Viewing payment history for a single client

Tracking down a specific charge, confirming a client's last payment, or resolving a billing dispute shouldn't require digging through your entire transaction ledger. Coachful lets you pull up the complete payment history for a single client in a matter of seconds — right from the client's profile inside your coach dashboard. Whether you're following up on a missed instalment, issuing a refund, or simply double-checking that a recurring charge went through, this guide walks you through every step.

TL;DR — Quick Answer

To view payment history for a single client in Coachful:

• Go to Coach → Clients and open the client's profile.
• Select the Billing tab on their profile page.
• All invoices, payments, refunds, and failed charges for that client appear in chronological order.
• Click any line item to see the full invoice detail, including the offer, amount, status, and Stripe receipt link.

Why Per-Client Payment History Matters

Most coaching businesses eventually run into a billing question they can't answer quickly. A client emails asking why they were charged twice. A payment plan falls behind. A coupon code wasn't applied correctly. When you can't isolate one client's financial record from the rest of your revenue stream, these small issues balloon into trust problems.

Viewing payment history at the individual client level — not just as a bulk export — lets you respond to billing questions with confidence. You can share a specific Stripe receipt, verify exactly which offer a charge belongs to, and spot anomalies (like a failed retry attempt) before they escalate. It also saves you time: instead of filtering a full payment report by email address, the data is already scoped to the person you're looking at.

Coaches on Stripe Connect through Coachful receive payments directly to their connected Stripe account. Every transaction — one-time purchases, recurring subscriptions, multi-instalment payment plans, and manually issued charges — is recorded at the platform level and surfaced inside each client's profile so you never have to cross-reference two dashboards simultaneously.

How to Find a Client's Payment History — Step by Step

Step 1: Open your Clients list

1. Sign in at app.coachful.co/sign-in and make sure you're inside your coach workspace.
2. In the left-hand navigation, click Clients (under the Coach section).
3. Use the search bar at the top of the Clients list to find the person by name or email address. You can also scroll or filter by tag if you have clients grouped into segments.

Step 2: Open the client's profile

1. Click the client's name or avatar to open their full profile.
2. You'll land on the Overview tab by default, which shows their enrolled programs, upcoming sessions, and notes.

Step 3: Navigate to the Billing tab

1. Click the Billing tab at the top of the client profile.
2. The tab loads all financial activity associated with that client's account — every charge, refund, credit, and failed payment attempt.

Step 4: Read the payment history table

The Billing tab displays a chronological list of transactions. Each row shows:

• Date — when the charge was created or last attempted.
• Description — the offer or program name the payment is tied to.
• Amount — the gross amount in your account currency.
• Status — one of paid, pending, failed, refunded, or partially refunded.
• Invoice / Receipt link — a direct link to the Stripe-hosted invoice or receipt you can forward to the client.

Step 5: Drill into a specific transaction

1. Click any row to expand or open the full invoice detail view.
2. From the detail view you can see the exact offer tier purchased, any coupon codes applied, the payment method (card brand and last 4 digits), and the Stripe invoice ID.
3. If a refund is needed, you can initiate it directly from this view — see the Refunding a client payment guide for the full walkthrough.

Tip: If you manage a large roster, use Michelle — Coachful's built-in AI assistant — to jump straight to a client's billing record. Just type "Show me [Client Name]'s payment history" in the Michelle panel and she'll navigate there for you, or surface a summary directly in the chat.

Understanding Payment Statuses

Knowing what each status means saves you from unnecessary Stripe log-diving.

Paid

The charge was successful and funds are on their way to your connected Stripe account (typically a 2–7 day payout delay depending on your Stripe settings). No action needed.

Pending

The invoice has been created but the charge hasn't been collected yet. This is normal for ACH/bank debit payments, which can take 3–5 business days to settle, or for payment plans where the next instalment isn't due yet.

Failed

The charge attempt was declined or encountered an error. Coachful (via Stripe's Smart Retries) will automatically retry the payment on an intelligent schedule. You'll also see the failure reason — for example, insufficient funds or card expired — so you can reach out to the client proactively. Failed charges do not lock the client out of the platform immediately; you can configure dunning behaviour in Coach → Settings → Billing.

Refunded / Partially Refunded

A full or partial refund has been issued back to the original payment method. The net amount column will reflect the actual amount you received after the refund. Stripe's standard refund processing time is 5–10 business days, depending on the client's card issuer.

Running a coaching business means billing questions are inevitable. Coachful centralises every client's financial record alongside their program progress, session history, and messages — so you have one place to answer any question a client might ask, without switching tools.

Filtering and Exporting Payment Data

The per-client Billing tab is ideal for one-off lookups. When you need a broader view — say, all revenue from a single program or all failed payments in the last 30 days — use the full Payments report under Coach → Finance → Payments. From there you can filter by date range, offer, payment status, and client, then export to CSV for your accountant or bookkeeper.

For a single-client export, open the Billing tab and look for the Export button in the top-right corner of the table. This generates a CSV containing all of that client's transactions — useful for sending a complete billing summary directly to the client or for importing into accounting software.

Payment History for Clients on Payment Plans

Payment plans are one of the most common sources of billing questions. A client who signed up for a 6-instalment payment plan wants to know how many payments they've made and how many remain. Here's how to find that quickly.

1. Open the client's profile and go to the Billing tab.
2. Find the offer associated with the payment plan — it will be labelled with the plan name and show each instalment as a separate line item.
3. The status of each instalment is shown individually: completed instalments show as paid, the upcoming one may show as pending or scheduled, and any missed ones will show as failed.
4. You can see the total plan value, the amount collected to date, and the remaining balance at a glance.

If a client wants to pay off their remaining balance early, you can handle that manually through Stripe or by creating a one-time charge inside Coachful. See Creating a manual charge for a client for instructions.

Pro Tips for Staying on Top of Client Billing

Set up email notifications for failed payments

Go to Coach → Settings → Notifications and enable alerts for failed charges. You'll receive an email the moment a payment fails for any client, giving you a head start on reaching out before the client even notices. Proactive communication around billing issues dramatically improves client retention.

Use client notes to log billing conversations

If you've had a verbal conversation with a client about a billing issue — for example, agreeing to pause a subscription for a month — add a note directly on their profile. The Notes tab sits right next to the Billing tab, so you can document the conversation and refer back to it if the issue resurfaces. This is especially valuable if you have a Virtual Assistant role on your team handling client communications.

Share Stripe receipts directly from Coachful

Rather than downloading a receipt and re-attaching it to an email, copy the Stripe receipt link from the transaction detail view and paste it into a direct message to the client inside Coachful's built-in chat. The client can open the receipt in their browser without needing to log in to anything — Stripe receipt links are public and do not expire.

Cross-reference with the client's program enrollment

A payment and a program enrollment are linked. If you see a charge for a specific program on the Billing tab, switch to the Programs tab on the same client profile to confirm they're actively enrolled and making progress. This is useful for spotting clients who paid but never actually started — a great trigger for a re-engagement message.

Troubleshooting Common Issues

I can't see any payments on the Billing tab

This usually means one of three things: (1) the client signed up via a free enrollment and has never been charged; (2) the payment was processed outside of Coachful and doesn't exist in the system; or (3) you're looking at the wrong client record — check that the email address on the profile matches the client who contacted you. If you're certain a Stripe charge exists for this client but it's not appearing, contact Coachful support with the Stripe charge ID so the team can investigate the webhook sync.

A payment shows as "paid" but the client says they were declined

The most likely explanation is a timing issue. A charge that succeeds on Stripe's side can still show as a temporary hold or pending charge on a client's bank statement before being fully settled. Ask the client to wait 24 hours and check again. If the issue persists, the Stripe receipt link in the transaction detail view is the most authoritative source — share that directly with the client to show proof of the successful charge.

I see a payment but I'm not sure which offer it's linked to

Click the row to open the transaction detail view. The Description field shows the exact offer name and tier. If the description is still unclear, the Stripe invoice ID in that same view can be looked up directly in your Stripe dashboard for complete line-item detail.

The client's payment history shows charges from before they were my client

This shouldn't happen under normal circumstances, but if a client previously purchased from a different coach on the Coachful network using the same email address, those transactions will not appear in your workspace — Coachful's multi-tenant architecture keeps each coach's financial data completely isolated. If you're seeing unexpected charges, confirm the client's email address matches exactly and reach out to support.

A refund I issued isn't showing in the Billing tab

Refunds can take a few minutes to sync from Stripe back to the Coachful UI. Refresh the page and wait up to 5 minutes. If the refund still doesn't appear after that, verify the refund was completed (not just initiated) inside your Stripe dashboard, then contact support with the refund ID.

Ready to Take Control of Your Coaching Revenue?

Billing transparency builds client trust and saves you hours of admin time every month. With Coachful, every payment — whether it's a one-time program purchase, a recurring subscription, or an instalment in a 12-month payment plan — is tracked against the right client profile and accessible in three clicks. No spreadsheets, no tab-switching, no guesswork.

If you're not yet using Coachful to manage your client billing, start your free trial today and see how much easier it is to run your coaching business when scheduling, program delivery, messaging, and payments all live in one place. Already a Coachful coach? Sign in to your workspace and try pulling up a client's Billing tab right now — it only takes a few seconds.