Manage your customers' payments

TrainerPlan keeps track of what each athlete pays you. For every payment you choose how it is collected:

• Manual: the athlete pays you outside TrainerPlan (bank transfer, cash…) and you or the athlete mark the payment as paid.
• Online with Stripe: the athlete pays by card or SEPA Direct Debit and TrainerPlan records the payment by itself.

Set up a payment

Open one of your customers and select Payments in the athlete’s navigation.

Click Configure Payment and the payment settings open.

Choose a payment product. It sets the title, the amount and the frequency (weekly, monthly, quarterly or annually), and you can create one with the + button next to the product list. Then set the start date and, if you want, an end date.

Under How will the athlete pay? choose Manual or Online with Stripe. The online option is available once you connect Stripe (see “Get paid online” below).

You can also add a reminder for when a payment is past due: choose how many days after the due date (or the same day) and write the message. If the payment is still unpaid by then, your customer receives it by email and as a notification.

To charge several athletes the same thing in one step, use New payment on the Payments page.

One-off payments

For a payment that does not repeat, use a One-off payment product: it creates a single payment on the start date.

Manual payments

When the athlete has paid you, open their payments (click their row on the Payments page), click the pencil on the payment and record it as paid. You can add a note or attach a receipt.

Get paid online

With online payments the money goes straight into your own Stripe account. You are the seller, TrainerPlan takes no commission and you only pay Stripe’s processing fees. Manual tracking keeps working for every athlete you don’t move online.

Connect Stripe

1. Go to Payments in the main navigation and click Connect Stripe in the “Get paid online” box.
2. Accept the terms and click Continue to Stripe. Stripe asks for your identity and bank details; it takes about 5 minutes.
3. Back in TrainerPlan, the box changes to “Online payments are on” as soon as Stripe has checked your details. If Stripe still needs something, click Resume setup.

In a team, the team owner or a team admin connects the Stripe account, and every coach in the team collects into it.

Charge an athlete online

1. Set up the payment as described above and choose Online with Stripe.
2. Your athlete receives an email and a notification with a payment link. You can send it again or copy it from the ⋯ menu of the payment’s row in Payments › Customers.
3. For a recurring payment the athlete sets up automatic payment once, and from then on each period is charged automatically. A one-off payment is paid once.

Until the athlete sets it up, the payment shows Awaiting setup. If a charge does not go through it shows Payment failed: Stripe tries again and the athlete is emailed to update their card.

Follow your payments and payouts

• Payments › Dashboard shows the period’s totals (total, pending, paid and past due), a chart and your latest payments.
• Payments › Payments lists every payment, manual and online (online ones carry the Online label). Filter by status, payment method or dates, or search by athlete, product or invoice number.
• Payments › Payouts shows your Stripe balance, the next payout and the payouts already sent to your bank.
• To refund a payment, answer a dispute or change your bank account, use Open my Stripe dashboard in Payments › Settings. A refund made there shows up in TrainerPlan by itself.

Invoices, tax and discounts

• Every paid payment has an invoice in your name that you and your athlete can download. In Payments › Settings › Invoices you set the number prefix, a note at the bottom, whether your prices include tax (and at what rate), and whether the invoice is emailed to the athlete when they pay online.
• In Payments › Products › Promo codes you create discount codes. A product can carry one, applied automatically when the athlete pays online.
• Share link on a product gives you a link anyone can use to buy it: new athletes sign up first, are linked to you, and then pay.

Cancel or stop

• When you cancel a recurring payment that is paid online, it stops at the end of the period the athlete has already paid. Until then it shows “Ends” with the date.
• Your athlete can also cancel their automatic payment from their own Payments page. You are notified, and their coaching continues.
• If you archive or remove an athlete, or one of you deletes the account, their automatic payments are cancelled right away.
• Disconnect in Payments › Settings stops online payments: automatic payments end after the period each athlete has paid, and those fees move to manual tracking.