimplePractice)—payment processing built into coaching software you already use, seamless client experience, automated workflows;

Integrated with scheduling tools (Acuity, Calendly)—collect payment when clients book sessions, reduces no-shows, automatic confirmations;

Custom integration via API—for coaches with custom websites or membership platforms, developer can integrate payment processing. The “best” option depends on your business: Solo coach with simple needs → Standalone payment processing (no monthly software fees); Coach with multiple clients and programs → Coaching platform with integrated payments; Group coaching/courses → Membership platform with payment integration. You don’t need expensive software to accept payments professionally—Coastal Pay provides all essential features (recurring billing, packages, payment plans, invoicing, mobile payments) without requiring separate coaching software. Start simple and upgrade as you grow.

How do coaches reduce payment processing fees?

Coaches reduce processing fees through several strategies:

Switch to interchange-plus pricing—save 25-40% vs. flat-rate (2.9%) by paying only actual cost + small markup;

Encourage ACH for high-value packages—offer discount for bank transfer (1% fee vs. 2.5-3.5% cards), example: “Save $150 by paying $5,000 package via ACH”;

Implement surcharging (for high-ticket coaching)—add 3-4% credit card processing fee, offset 85-95% of costs, offer ACH as no-fee alternative;

Optimize card acceptance—ensure debit cards process as debit (lower rates), accept all card types (don’t lose sales), batch settlements daily;

Negotiate volume discounts—higher processing volume = better rates in some cases;

Eliminate unnecessary fees—no monthly minimums, no statement fees, no PCI non-compliance fees (Coastal Pay includes these free);

Use card-on-file for recurring billing—reduces failed payments and retry costs. Example savings: Coach processing $25,000 monthly with flat-rate (2.9% + $0.30) = $732.50 fees; with Coastal Pay interchange-plus = $565 = saves $167.50/month or $2,010/year. For $40,000 monthly = save $3,300/year. Higher volume = greater savings. Request free rate analysis to see your specific savings potential.

Can coaches accept international payments?

Yes, coaches can accept international payments to serve global clients through:

International credit cards—Visa, Mastercard, Amex, Discover issued by foreign banks work in U.S. payment systems;

Multi-currency processing—accept payments in 150+ currencies, client pays in their currency (EUR, GBP, AUD, etc.), you receive funds in USD or preferred currency, Dynamic Currency Conversion (DCC) available;

Cross-border payment methods—PayPal for international clients (higher fees but familiar), wire transfers for high-value packages (expensive but reliable);

Virtual coaching advantages—location irrelevant for virtual coaching, expand market globally, premium positioning internationally. Technical requirements: Verify international card acceptance with processor (Coastal Pay supports), enable multi-currency if desired, adjust fraud prevention for international transactions (AVS less strict), communicate clearly about currency conversion, consider time zone differences for session scheduling. Fees: International cards may have cross-border fees (0.5-1% additional), currency conversion typically 2-3% (if not using native currency), but global market access often worth added cost. Many coaches find international clients pay premium rates and are very committed. Coastal Pay provides international payment acceptance and multi-currency processing to help coaches serve global clients effectively.

How secure is storing client credit cards for recurring billing?

Storing client credit cards for recurring billing is highly secure when using PCI-compliant payment processors like Coastal Pay:

Tokenization security—actual card numbers are never stored on your systems or ours, cards are converted to encrypted tokens immediately, tokens are useless if stolen (not reversible to card numbers), only payment processor can process tokens;

PCI Level 1 compliance—highest security certification in payments industry, annual third-party security audits, stringent security requirements, regular vulnerability scanning, 24/7 security monitoring;

Encryption standards—end-to-end encryption for all data transmission, secure key management, TLS/SSL protocols, bank-level security infrastructure;

Access controls—limited access to payment data, staff authentication required, activity logging and monitoring, role-based permissions. For coaches, this means: You never see or handle actual card numbers, you’re not responsible for card security (we are), no additional compliance burden on you, clients can trust their data is secure, and automatic security updates protect against new threats. Compare this to manually storing card numbers in spreadsheets (completely insecure, PCI non-compliant, exposes you to liability, illegal under card network rules, massive risk). Professional payment processing with tokenization is the only secure way to store cards for recurring billing. Coastal Pay handles all security so you can focus on coaching, not cybersecurity.

What happens if a client's recurring payment fails?

When a recurring payment fails, Coastal Pay’s automated system handles it:

Immediate notification—you receive email alert about failed payment, client receives email about failed payment with payment link, both parties notified immediately;

Automatic retry logic—first retry: 24 hours after failure, second retry: 3 days after first retry, third retry: 7 days after second retry, three attempts over approximately 10 days;

Client communication—professional email explaining failure, payment link for manual payment, clear deadline before service suspension, update payment method instructions, friendly but firm tone;

Card updater service—automatically updates expired cards before they fail, retrieves new card details from bank, updates stored payment method, prevents many failures proactively;

Service management—grace period before suspending access (7-10 days typical), pause services after grace period, resume immediately when payment received, clear policy communication. Common failure reasons include expired card (20-30% of failures—card updater prevents), insufficient funds (20-30%), fraud blocks by bank (10-20%), incorrect billing address (10%), closed account (10%). Best practices: Communicate payment failure immediately, provide easy payment update path, offer alternative payment method (ACH), be professional but firm about payment requirements, document all communication. Failed payment rate: 5-10% typical with card updater service vs. 15-25% without. Coastal Pay automates entire failed payment workflow professionally while maintaining client relationships.

Can coaches surcharge credit card transactions?

Yes, coaches can legally surcharge credit card transactions (add 3-4% fee) in all 50 states when implemented with proper compliance:

Requirements—30-day advance card brand registration (Coastal Pay handles), clear disclosure before payment (website, booking page, email confirmation), surcharge shown separately on receipts, capped at 3% or actual cost (whichever lower), credit cards only (cannot surcharge debit);

When surcharging makes sense for coaches—high-ticket packages ($5,000+), executive and business coaching (clients understand), corporate clients (expect business costs), premium positioning, B2B rather than B2C.

Implementation—add “Credit card processing fee: 3.5%” to checkout, offer ACH alternative prominently (“Save $350 by paying via bank transfer”), communicate as business practice standard, include in terms and conditions;

Client acceptance—70-80% continue with credit cards, 20-30% switch to ACH (still good outcome), high-value clients less price-sensitive, business clients very understanding. Example: $10,000 executive coaching package with 3.5% surcharge = $350 fee, offset your ~$350 processing cost, net cost near $0, client has choice (pay surcharge or use ACH). Alternative: Offer ACH discount instead (“3.5% discount for bank transfer”)—same economics, different framing, some prefer “discount” language. Coastal Pay handles all registration and compliance requirements for coach surcharging programs.

How do group coaching programs handle payment collection?

Group coaching programs collect payments through:

Individual participant payments—generate unique payment link per participant, send invitation email with payment link, track paid vs. unpaid status real-time, send automated reminders to unpaid participants, set registration deadline with auto-close, manage waitlist if capacity reached;

Payment options for participants—pay-in-full (often with discount), payment plan (monthly installments), deposit + balance, early bird pricing (limited time), group discounts (bring a friend);

Payment tracking dashboard—see all participants and status, paid/unpaid at a glance, outstanding balance by participant, payment method used, export participant list, revenue reporting;

Capacity management—set maximum participants, stop accepting payments when full, automatic waitlist activation, notify waitlist when space opens, prevent overbooking;

Communication automation—payment confirmation emails, welcome sequence trigger, program materials delivery, upcoming session reminders, community access granted. Example: 20-person mastermind at $10,000/year—generate 20 unique payment links, 15 pay-in-full ($150K), 5 choose monthly plan (12 × $900), track all payments automatically, send reminders to any unpaid, close registration when 20 spots filled. Handles payment collection professionally without manual work. Coastal Pay provides complete group payment management for coaching programs of any size.

What's the difference between a payment gateway and merchant account?

Merchant account is a business bank account where credit card funds are held temporarily before transferring to your regular bank account—required to accept cards.

Payment gateway is the software that securely transmits card data between your website/system and payment processor, then returns authorization approval/decline. Coaches need both to accept payments. Analogy: Merchant account = bank account, Payment gateway = online banking portal to access it.

For coaches—Coastal Pay provides both bundled: merchant account with competitive rates and payment gateway with coaching features (recurring billing, packages, payment plans, client portal, mobile payments).

Benefits of bundled solution—single provider/support, integrated functionality, better pricing than separate, simpler setup, consolidated reporting. Some providers (Square, Stripe) are payment aggregators—you use their shared merchant account (faster approval, limited features, higher rates for established businesses, account stability issues). Coaches with growing businesses benefit from dedicated merchant account—better rates (save 25-40%), more features and flexibility, direct bank relationship, better stability. When choosing payment processing, ensure it includes both merchant account and gateway with features coaches need—recurring billing, packages, payment plans, client portal. Coastal Pay provides complete solution specifically designed for coaching businesses.

How quickly do coaches receive funds from client payments?

Coaches receive funds from client payments within 1-2 business days in most cases:

Standard timing—credit card payments processed Monday arrive Wednesday morning, debit card payments same 1-2 day timeline, ACH/bank transfers take 3-4 business days, same-day processing available (premium service);

Factors affecting timing—card type (credit vs. debit), bank processing schedules (weekends/holidays add time), first-time merchants (may have 7-day hold initially), high-ticket transactions (may have holds), account history (established accounts faster);

Next-day funding—available for qualified coaching businesses, premium service with small fee, funds next business day, useful for cash flow optimization. Example timeline: Client pays for Tuesday session on Tuesday, funds deposited to your bank Wednesday or Thursday, money available Thursday or Friday. For recurring billing, monthly charges on 1st of month = funds on 2nd or 3rd. This is significantly faster than traditional invoicing (15-30 day average), checks (5-10 days), or manual payment chasing (unpredictable).

Cash flow planning—regular session schedule = predictable deposit schedule, recurring billing =consistent monthly deposits, understand processing days for budgeting. Coastal Pay provides standard 1-2 day deposits with next-day funding available for coaches needing faster access to standard 1-2 day deposits with next-day funding available for coaches needing faster access to funds. Money is automatically deposited to your bank account—no manual transfers needed.

Do coaches need contracts when accepting recurring payments?

Yes, coaches should always have written agreements when accepting recurring payments, for several important reasons:

Legal protection—defines terms of coaching relationship, specifies payment amount and schedule, outlines cancellation policy, clarifies refund terms, establishes dispute resolution process, protects both coach and client;

Payment authorization—client authorizes recurring charges, acknowledges billing schedule, agrees to payment method storage, understands failed payment consequences, provides documented consent for card-on-file;

Coaching terms—scope of coaching services, session frequency and duration, program length and structure, rescheduling policy, confidentiality agreement, professional program length and structure, rescheduling policy, confidentiality agreement, professional boundaries, expectations and responsibilities.

What to include—coaching services description, payment terms (amount, frequency, duration), billing date and method, cancellation policy and notice required, refund policy (if any), missed session policy, termination conditions, dispute resolution, both party signatures and date.

Implementation—send contract before first session, require signature before payment processing, store signed copy securely, reference contract when issues arise, update contract annually or as needed. Many coaches use electronic signature services (DocuSign, HelloSign) for convenient digital signing. Contract protects you legally, sets clear expectations, reduces disputes and chargebacks, demonstrates professionalism, and provides evidence for any disputes. Coastal Pay recommends all coaches use written agreements for recurring billing relationships—we can provide sample contract templates. Consult attorney for your specific needs.

How do coaches handle refunds and cancellations?

Coaches handle refunds and cancellations according to clearly stated policies:

Establish clear policies—cancellation notice required (typically 30 days for programs, 24-48 hours for sessions), refund structure (pro-rated, partial, none), unused session handling (expire, transfer, refund), force majeure exceptions (emergency, illness), documentation requirements;

Common refund policies—Full refund: within 7-14 days of program start (trial period),

Partial refund: pro-rated based on sessions used, No refund: after X sessions or X days,

Session packages: unused sessions may expire or be transferable.

Processing refunds—client requests cancellation, verify against policy, calculate refund amount (if any), process refund through payment system (3-5 business days), send confirmation email, document reason for records, update client status in system;

Refund best practices—respond to requests within 24-48 hours, explain policy clearly and kindly, process refunds promptly when applicable, document all communication, offer alternatives when possible (pause, reschedule, transfer), maintain professional relationship, learn from cancellations to improve.

Preventing cancellations—set clear expectations upfront, deliver exceptional value consistently, check in regularly with clients, address concerns early, create community and accountability, celebrate progress and wins.

Chargeback prevention—offering refund proactively prevents chargeback, protects chargeback ratio, avoids dispute fees ($15-25), maintains better relationship. Example: Client cancels 3-month program after 1 month—policy states partial refund for remaining 2 months minus 20% admin fee = refund $1,333 of remaining $2,000. Coastal Pay’s platform processes all refund types with proper documentation and tracking.

Can coaches accept payment from corporate clients?

Yes, coaches can and should accept corporate payments for executive coaching, team coaching, and leadership development:

Corporate payment methods—Corporate credit cards: most common, Level 2 processing data for lower rates (include tax amount, PO number, customer code), instant payment like regular cards;

Direct invoicing: NET 30 or NET 60 payment terms, invoice with payment instructions, check or ACH payment, requires credit application/approval;

Purchase orders: PO number required for tracking, invoice references PO, corporate approval process, payment after service delivery;

ACH/Wire transfer: for large contracts ($25,000+), lower fees than cards, 3-4 day processing.

Corporate billing setup—credit application and terms agreement, W-9 form for their records, proof of insurance (if required), signed coaching agreement, payment terms documented, invoice template setup;

Corporate coaching scenarios—executive coaching (company pays for leader), team coaching (department-level), leadership development programs, succession planning coaching, onboarding coaching for executives, performance coaching;

Pricing considerations—corporate rates often higher (premium positioning), package pricing vs. hourly, retainer agreements common, multi-month contracts, cancellation terms important.

Benefits—higher value contracts, stable recurring revenue, less price sensitivity, professional development budgets, longer-term engagements, referrals within company. Coastal Pay supports all corporate payment methods including Level 2 processing for lower corporate card rates, NET terms invoicing, and ACH for large contracts—designed specifically for B2B coaching relationships.

What reporting do coaches get with payment processing?

Coastal Pay provides comprehensive reporting for coaching businesses:

Transaction reporting—all payments processed, date, amount, payment method used, client name, session/package details, success/failure status, fees charged, net amount deposited, refunds and voids, export to CSV/Excel;

Revenue analytics—total revenue by period (day, week, month, year), revenue trends and growth, average transaction size, revenue by service type (sessions, packages, programs), revenue by coach (multi-coach practices), year-over-year comparisons;

Client reporting—revenue per client, lifetime value calculation, active vs. inactive clients, payment method on file, upcoming scheduled payments, payment history by client, outstanding balances, client acquisition dates;

Subscription/recurring billing reports—active subscriptions count, monthly recurring revenue (MRR), annual recurring revenue (ARR), churn rate and retention, failed payment rate, successful retry rate, subscription aging analysis, renewal tracking;

Payment method breakdown—credit vs. debit card usage, card brand distribution (Visa, Mastercard, etc.), ACH transaction volume, digital wallet usage, cash/check tracking, payment method preferences;

Failed payment reports—declined transactions and reasons, retry success rates, cards needing update, clients with payment issues, revenue at risk from failures;

Tax reporting—annual revenue totals, 1099 preparation data (if applicable), sales tax collected (if applicable), state-by-state breakdown, export for accountant;

Custom reports—filter by date range, service type, coach, client, payment method, create saved reports, schedule automatic delivery, export in multiple formats.

Dashboard highlights—today’s revenue, this month’s revenue, active subscriptions, upcoming charges, recent transactions, failed payments needing attention, at-a-glance business health. All reporting accessible 24/7 through web portal and mobile app—check your numbers anytime. Coastal Pay designed reporting specifically for coaching business needs with the metrics that matter most.

How long does it take to set up payment processing for a coaching business?

Payment processing setup for coaches typically takes 3-7 days from application to processing first payments:

Day 1—Application (30 minutes)—complete online merchant application, provide business information (EIN/SSN, business address, coaching services description), submit bank account information, basic background check, receive conditional approval typically within 24 hours;

Day 2-3—Account setup (30 minutes)—choose payment methods to accept, configure recurring billing options, set up package pricing, create client portal branding, establish invoice templates, integrate with coaching software (if applicable), test payment processing (sandbox);

Day 4-5—Go live—activate live processing, process first test transaction, create first client account, set up first recurring subscription, verify bank deposit, train on system features, launch payment processing.

Total active time: 1-2 hours; Total calendar time: 3-7 days. Expedited setup: 24-48 hours for simple implementations (individual coaches, standard services). Coaching software integration adds 1-3 days if connecting to Practice Better, Coach Accountable, etc. (mostly waiting for API approval).

Factors affecting timeline—business type (sole proprietor faster than LLC/Corp), processing history (established businesses faster), banking info verification, weekend/holiday timing.

What you need ready—business documentation (business license if required, articles of incorporation for LLC/Corp), tax ID (EIN or SSN), bank account information (routing and account number, voided check or statement), business website/online presence (helps approval).

After setup—ongoing support available 24/7, add features as you grow, integrate additional tools, scale as business grows. Coastal Pay specializes in coaching businesses and streamlines setup specifically for coaches—most approved and processing within 3-5 days. Apply today to start accepting payments this week.

Get Started with Coaching Payment Processing

See How Much You Can Save on Processing Fees

Stop overpaying for payment processing. Get a free rate analysis and discover how Coastal Pay’s coaching-optimized solutions can save your practice 25-40% on processing costs.

What happens next:

Free rate analysis – Upload current processing statement (or estimate monthly volume)
Custom coach quote – See exact savings with our transparent pricing
Feature consultation – Discuss recurring billing, packages, payment plans
Quick setup – Most coaches processing in 3-5 days
Start saving – Typically save $50-$300+ monthly

Average coach savings:

Solo coach ($5K monthly): $384/year
Life/health coach ($10K monthly): $804/year
Business coach ($20K monthly): $1,608/year
Executive coach ($40K monthly): $3,312/year
Group program coach ($50K monthly): $4,140/year

Questions? Talk to a Coach Payment Specialist

Our team understands coaching businesses and can answer questions about recurring billing, package payments, payment plans, no-show fees, platform integration, and cost optimization.

No sales pressure. No obligation. Just expert coaching payment guidance.

Phone: 1-800-XXX-XXXX (Mon-Fri 8am-8pm ET, Sat 10am-4pm ET)
Email: coaches@coastalpay.com
Live Chat: Available on our website (business hours)
Free Rate Analysis: Upload statement or enter volume for instant estimate
Video Demo: See coaching payment features in action (5 minutes)
Free Guide: "The Coach's Guide to Payment Processing" (download)