Never Chase a Payment Again: How Personal Trainers Can Automate Payment Reminders
By Ellaine | May 12, 2025
Let’s be real: chasing payments is awkward.
You didn’t become a personal trainer to write “Hey, just checking if you’ve paid” messages at 9PM.
Whether you're working with in-person clients or remote coaching clients, automating payment reminders isn’t just a time-saver — it's a revenue-protecting move. Here's how to do it, stress-free.
Why Payment Follow-Ups Matter
Late payments don’t just hurt cash flow — they chip away at client accountability.
Manual reminders:
- Take time
- Feel uncomfortable
- Often get ignored
Automated reminders, on the other hand:
- Go out at the perfect time
- Remove emotion from the message
- Keep your income consistent
3 Automations Every Trainer Should Set Up
Pre-Due Reminder
Send a message 2–3 days before payment is due.
Example: “Hey [First Name], just a heads up your next session payment is coming up. Let me know if you need anything!”
Missed Payment Trigger
If payment isn’t received, trigger a 2-step follow-up:
Failed Payment Retry
If using card billing, automate a retry after 48 hours + send client a heads-up.
How to Set This Up (The Easy Way)
Most trainers try to do this manually or with clunky tools.
NexusGyms gives you built-in automation flows like:
- “Payment due in 3 days” → email/SMS
- “Missed payment” → wait → 2nd reminder
- Auto-tag unpaid clients as “at-risk”
No tech setup. Just switch it on.
Template: Payment Reminder Email That Works
Subject: Quick heads up about your next session
Hey [First Name],
Just a quick reminder your next payment for training is coming up on [Date]. You can pay securely here: [Payment Link]
Let me know if you need anything!
– [Your Name]
Final Thoughts
Chasing money sucks. Automating payment reminders helps you:
- Keep income steady
- Stay professional
- Focus on what you do best — training clients
Set it up once and let it run forever.
👉 Try NexusGyms free – automations included
Ellaine
Ellaine is a dedicated and experienced personal trainer with over seven years of expertise in helping clients achieve their fitness goals. With a passion for health and wellness, she specialises in creating personalised training programs that cater to individual needs, whether it’s weight loss, muscle building, or improving overall fitness.