How do I track a deposit and a balance?

Record the deposit as paid on the package record and set the balance status to due, then update it to paid when the rest comes in. The record shows the package's state without any guessing.

Does Cash Workspace take payments from clients?

No. Cash Workspace does not process or collect payments. You record each payment as an income entry yourself and can attach the agreement; collecting the money happens elsewhere.

How should I handle a renewal?

Record the renewal as a new package under the same client rather than editing the original, so each engagement's income stays distinct and the client's history is preserved.

Cash Workspace

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Creator finance · Coaching income

Coaching session and package income records

When you coach one-to-one and sell session packages, income arrives as deposits, balances, and renewals tied to specific clients — and it's easy to lose track of who's paid for what. Recording income per client or package, with the agreed fee and status, keeps every engagement clear. Cash Workspace gives you one place to record each package, mark deposits and balances, and attach the coaching agreement.

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The problem

Why coaching income gets confusing

Packages, deposits, and renewals mean each client's payment state is different, so without per-client records it's hard to know who owes what.

A client pays a deposit, then the balance is forgotten until they ask.
Session packages of different sizes make the agreed fee hard to recall.
Renewals and re-bookings blur into the original package.
The coaching agreement is in email, separate from the income record.
At year-end you can't quickly total income per client.

The workflow

Record income per client or package

Set up a record per package, mark deposit and balance, and attach the agreement so each engagement is self-documenting.

1
Create a client record
Keep a consistent record per coaching client so all their packages group together.
2
Record the package
Enter the package with sessions purchased, the agreed fee, and the start date.
3
Mark deposit and balance
Record the deposit as paid and set the balance status (due or paid) so the payment state is always clear.
4
Attach the agreement
Attach the coaching agreement to the package record so the terms and the income stay together.
5
Update on renewal
When a client renews or re-books, record a new package rather than overwriting the old one.

Record structure

What to record for each package

A consistent field set keeps each client's packages clear and reconcilable.

Client: Who the package is for, kept as a consistent client record.
Package: What was sold (e.g. 6-session package, monthly retainer).
Sessions purchased: How many sessions the fee covers, so usage is trackable in a note.
Agreed fee: The total fee and currency for the package.
Deposit: Deposit amount and whether it's paid.
Balance status: Whether the remaining balance is due or paid.
Agreement: The coaching agreement attached to the package record.
Note: Renewal history, sessions used, or a scheduling detail.

Example setup

An example folder setup

One way to organize coaching income by client.

Active clients

A record per active client with their current package, fee, and balance status.

Coaching agreements

Each client's signed agreement, attached to their package record.

Completed packages

Finished packages kept for the year-end income total.

Renewals

New packages for returning clients, recorded separately from the originals.

Common mistakes

Mistakes to avoid

Recording a deposit but never noting the balance, so it's forgotten.
Overwriting an old package on renewal, losing the income history.
Keeping the agreed fee only in email, separate from the record.
Mixing two clients' payments so per-client totals are wrong.
Storing the coaching agreement away from the income record.

How it helps

How Cash Workspace helps

Per-client income records

Record each package under its client so deposits, balances, and renewals stay grouped.

Deposit and balance status

Mark deposit paid and balance due or paid so each client's payment state is clear at a glance.

Agreement attached

Attach the coaching agreement to the package record so the terms and the income live together.

Coaching program records

Group a group-coaching cohort's payments and costs.

Creator invoice tracker

Track invoices by status across clients.

Income by source

Group income from coaching and other sources.

Deposit and final invoices

Keep deposit and balance invoices reconciled.

All finance workflows

Browse the full Cash Workspace workflow library.

FAQ

Coaching income records FAQ

How do I track a deposit and a balance?: Record the deposit as paid on the package record and set the balance status to due, then update it to paid when the rest comes in. The record shows the package's state without any guessing.
Does Cash Workspace take payments from clients?: No. Cash Workspace does not process or collect payments. You record each payment as an income entry yourself and can attach the agreement; collecting the money happens elsewhere.
How should I handle a renewal?: Record the renewal as a new package under the same client rather than editing the original, so each engagement's income stays distinct and the client's history is preserved.

Organizing help — not tax, accounting, or legal guidance

Cash Workspace is a free workspace for organizing invoices, expenses, receipts, clients, and documents. This page is organizing guidance only — not tax, accounting, legal, or bookkeeping guidance. Cash Workspace does not connect to your bank, does not scan or read your receipts for you, and does not move or collect payments. Whether an expense is deductible depends on your situation, so confirm it with a qualified accountant or tax professional.

Keep coaching income clear per client

Start a free workspace and record each package with its fee, deposit, balance status, and agreement so you always know who's paid for what.