How to Implement Monthly Payments in Your Fitness Business

If you’ve ever worked as a personal trainer or owned a fitness business, you’ve likely experienced the awkwardness of asking clients to renew their packages. It’s that awkward moment at the end of a session block when you have to ask for payment for the next round. You might wonder, “What if they’ve decided to cancel?” or “What if they want to wait another week to pay?”

In today’s fitness industry, whether you’re a solo trainer or running your own fitness studio or bootcamp, establishing a consistent payment system is crucial for your financial stability. In this updated guide, I’ll share some straightforward strategies to help you transition to a monthly payment system, ensuring you never have to ask for payment awkwardly again.

The Importance of Consistent Income for Fitness Businesses

One of the biggest challenges for both personal trainers and fitness business owners is maintaining a steady flow of income. Some months are fantastic—clients are booking sessions, and revenue is strong. But other months can be a struggle, with fluctuating income that makes it hard to cover even the basics.

This inconsistency often stems from relying too heavily on selling large session packages or waiting for individual session payments. The reality is that this model isn’t sustainable long-term, leading to burnout and causing many talented trainers and business owners to exit the industry prematurely.

My Own Experience with Irregular Income

In my early days as a personal trainer, I offered packages of 24 sessions, often resulting in a nice lump sum when a client paid upfront. However, life would inevitably get in the way—clients would go on vacation, fall ill, or have to reschedule due to work commitments. What should have been an 8-12 week engagement would stretch out much longer, delaying the next payment and disrupting my income flow.

Even though I had policies for late cancellations and missed sessions, my income remained inconsistent. I found myself working more hours, trying to squeeze in more clients, and sacrificing my work-life balance just to maintain a steady cash flow.

The Simple Solution: Take Monthly Payments

One of the most effective ways to resolve this issue is to shift to a monthly payment system. By doing so, you can predict your income more accurately, allowing you to plan your finances and business operations with confidence. Your clients will also appreciate the simplicity of a regular monthly payment, much like any other bill they pay.

Benefits of Monthly Payments for Fitness Businesses

Implementing monthly payments offers several advantages:

1. Reduced Client Cancellations: Clients are less likely to skip sessions if they’ve already paid for them. When I transitioned to monthly payments, I noticed a marked improvement in client consistency and, consequently, better results.
2. Improved Cash Flow Management: Monthly payments ensure a steady income stream, making it easier to manage your business expenses and plan for growth.
3. Enhanced Client Experience: Clients appreciate the predictability of monthly payments, as it helps them budget for your services just like any other recurring expense.

Overcoming Common Barriers

Many fitness professionals hesitate to switch to monthly payments due to a few common concerns. Let’s address those:

• Client Reactions: Most clients are already used to monthly payments for rent / mortgages, utilities, and memberships. In fact, many will prefer this method as it fits in with their personal budgeting.
• Pricing Strategy: Calculate your weekly rate and multiply by 4 or 4.3 (accounting for the average number of weeks per month). This approach simplifies the transition and keeps your pricing transparent.
• Missed Sessions: Offer clients a limited window to reschedule missed sessions. This not only holds them accountable but also ensures that they don’t lose out on their investment.
• Handling Your Own Absences: If you need to take time off, consider hiring another trainer to cover your sessions. This way, your clients maintain their routine, and you don’t lose out on income.

How to Collect Monthly Payments

The next step is choosing the right payment platform. In 2024, there are several reliable options:

1. PayPal: Easy to set up and trusted by many, PayPal allows you to create recurring payment plans.
   • Pros: User-friendly setup, brand recognition.
   • Cons: Can be expensive as transaction fees can start to add up.
2. Stripe: Popular among fitness businesses, Stripe offers flexible payment solutions but often requires integration with other tools.
   • Pros: Customizable and scalable. This is our favourite.
   • Cons: May require technical setup and third-party integrations.
3. GoCardless: Ideal for direct debit payments, GoCardless is a favourite among UK-based personal trainers and fitness studios.
   • Pros: Low fees, straightforward setup.
   • Cons: Advanced features require a premium account.
4. Standing Orders: A no-fee option where clients set up recurring payments through their bank.
   • Pros: Zero transaction fees.
   • Cons: Client-controlled, meaning they can cancel at any time.

What’s Holding You Back?

If you’re still relying on ad-hoc or cash payments in your fitness business, it’s time to rethink your strategy. Transitioning to monthly payments not only stabilises your income but also enhances your clients’ experience. Start implementing these changes today, and you’ll likely see your stress levels decrease as your bank balance becomes more predictable.

So, what’s stopping you? Take the leap and start securing a consistent, reliable income for your fitness business. Your future self will thank you.