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Best CRM for Coaching Business

Last updated on February 6, 2024

Relationships and connections are at the heart of coaching business success. If you’re struggling to manage your coaching clients, a customer relationship management (CRM) tool is the solution. 

Life coaches deal with a large amount of data, from appointments and client details to client analytics, so generic CRMs can fall short when it comes to meeting your unique needs. That’s why we’ve explored the best CRM for coaching business—and lucky for you, we’re sharing our findings! Let’s dive deeper into the top-rated life coaching software and CRM platforms that can replace scattered tools with an integrated, all-encompassing system. 

  • Paperbell – Best Overall
  • Practice – Best for Small Businesses
  • Honeybook – Best for Simple Data Management
  • UpCoach – Best for Improving Client Experience
  • Bonsai – Best for Comprehensive Business Features
  • CoachVantage – Best for Coaching Log
  • Keap – Best for Sales Processes and Automation
  • Satori – Best for Beginners
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Top Pick: Paperbell

The best CRM for life coaches who want an intuitive, attractive, and reasonably-priced tool is Paperbell. It simplifies scheduling, contract management, online payments, and client administration. What sets it apart from other CRM options is that it centralizes all operations while keeping the processes simple and outcomes client-focused. 

Paperbell - The All-in-One Coaching Software for Busy Coaches
Paperbell.com

Features 

  • CRM
  • Scheduling
  • Client portal
  • Automation
  • Custom shop page and landing pages
  • Group coaching
  • Digital downloads
  • Intake surveys
  • Contracts
  • Payments
  • Integrations (Zoom, Google Calendar,  Zapier, PayPal, Skype, etc.)

Paperbell packs a comprehensive set of features that can help with managing relationships with clients, including intake forms for streamlined client onboarding, a history of appointments, lifetime spending statistics, purchased packages, how many sessions are left, your notes from sessions, and more. 

You can head to our Paperbell review to find out about its other nifty features. Or, if you’re curious about how Paperbell compares with other software, refer to our Paperbell alternatives article.

Pricing

Paperbell’s monthly membership is priced at $47.50 (with an annual subscription). There are no restrictions in terms of the number of clients, and you even get the first 2 months free. You can take advantage of a generous free trial with no time restrictions, but the software remains free only as long as you’re managing a single client.

Small Coaching Business Option: Practice

Practice is tailor-made for coaching professionals, so it provides a professional and user-friendly experience for both coaches and clients. The platform is designed for small businesses, and it provides a comprehensive suite of services, including scheduling, payments, forms, client records, a client portal, automation, document management, and end-to-end relationship management.

Practice.do logo - Practice Software Review – Features, Pricing, and Everything You Need to Know
Practice.do

Features

  • CRM
  • Scheduling
  • Client portal
  • Automation
  • Group coaching
  • Communication
  • Customization
  • Creating packages
  • Contracts
  • Payments
  • File storage
  • Forms
  • Mobile app
  • Integrations (Google, Stripe, and Zoom)

Practice unifies client records in one convenient location to simplify their management. In the client management system, you can track sessions, forms, files, links, notes, payments, and email threads. You can also pin all important information to the top of each client record to personalize your outreach.

There’s so much more to Practice than their CRM, so be sure to read our in-depth review to reveal all of its benefits.

Pricing

Practice begins its pricing plan at $28 per month, but if you want the most affordable solution, that would be a one-time payment of $1,200 for lifetime access. There’s also a 7-day trial for those who want to test the waters.

Simple Data Management: Honeybook

Honeybook is described as “small business management software for a smooth clientflow,” and that’s precisely what it delivers—simple and seamless client management. You can use it for client communication, record keeping, and managing bookings and payments. 

Honeybook logo - Honeybook for Coaches – Reviews, Features, Pricing, and Everything You Need to Know
Honeybook.com

Features

  • CMR
  • Scheduling
  • Client portal 
  • Automation 
  • Templates for various documents
  • Invoices and proposals
  • Payments
  • Contract signing
  • Mobile app
  • Integrations (Gmail, Google Calendar, Zoom, QuickBooks, etc.)

Honeybook is super easy to use, with just enough features to flawlessly support CRM for coaches. Among the basic CRM features, it also includes numerous templates such as brochures, pricing guides, and invoices.

To simplify the booking process, Honeybook has consolidated invoicing, proposals, and payments into one file that clients can review and accept.

For a comprehensive analysis of Honeybook, its features, and a comparison with other platforms, read our Honeybook review and Honeybook alternatives articles.

Pricing

Honeybook’s starting price is $8 per month (when billed annually), but this basic plan doesn’t include automation, scheduling, and other advanced features. Before you sign up, you can use Honeybook for free for 7 days.

Improve Client Experience Option: UpCoach

UpCoach is an all-in-one coaching platform with a robust CRM and in-depth insights into client engagement. It integrates course hosting, accountability tracking, session scheduling, and CRM in a single solution. If you aim to improve program completion rates and client experience, Upcoach is an excellent choice.

Upcoach logo - UpCoach Reviews, Features, and Pricing – The Ultimate Guide
UpCoach.com

Features

  • CRM
  • Scheduling
  • Client portal
  • Drag-and-drop program builder
  • Course creation
  • Habit tracker and to-dos
  • Interactive worksheets
  • Communication
  • File storage
  • Integrations (Zoom, Google Sheets, Google Docs, Airtable, Miro, etc.)

UpCoach goes into great detail when it comes to reports on client experiences. You can keep track of completed to-dos, worksheet completion percentages, client habits, video consumption, and login frequency. This is one of the most insightful life coaching software available.

For a full range of UpCoach’s features, you can delve into our review and learn about its top competitors in the UpCoach alternatives article.

Pricing

The cost of using UpCoach depends on the number of clients and collaborators. It begins at $29 per team member each month for handling up to 30 clients. There isn’t a free trial, but they provide a 14-day satisfaction guarantee. So, if you’re dissatisfied and report it within this period, they’ll refund your payment in full.

Comprehensive Business Management Option: Bonsai CRM

Bonsai is a feature-rich platform that combines CRM, scheduling, contracts, payment, collaboration, and even accounting and bookkeeping. If you want a solution with a comprehensive set of features for all your business needs, Bonsai can be the perfect pick. It is also a great CRM for business coaches or for coaches looking for the best CRM for executive coaches, as it offers collaboration tools and group coaching, which are often needed in these coaching niches

Bonsai logo - Bonsai Reviews, Features, and Pricing – A Complete Guide
Hellobonsai.com

Features

  • CRM
  • Scheduling
  • Client portal
  • Automation
  • Group coaching
  • Financial management 
  • Contracts and e-signing
  • Invoicing
  • Payments
  • Collaboration tools
  • Client intake forms
  • Session notes
  • Prebuilt templates
  • Integrations (Google Calendar, Gmail, Zapier, QuickBooks, etc.)

Bonsai can keep you focused with comprehensive client management, project organization, and collaboration tools. You can manage leads, clients, and internal notes, organize projects with documents, payments, tasks, and timesheets, and collaborate with teammates and other coaches. 

This platform offers so many time-saving features that you ought to know more before you make your decision. That’s why we recommend reading our Bonsai review and Bonsai alternatives article.

Pricing

Bonsai has a three-tiered pricing plan, with a starting price of $21 per month. You can assess whether or not this platform suits you by signing up for a free 7-day trial.

Coaching Log Option: CoachVantage

CoachVantage has earned the title of one of the best CRMs for coaches due to its tracking and automation features. You can store all relevant info on the Client Profile page, categorize contacts with labels and tags, and speed up onboarding with landing pages and coaching program features. 

CoachVantage Reviews – Features, Pricing, and Everything You Need to Know
CoachVantage.com

Features

  • CRM
  • Scheduling
  • Automation
  • Contracts
  • Invoicing
  • Payments
  • Resource library
  • Progress tracking
  • Integrations (Zoom, Google Calendar, Outlook Calendar, Apple iCal, PayPal, and Stripe)

CoachVantage keeps all your client-related information in one place. Contracts, invoices, forms, appointments, and files shared are safely stored in clients’ records. 

You can monitor your work and client interactions with ease since the software automatically records your hours, and you can specify whether they are paid or pro bono. Plus, you have the added benefit of being able to export these logs, which is especially valuable for coaches pursuing ICF certification.

Find out why CoachVantage is loved by life coaches in our in-depth review.

Pricing

When billed yearly, CoachVantage pricing begins at $26 per month with some limitations (2 coaching program sign-up pages, 2 event booking pages, and 4 e-contract sends per month), but you have access to all features. You can easily sign up for a free trial without a credit card.

Sales Processes and Automation Option: Keap CRM

Keap (formerly Infusionsoft CRM) serves as a virtual assistant for coaches looking to expand their business. It excels in maintaining connections with potential leads and professional follow-ups. It’s an ideal choice for coaches looking to capture more leads and convert more clients.

keap.com

Features

  • CRM 
  • Scheduling
  • Automation
  • Landing page builder
  • Lead capture and management
  • Email marketing
  • Text marketing
  • Mobile app
  • Payments
  • Reports
  • API integrations

Keap’s CRM features a sales pipeline to track leads and automates nurturing processes. Sales automation simplifies and accelerates sales processes through automated lead generation and progression within the sales pipeline. It also provides user-friendly, drag-and-drop tools for creating automation, assigning tasks, and monitoring business opportunities.

Pricing

Keap is on the pricier side, with a starting price of $149 per month (with a yearly payment plan). This plan includes up to 1,500 contacts and 2 users. You can try out the platform with a 14-day trial. 

Beginners Option: Satori CRM

Satori is a CRM software tailored for coaches with features for booking sessions, engaging clients, delivering coaching, and growing your business. It is simple, aesthetically pleasing, and affordable, so it can be great for coaches who are just starting out. 

satoriapp.com

Features

  • CRM
  • Scheduling
  • Client portal
  • Automation
  • Group coaching
  • Course and content delivery
  • Proposals
  • Billing
  • Custom coaching questionnaires
  • Integrations (Google Calendar, iCal, MailChimp, PayPal, Stripe, AWeber, etc.)

With Satori, you can create discovery conversations that lead to conversions. Through Discovery Questionnaires, you can qualify clients, understand their motivations, and set the stage for initial discussions. You will also be able to manage clients and their progress by creating multi-session packages with check-ins, progress tracking, and session notes.

To see how Satori stacks up against its competitors, head to our Satori alternatives article. 

Pricing

Satori is a budget-friendly tool with a basic plan costing only $8/month, which includes managing up to 3 clients. The annual plan also comes with the added benefit of the first 2 months free of charge. The trial period lasts for 30 days, and you don’t even need a credit card to sign up for it.

Conclusion

Managing client data and interactions can be a hassle, but CRM solutions can transform your client relations and streamline your information management. While you might come across options such as Dubsado CRM or 17Hats CRM, platforms designed with coaches in mind can offer so much more.

Instead of using several tools, you can run your entire coaching business (including CRM) through a single coaching-specific system. Here’s one last overview of the top platforms for managing your client relationships:

  • Paperbell – Best Overall
  • Practice – Best for Small Businesses
  • Honeybook – Best for Simple Data Management
  • UpCoach – Best for Improving Client Experience
  • Bonsai – Best for Comprehensive Business Features
  • CoachVantage – Best for Coaching Log
  • Keap – Best for Sales Processes and Automation
  • Satori – Best for Beginners

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