As a coach, taking payments online is crucial to running your business. You need a payment processor that not only handles transactions but also integrates seamlessly with your other business tools or client management system.

So what’s the best payment processor for small business owners? Read on to learn about the criteria to evaluate payment processing software and how to choose the best one for you.

4 Criteria for Choosing a Small-Business Friendly Payment Processor

A reliable payment processor is key for running your coaching practice smoothly and giving your clients a great experience. Here’s what you should look out for when choosing a platform.

1. Transaction Fees

Payment processing fees are unavoidable, but understanding their pricing structure can help you minimize costs—and keep more of your coaching revenue in your bank account.

Payment systems might charge you:

• Flat rates: These rates are predictable and remain the same for all types of transactions. It’s worth it if you process no more than a few thousand dollars each month through your payment platform.
• Interchange-plus pricing: A transparent pricing structure that separates the credit card company’s base fee (interchange) from the payment processor’s markup fee. This is a great option if you process a high volume of payments each month.
• Subscription-based pricing: Go for this one if you prefer lower transaction fees in exchange for monthly subscription fees.

In addition to payment processing fees, some platforms may also have additional costs like:

• Varying transaction fees depending on the type of credit card payments
• Monthly or annual service fees or PCI compliance costs (to protect sensitive information)
• Setup and termination fees at the beginning and end of your contract
• Incidentals, in other words, charges for instances like chargebacks or insufficient funds

Make sure you understand the fine print of the payment platform you choose and account for these costs in the financial plan of your coaching practice. Optionally, you can offset them by raising your prices slightly or offering packages instead of individual sessions.

[ Read: The 4 Pillars of Sold-Out Life Coaching Packages ]

Scalability is another factor you might want to consider. Choose a platform that can grow with your business, whether you plan to expand your coaching programs and products, increase your client base, or accept payments globally.

2. Contracts

Flexibility is key, especially if you’re still testing out a platform. Avoid processors that lock you into long-term contracts or charge hefty cancellation fees.

Instead, look for credit card processors with month-to-month agreements. These give you the freedom to switch if your business needs to change.

3. Integrations

Your payment processor shouldn’t just handle payments—it should also work seamlessly with the tools you already use. Check if it integrates with:

• Your client management system: With Paperbell, payment processing is baked right into your coaching website and client booking system. No need to pay for it and set it up separately (more on this later.)
• Accounting software: If you connect your payment processor to your billing software, it might simplify tax time. To avoid errors, ensure you save your records if you switch providers within a tax year.
• E-commerce platforms: If you run a digital shop with courses, books, or other online products, it’s key your payment system plugs into it—although most of these platforms include a payment gateway already.

Your payment system should be easy to set up and use without tech knowledge, both for you and your clients.

4. Additional Features

Some payment processors provide additional benefits that can make running your coaching business easier. Here are some features worth considering:

• Customer support: Responsive, 24/7 support can save the day when things go wrong.
• Fraud protection and security: Your clients need to feel safe when paying you. Data encryption and security compliance can build trust.
• Recurring billing options: Great for getting paid in installments or setting up a coaching subscription.
• Customizable checkout: Featuring your brand elements or embedding the payment system into your website with multiple payment methods.
• Insights and analytics: A summary of which clients or packages bring in the most revenue.

These extra features make your payments easy to manage and give your business a professional look.

6 Best Payment Processors for Small Business Owners

Here are six payment gateways you can rely on to run a profitable business as a coach or consultant.

1. Paperbell: Best for All-in-One Client Management

Paperbell is an all-in-one website solution and client management tool designed specifically for coaches. It has everything you need to get paid for coaching and run your business with ease.

Paperbell has Stripe built into it, so you don’t need to use a third-party tool to get paid. It has every feature you need to streamline your workflow and focus on delivering excellent coaching experiences.

Features

• Payment processing for custom payment plans and subscriptions
• Analytics to track income per client or coaching program
• A friendly support team with real human beings
• A coaching website with separate landing pages for each of your products
• A session booking system with your custom availability
• Custom packages with the option to offer digital downloads and course content
• Digital contract signing
• Client surveys and coaching logs
• Automated reminders and notifications
• Client communication and messaging
• Client portal for easy access to session details and documents

[ Read: Should You Offer Payment Plans to Coaching Clients? ]

Pros

• Fully integrated platform for coaches with no need for additional tools
• Simplifies client management by handling scheduling, payments, contracts, and communication
• User-friendly platform for both you and your clients
• Automates administrative tasks like reminders, reducing manual work
• Secure client portal for managing session details, documents, and payments
• No hidden fees or complicated pricing structures

Cons

• Limited customization for web page design
• Fewer advanced marketing features compared to other platforms like Kajabi

Pricing

Paperbell has a straightforward flat fee of $57 per month ($47.50 with a yearly plan) that includes unlimited clients, packages, contracts, and files.

2. Stripe: Best for Flexible Integration

Stripe is a scalable payment processor widely used by small businesses in the digital space.

It provides an easy way to process payments online and can handle everything from recurring billing to multi-currency transactions—precisely why we chose it as Paperbell’s built-in payment processor.

Features

• Easy integration with websites and apps
• Supports recurring billing and subscription management
• Handles multi-currency payments and global transactions
• Offers customizable checkout options
• Developer-friendly with API access

Pros

• No setup fees and no monthly fees for basic features
• Great for processing subscription fees and package installments
• Flexible and customizable for advanced users

Cons

• Requires technical knowledge for advanced customization
• Chargeback fees apply

Pricing

Stripe charges varying payment processing fees based on location and payment method. Click here to learn more about their pricing structure.

3. PayPal: Best for Simplicity and Brand Trust

PayPal is one of the most recognized payment processing companies, making it a great choice for coaches and consultants looking for a trusted, easy solution.

With a reputation for security and convenience, PayPal allows sending invoices, accepting payments, and managing recurring billing from its platform. It’s easy to set up, making it ideal if you want to get started quickly.

Features

• Instant payments and easy invoicing
• Supports one-time payments, subscriptions, and recurring billing
• Integration with many e-commerce platforms
• Mobile-friendly

Pros

• Trusted by millions of users, increasing credibility
• No setup fees or monthly fees for basic features
• Easy invoicing and support for many currencies
• Fast access to funds

Cons

• Higher fees for international payments
• Customer service can be slow
• Limited customization for checkout experience

Pricing

Read more about PayPal’s pricing structure here.

4. ThriveCart: Best for coaches with high-ticket programs

ThriveCart is designed for businesses that sell higher-priced digital products and services. You can use it to build multi-step funnels for your premium coaching packages or courses.

ThriveCart lets you create high-converting checkout pages, and one-click upsells. It also includes affiliate management tools if you want to grow your business through partnerships.

Features

• Lifetime access for a one-time fee
• High-converting customizable checkout pages
• Includes upsell, downsell, and order bump options
• Affiliate management system
• Supports recurring billing

Pros

• Advanced marketing tools
• Optimized checkout pages
• Integrates with popular marketing and payment platforms
• Great for high-ticket offers

Cons

• You won’t use most of its functionality if you just need a simple payment processing tool.
• The one-time fee might not be ideal if you’re just starting or still testing tools for your business.

Pricing

One-time fee of $495 for lifetime access.

5. QuickBooks Payments: Best for Integrated Accounting

This payment system seamlessly integrates with the accounting software QuickBooks, making it an ideal choice if you already use it for your bookkeeping.

You can easily track your income and expenses with it while processing payments and managing recurring billing.

Features

• Invoicing and payment tracking
• Supports recurring billing
• Mobile payment processing

Pros

• Easy for QuickBooks users
• No monthly fees for basic plans
• Simple invoicing and payment tracking features
• Supports both online and in-person payments

Cons

• Limited customization for checkout and invoices
• International payments have additional fees
• Higher fees for some types of transactions

Pricing

Read more about the transaction fees Quickbooks charges here.

6. Kajabi: Best for coaches with digital products

Kajabi is an all-in-one platform for selling digital products like courses, coaching programs, and memberships.

While it’s known for its various marketing and automation tools, Kajabi also offers payment processing. So if you run an e-commerce-focused coaching practice, you can use it to process payments and manage subscriptions without third-party integrations.

Features

• All-in-one platform for course creation, marketing, and payments
• Customizable checkout pages and payment options
• Marketing automation tools
• Supports recurring billing and subscription management
• Integrates with email marketing and CRM tools

Pros

• Full suite of tools for creating and marketing digital products
• Easy payment integration with customizable options

Cons

• Higher monthly fees compared to other platforms
• Not ideal for coaches who only need a payment processor or client management system
• Limited payment options for international clients

Pricing

Their basic plans start at $149 a month.

How to Get Paid for Your Coaching Packages Online

Taking payments for your various coaching packages is effortless with Paperbell. Just fill in a few important details about your coaching program and Paperbell automatically creates a landing page for it—ready to process payments through its integrated Stripe gateway.

Clients can book sessions, sign up for your membership, and sign your contract in just a few clicks on your personalized Paperbell website. Their information will be securely stored in your account, making it easy to manage everything in one place.

Here’s how you can create a new package in Paperbell.

Sign up for a free account. Go to Packages, then click Create New.

Specify the type, duration, and number of sessions included in the package, such as one-on-one or group coaching.

Set the pricing for your package. One-time payments, subscriptions, and installment plans with flexible due dates are all supported with Paperbell.

You can also offer coupons for clients who sign up early or as an incentive for new testimonials.

Optionally, you can add surveys or bonus materials to your package, like courses or downloadable worksheets.

Once your package is set up, easily customize its landing page with your preferred design, text, and images.

Your package is now ready for sign-ups!

You can choose to keep it public on your Paperbell website or make it exclusive for private clients with an invite-only option.

FAQ

What Payment System/Gateway Is Best for Small Businesses?

Stripe is ideal for online payments—it’s already integrated into our all-in-one client management system, Paperbell. PayPal is great for simplicity and brand trust, while Kajabi gives you a variety of marketing tools.

How Do Small Businesses Accept Payments?

Small businesses can accept payments through:

• Point-of-Sale (POS) Systems: Hardware and software solutions for in-person transactions.
• Online Payment Gateways: Platforms like Stripe or PayPal for e-commerce transactions.
• Mobile Payment Solutions: Services such as SumUp for on-the-go payments.

What Is Better Than Square Payment Processor?

Alternatives to Square include:

• Stripe: Best for online payment processing with customization.
• PayPal: Used globally.
• SumUp: Suitable for occasional sellers or low-ticket sales.

Start Getting Paid for Coaching

The right payment processor should support your business needs, whether it’s simplicity, scalability, or advanced e-commerce features.

If you’re looking for an all-in-one solution to manage payments and clients effortlessly, sign up for Paperbell for free and explore how it can streamline your coaching business!