Top 10 Client Management Software for Coaches
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Updated December 2024
The average entrepreneur spends more than a third (about 36%) of their workweek on administrative tasks and often loses 1.5 hours daily due to wasted time and distractions. A recent survey shows that new business owners frequently perform manual tasks themselves because it would be easier; they don't have anyone to delegate the tasks to or are unsure how to delegate.
As your coaching business grows, you’ll need a client management software to centralize client data, automate routine tasks like scheduling and invoicing, tracking client progress so you can focus more of your time on business rather than working in your business.
Here are ten quality client management software for coaches out there today.
CoachAccountable
CoachAccountable has existed since 2012. It's popular among new and seasoned coaches who want to optimize their client management processes. CoachAccountable provides a comprehensive suite of features tailored specifically for coaching professionals.
Key Features:
Accessible from any web-connected device
Calendar/scheduling feature
Set up custom coaching packages, including group coaching
Contracting and Invoicing
Client Portal
Reporting and metrics
Exceptional customer service
Pricing:
CoachAccountable charges a fee based on the number of active clients you serve. You can have a number of contacts in your database, but if you only have two active clients, you’ll pay $20/month. If you have 100 active clients, you’ll pay $400/month. All their plans include unlimited coaches or administrators. There is no set-up fee or cancellation fee.
CoachAccountable doesn’t offer a free version of its platform, but it does provide a 30-day trial period.
Reviews:
CoachAccountable has a 4.7 rating out of 5 on TrustPilot, a consumer review site with 31 reviews.
Capterra, an online software marketplace that provides reviews, ratings, and comparisons, rates CoachAccountable a 5 star out of 5 with 63 reviews. The 5-star rating breaks down by ease of use (4.7), customer service (5.0), features (4.8), and value for money (4.9).
Vagaro
Vagaro, founded in 2009, is a cloud-based business management platform and online marketplace that helps beauty, fitness, and wellness businesses run their operations. While this software isn’t specific to coaching, it can be an ideal solution for coaches in the wellness industry.
Key Features:
Offers hardware like a credit card reader for in-person coaching sessions
Ability to create your own online store and create a customized booking page
Has a marketplace of over 20+ million customers searching for services like yours
Calendar/scheduler/online booking feature
Invoicing via email or text
Reporting and metrics
24/7 live phone, email, chat support
Pricing:
Their base plan starts at $30/month for a single location/1 bookable calendar and an additional $10/month per extra coach you add if you have multiple coaches in your business. There is an additional fee for their add-on fees such as text marketing, website builder, and payroll.
Vagaro offers a 30-day free trial to explore their platform. There are no set-up or cancellation fees.
Reviews:
Vagaro has 4.5 out of 5 stars with 233 reviews on G2, a peer-to-peer review platform that helps customers make software purchasing decisions. Customers felt the platform was easy to use, had good customer support, and made booking appointments easy.
Capterra shows Vagaro’s rating is 4.7 out of 5 stars with 3,440 reviews, echoing ease of use, customer support, and functionality as reasons for the high rating alone. Users also felt the platform is a good value for money.
Satori
Satori is relatively new in the coaching industry and offers an all-in-one platform to start, grow, and streamline your coaching business no matter what niche you focus on.
Key Features:
Seamless client onboarding process with one-touch enrollment
Keep clients on track with check-in prompts to capture session agendas, accountability, and feedback
Access metrics to improve your operations
Free Satori Scholar Plan to support coaching students currently enrolled in a professional coaching program with unlimited pro-bono clients
Pricing:
Satori offers three plans based on the number of active clients, coaching programs, and sessions booked. The base plan costs $39/month for up to 10 active clients, 3 coaching programs, and 60 sessions booked. The most comprehensive plan costs $149/month for up to 150 active clients, 50 coaching programs, and unlimited session bookings. Satori also offers two months free with an annual subscription.
Satori also offers a 15-day free trial.
Reviews:
Satori App has a 4.1 out of 5 rating on G2, based on 11 reviews. On Capterra, it holds a 4.5 out of 5 rating from 13 reviews, with specific breakdowns for ease of use (4.5), customer service (4.5), features (4.6), and value for money (4.3).
Coaching Loft
Founded in 2018, Coaching Loft is a coaching platform for coaches, coaching firms, and organization mentors and leaders across multiple disciplines.
Key Features:
Add your coaching profile to their Coach Finder directory to match with potential clients
Comprehensive library with over 500 pre-prepared questions to cover every step of the coaching journey with your client
Client Portal
Internal messaging, notifications, and integrated video conferencing
Invoicing, appointment scheduling, and reporting
Pricing:
Coaching Loft prices are based on whether you’re an independent coach, a coaching firm, or an enterprise. For independent coaches, you can choose from 4 different membership levels, from $1/month for two clients to $95/month for unlimited clients. For coaching firms and companies, it’s $95/month per coaching seat with a 12-month commitment. All plans offer a discount for an annual subscription. Coaching Loft also offers a free trial.
Reviews:
Software Advice and Capterra rated Coaching Loft 4.5 out of 5 stars based on 15 reviews. One reviewer noted that the best features are the questions library and timetable/calendar functionality.
HoneyBook
HoneyBook is an all-in-one client flow management software with project tracking for small business owners, freelancers, consultants, as well as coaches. It allows users to book clients, manage engagements, and get paid all from one platform.
Key Features:
Project management and customized workflows
Automatically track all communication with your clients
Scheduling, contracts, and invoicing
Templates
Lead generation management
Automation and AI-powered composer and data intelligence to predict high-value leads
Honeybook Community (for technical support), Honeybook Academy (to learn anything and everything about your Honeybook account), and Honeybook Pro (optional to hire a pro to help as you grow your business)
Pricing:
All plans offered at Honeybook start with a 7-day free trial. The Starter Plan is $19/month for one user, the Essentials Plan is $39/month for up to 2 team members, and the Premium plan is $79/month for unlimited team members and multiple companies. Prices are discounted for annual payments. According to their website, prices will increase starting February 4, 2025.
Reviews:
Honeybook has a 4.5 out of 5 rating on G2, based on 174 reviews. On Capterra, it holds a 4.7 out of 5 rating from 637 reviews, with specific breakdowns for ease of use (4.6), customer service (4.7), features (4.6), and value for money (4.6).
Paperbell
Paperbell is an all-in-one client management software founded and created by a coach in 2020. It’s a website platform and a business management tool made explicitly for coaches.
Key Features:
Public-facing website and custom-branded landing pages for your coaching offerings
Client Portal
Supports group coaching
Scheduling, contracts, and invoicing
Knowledge base
Templates, forms, surveys
Pricing:
Paperbell’s plan is all-inclusive, with unlimited clients for one coach for $57/month and discounted with an annual payment.
Reviews:
Paperbell has a 4.7 out of 5 rating on G2, based on 62 reviews. On Capterra, it holds a 4.6 out of 5 rating from 128 reviews, with specific breakdowns for ease of use (4.6), customer service (4.8), features (4.2), and value for money (4.6).
Practice.do
Started in 2019, Practice.do is a client management software designed for service-based businesses and streamlines all of the administrative pieces of your business in one central place. They offer best practices on how their platform helps specific business owners, including coaches who only manage operations for themselves or a company of coaches.
Key Features:
Automation for simple workflows
Client Portal
Templates
Scheduling, contracts, and invoicing
Payroll for coaches on your team
Pricing:
Practice.do offers a 7-day free trial on all of their plans. They offer a basic plan that costs $5/month for two clients to $99/month for teams and customized pricing for their Enterprise package. Save 30% for annual payment.
Reviews:
Practice.do has a 4.8 out of 5 rating on G2, based on 64 reviews. On Capterra, it holds a 4.8 out of 5 rating from 28 reviews, with specific breakdowns for ease of use (4.7), customer service (4.9), features (4.5), and value for money (4.8).
Simply.coach
Simply.coach was founded in 2020 when the founders came together to build a solution for the difficulties they faced in their own coaching businesses and journeys.
Simply.coach is a comprehensive digital coaching platform for service professionals, including coaches, trainers, therapists, mentors, and consultants.
Key Features:
Goal setting and tracking
Scheduling, contracts, and invoicing
Enterprise-level coach matching for large-scale coaching programs
Stakeholder feedback, insights, and reporting
Group coaching capabilities
Resource Library
Pricing:
Simply.coach’s pricing for Solopreneurs starts at $19/month for two clients to $89/month for unlimited clients, and businesses start at $99/month. Discounts are offered for annual payment. They offer a 14-day trial period.
Reviews:
Simply.Coach has a 4.8 out of 5 rating on G2, based on 105 reviews. On Capterra, it holds a 4.7 out of 5 rating from 34 reviews, with specific breakdowns for ease of use (4.5), customer service (5.0), features (4.6), and value for money (4.9).
They’ve received several awards, including G2 Best Results Small Business 2024, Users Most Likely to Recommend 2024, and High Performer Small Businesses 2024.
Bonsai
Bonsai was founded in 2015 and is an all-in-one client relationship and business management platform designed primarily for freelancers, consultants, and other professional services small businesses.
Key Features:
Time tracking and task management
Leads and pipeline tracking
Client Portal
Client workflow automation
Scheduling, contracts, invoicing
Bookkeeping and financial management
Pricing:
Bonsai offers several plans for your business so you can upgrade as your business grows, starting with $15/month for unlimited clients to $59/month for a 3-user minimum. They offer up to four months free and a discounted plan with an annual payment.
Bonsai offers a 7-day free trial.
Reviews:
Bonsai has a 4.3 out of 5 rating on G2, based on 101 reviews. On Capterra, it holds a 4.6 out of 5 rating from 88 reviews, with specific breakdowns for ease of use (4.6), customer service (4.3), features (4.3), and value for money (4.4). On Trustpilot, it holds a 4.1 out of 5 rating from 452 reviews.
Moxie
Not to be confused with Moxie, the MedSpa software, this Moxie software is designed for freelancers, consultants, and solopreneurs, including coaches. Launched in 2020, Moxie offers an enterprise-quality digital workplace with all the tools needed to start, manage, and grow your coaching business.
Key Features:
Client management and project management
Unlimited collaborators
Client Portal
Mobile App
Scheduling, contract, invoicing
Bookkeeping
Moxie Assistant with all plans
Moxie Academy and Workshops
Pricing:
Moxie offers two plans - one for entrepreneurs (1 license) at $25/month and one for teams (up to 5 licenses) at $40/month. Start with a 14-day trial and get discount pricing for annual payments.
Reviews:
Moxie is one of the eight best companies in the CRM provider category on TrustPilot. Based on 470 reviews, it has a 4.8 out of 5 rating.
Investing in a robust client management software is essential for scaling your coaching business effectively. By centralizing client data and automating routine tasks, you free up valuable time to concentrate on strategic growth and client engagement. Tracking progress becomes seamless, allowing you to tailor your coaching methods to meet individual needs more efficiently. Ultimately, this transition not only enhances your productivity but also elevates the overall client experience.
Take the next step in your coaching business journey by exploring the best client management solutions available today!
