Getting Paid as a Personal Trainer: A Complete UK Guide

Running sessions is the fun part. Chasing payments? Not so much. Here's a complete guide to getting paid as a PT in the UK - covering payment methods, handling late payers, and setting up systems that actually work.

The Payment Method Options

Cash

Pros: Immediate, no fees
Cons: No paper trail, security risk, clients need to remember to bring it
Best for: Pay-as-you-go outdoor sessions

Bank Transfer

Pros: No fees, money goes straight to your account
Cons: Easy to forget, requires client effort, no automatic tracking
Best for: Monthly retainer clients who set up standing orders

With RemindToPay: Clients see your bank details in their payment portal. When they pay, you mark the payment as received in your dashboard - this stops reminders and updates your records. Remember: bank transfers don't reconcile automatically, so you'll need to check your bank and mark them manually.

Card Payments

Pros: Convenient for clients, automatic tracking, professional
Cons: Processing fees (typically 1.5-3% + fixed amount), setup required
Best for: Packages, ad-hoc sessions, clients who prefer cards

With RemindToPay: Card payments are processed through Stripe with a combined fee of 2.5% + 20p (Pro) or 3% + 20p (Free). This single fee covers both processing and platform costs. Money goes directly to your bank account, usually within 2-3 business days.

The Best Approach: Multiple Options

Successful PTs typically offer:

1. Card payment as the default (convenient, trackable)
2. Bank transfer as an alternative (for those who prefer it, 0% fees)
3. Cash only when necessary (outdoor sessions without payment systems)

Setting Up Card Payments

To accept card payments professionally, you need a payment processor. Different options charge different fees - typically between 1.5-3% per transaction plus a small fixed amount.

With RemindToPay, we use Stripe Connect, which means:

• Payments go directly to YOUR bank account
• You see transactions in your own Stripe dashboard
• Clients pay through a professional portal
• One transparent fee (2.5-3% total including platform)
• No separate processor fees to track

Handling Late Payers

Every PT has them. Here's the professional approach:

Prevention

• Clear terms upfront: "Payment due by [date]"
• Automatic reminders before due date
• Easy payment options (card link, not just bank details)

When It Happens

1. First reminder (1-3 days late): Friendly, assume they forgot
2. Second reminder (7 days late): Firmer, direct ask for payment
3. Third reminder (14+ days late): Clear consequences, service may pause

The Conversation

If you need to raise it in person:

"Hey, quick admin thing - just noticed your December payment is outstanding. Can you sort that today? I can send you the payment link now if that's easiest."

Keep it:

• Brief (don't make it a big deal)
• Practical (offer the solution)
• Professional (not emotional)

Structuring Your Pricing

Per Session

• Simple for pay-as-you-go
• Disadvantage: irregular income, harder to track who owes what

Monthly Packages

• Regular income, easier to manage
• Example: "4 sessions per month, £200, due on 1st"
• Payment happens once, simpler for everyone

Block Bookings

• Client pays upfront for X sessions
• Guaranteed income, but need to track session balance
• Consider: what happens to unused sessions?

The Professional System

The PTs who don't stress about payments have:

1. Clear pricing communicated before starting
2. Consistent billing dates (same day each month)
3. Automatic reminders (they don't manually chase)
4. Easy payment (one-click card payment)
5. Tracking (dashboard showing who's paid, who's outstanding)

This isn't about being harsh - it's about being professional. Your clients expect professionalism in your training. They should experience the same in your billing.

Tax Considerations

Quick reminders for self-employed PTs:

• Register as self-employed with HMRC within 3 months of starting
• Track all income (every session, every payment)
• Save for tax - put aside 20-25% of income
• Allowable expenses - gym rent, equipment, insurance, travel to clients
• Self Assessment deadline - 31st January for online filing

Consider an accountant for your first year at least. For the latest guidance, visit gov.uk/self-assessment-tax-returns.

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Getting paid shouldn't be harder than the actual training. RemindToPay handles reminders automatically so you can focus on your clients.

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The Modern PT Payment Solution

Card payments win - but setting them up traditionally means payment terminals, monthly fees, and complexity.

RemindToPay gives PTs a simpler option:

• Stripe-powered payments - 2.5% + 20p per transaction, nothing else
• Payment links - Send via text or email, clients tap to pay
• Automatic reminders - Chase payments without the awkward conversation
• Client portal - Professional payment page with your branding

Start free with up to 5 clients → - no credit card required.