The 10 Best Coaching Software Tools (Free & Paid)

The coaching industry is filled with different tools to build your business. Today, I’m going to walk you through my top 10 coaching software tools and platforms you actually need for growing your coaching business.

None of the tools I recommend require a lot of tech skills – we’ll keep things simple so that you can focus on coaching and actually growing your business. 

Read on!

The 10 software tools and platforms I use to run my coaching business

Let’s start with a mistake that keeps too many brilliant coaches stuck: They try to find the perfect software tool or website builder to avoid the one thing that would actually build their business (and help them quit their 9-5): getting clients.

I have run a multi-seven-figure coaching business for over a decade. Want to know a secret? I’ve continued using most of the same tools I started with this whole time.

Because the truth is:

You don’t need much more. You just need these 10 core tools to keep your business lean, fast, and incredibly profitable. Compare that to locking yourself into a platform – you’re limited by its features.

Here they are (however, if you want to explore coaching platforms, I’ve included a list below based on how highly rated they are):

1. Calendly (Call scheduling)

Calendly is a call scheduling tool that lets you schedule your sales calls with potential clients and your coaching calls with actual clients so you avoid any back-and-forth emailing. It’s really easy to use and has a great, simple interface. And yes, it works in different time zones.

Price: $10/month (Standard)

2. Zoom (Live coaching calls)

I use Zoom to hold coaching calls. I like that it’s reliable and you can record meetings and hold both one-on-ones and group calls.

Price: $16.99/month (Pro)

3. Dropbox Sign (Contracts)

You need contracts to protect both you and your client. I use Dropbox Sign – I’ve used it since the beginning of my business. You just upload your contract as a PDF, Dropbox Sign sends it to your client as an email, and they sign it electronically. Simple and lets your clients stay focused on the excitement of working with you!

Price: $15/month (Essentials)

4. WhatsApp and Loom (Client communication)

For quick audio or text support between sessions. WhatsApp keeps the coaching relationship high-touch and deeply personal without eating up your live calendar slots.

And if a client needs feedback on a document, strategy, or piece of content, don’t waste time typing out a massive text response. Record a 2-minute Loom video sharing your screen. It automatically generates a watchable link you can drop into WhatsApp instantly.

Price: WhatsApp: Free, Loom: Free (25 videos)

5. Stripe (Payment processing)

Stripe lets you collect payments, something that is very important as a new coach. You can also use PayPal to get started, but I prefer Stripe because it’s so easy to set up and have it process a client’s credit card information. It’s very streamlined and robust and one of those tools you absolutely need to get started. You can also use Stripe to process recurring invoices (like payment plans) and subscriptions.

Price: 2.9% + $0.30 per transaction

6. Google Workspace (Calendar, business email, and file sharing)

I use the full Google Workspace suite: Google Docs for writing and sharing documents, Sheets for tracking internal business data, and Google Drive to store all of our core company assets. It’s affordable, secure, and universally understood. 

Price: $7/month (Starter)

7. Teachable (Course hosting)

If you provide video training, homework worksheets, or structured group modules, keep them separate from your administrative tools. Teachable scales cleanly from your very first client to thousands of students without cluttering your daily workflows.

Price: $39/month (Starter)

8. Mailchimp or Active Campaign (Email marketing)

You need a clean way to communicate with your broader audience as it grows. If you aren’t tech-savvy, start with Mailchimp—it is the simplest way to get off the ground. (As you scale into advanced automation, you can use platforms like ActiveCampaign, but the most low-tech version is to use Mailchimp.)

Price: Mailchimp: $20/month (Standard), Active Campaign: $15/month (Starter)

9. Dropbox and Basecamp (Team communication)

These software tools aren’t necessary when you’re starting out. But once you have a team, you’ll need a project management tool like Basecamp. Dropbox works well for sending larger folders or files.

Price: Basecamp: $15/month (Pro), Dropbox: $11.99/month (Plus)

10. WordPress with Elementor (Website Platform)

If you’re a brand new coach (without any clients), skip this step. Start developing your website when you have at least one client. (Why? Because building one takes away your focus from getting clients.)

I use Elementor – a visual drag-and-drop builder with gorgeous designs.

Price: WordPress: Free, Elementor: $5/month (Essential)

Other tools you might need: AI

We can’t talk about coaching software tools without mentioning AI. Because these LLMs, like Claude, can be used to basically build your own tools from scratch.

Most of the tools above become even more powerful with AI. For example, you could feed it with session transcripts from Zoom to track client goals. (Just make sure you don’t share sensitive information to any large language models.)

I share more AI tools in this guide on AI for coaches.

How to choose the right coaching software platform (if you decide to use one)

Even though I firmly believe a lean, standalone tool stack is the simplest (and thus most profitable) route for most coaches, some business owners might prefer a single platform.

If you decide an all-in-one coaching platform is the right choice for your current goals, use these three steps to find a platform that actually supports your business.

Step 1: Define your coaching business model

Before comparing features, get clear on how you deliver coaching services:

• Coaching format: Do you offer one-on-one coaching, group programs, or both?
• Delivery method: Do you need live session capabilities, asynchronous coaching, or a hybrid?
• Packaging: Do you sell single sessions, coaching packages, subscriptions, or memberships?
• Content delivery: Will you provide worksheets, courses, or other learning materials?
• Growth plans: Do you anticipate scaling to a team or adding courses within 12 months?

Step 2: Identify must-have features

Based on your business model, prioritize these common features:

Feature	Why it matters	Who needs it most
Scheduling	Automates booking & handles time zones	Everyone
Client portal	Centralizes materials & communication	One-on-one coaches
Forms/surveys	Streamlines intake & assessments	All coaching types
Video integration	Enables seamless live sessions	Synchronous coaches
Payment processing	Handles recurring & one-time payments	Package/subscription sellers
Progress tracking	Monitors client goals & achievements	Accountability-focused coaches
Content hosting	Delivers materials & courses	Group program providers

Step 3: Consider your budget & technical comfort

Coaching platforms range from free to $300+ monthly. Consider:

• New coaches: Start with simpler, cost-effective tools ($0-$50/mo)
• Established coaches: Invest in comprehensive solutions ($50-$150/mo)
• Enterprise coaching: Use scalable platforms with team features ($150+/mo)

Always test platforms with their free trial period before committing. Pay attention to:

• Ease of client onboarding
• Mobile responsiveness
• Customer support quality
• Integration with tools you already use

Best all-in-one coaching platforms

These software platforms offer most or all of the tools needed to run a coaching business in one place.

(Note: I created this guide based on extensive research of coaching software platforms, including hands-on testing and analysis of user reviews.)

Software	Best for	Key features	Price range	Rating
Simply.Coach	Dedicated coaching businesses	Client portals, goal tracking, comprehensive coaching tools	$9-$289/mo	4.8/5 (153)
HoneyBook	Service-based businesses	Client management, contracts, invoicing	$19-$79/mo	4.4/5 (207)
Paperbell	New coaches seeking simplicity	Easy scheduling, payments, client management	$57/mo	4.7/5 (63)
Kajabi	Coaches selling courses & programs	Website builder, marketing tools, course creation	$89-$319/mo	4.1/5 (93)
LearnWorlds	Educational coaching	Course creation, assessments, community tools	$29-$299/mo	4.7/5 (378)
Thinkific	Scalable coaching programs	Course creation, coaching features, community	$49-$199/mo	4.5/5 (400)
Bonsai	Freelance coaches	Proposals, contracts, invoicing	$15-$59/mo	4.3/5 (101)
CoachVantage	1:1 and group coaching	Client portals, progress tracking	$29-$49/mo	4.8/5 (22)
Satori	Client relationship management	Forms, contracts, scheduling	$39-$149/mo	4.1/5 (11)

Ratings sourced from G2 as of March 2025

1. Simply.Coach

Rating: 4.8/5 (153 reviews)

Simply.Coach is purpose-built for coaches, offering a comprehensive system that handles client management, scheduling, goal setting, and payment processing. Clients receive private portals where they can track progress, complete assignments, and stay accountable between sessions.

Pros:

• Purpose-built specifically for coaches
• Exceptional customer support
• Comprehensive features for both private and group coaching
• Clear client progress tracking
• Robust accountability tools

Cons:

• Interface has a learning curve
• Limited customization options
• Navigation can feel complex initially

Best for: Dedicated coaching businesses looking for a platform that can grow with them.

Key features:

• Client management
• Scheduling
• Goal setting and tracking
• Note keeping
• Payment processing and invoices
• Messaging
• Action plans
• Progress monitoring tools
• Calendar sync

Integrations:

• Gmail
• Stripe
• Zapier
• Microsoft Outlook

Pricing: 

For solopreneurs:

• $9/month (coach up to 3 people)
• $29/month (coach up to 7 people)
• $49/month (coach up to 30 people and use your own branding)
• $69/month (unlimited and use your own domain)

For businesses:

• $79/month (coach up to 10 clients per coach)
• $159/month (coach up to 25 clients per coach)
• $289/month (coach up to 50 clients per coach)

2. HoneyBook

Rating: 4.4/5 (207 reviews)

HoneyBook is a client management system for small businesses that helps streamline administrative processes. While not exclusively for coaches, it excels at client communication, contract management, scheduling, billing, and automated follow-ups.

Pros:

• Consolidates multiple business functions in one platform
• Strong automation capabilities for routine tasks
• Excellent payment processing system
• Intuitive, user-friendly design
• Responsive customer support

Cons:

• Limited reporting capabilities
• Higher pricing than some competitor CRMs
• Steeper learning curve for all features
• Not coaching-specific in all functionalities

Best for: Service-based coaches who need robust client management and payment processing.

Key features:

• Project management tools
• Invoicing
• Payment processing
• Proposal and contract management
• Scheduling
• Client portal
• Workflow automations

Integrations:

• QuickBooks
• Calendly
• Zoom
• Zapier

Pricing:

• $19/month (Starter)
• $39/month (Essentials)
• $79/month (Premium)

3. Paperbell

Rating: 4.7/5 (63 reviews)

Paperbell is designed specifically for coaches and consultants, streamlining administrative tasks with an easy-to-use interface. It includes a website builder, scheduling tools, payment processing, and client management features.

Pros:

• Extremely user-friendly interface
• Continuously improving platform
• Flexible payment processing (PayPal or Stripe)
• Seamless scheduling system
• Purpose-built for coaches

Cons:

• Limited reporting capabilities
• Restricted design options for client-facing pages
• Basic client note functionality
• Single pricing tier

Best For: New coaches who want a simple, all-in-one solution without a steep learning curve.

Key Features:

• Website builder
• Online payment processing
• Scheduling tool
• Landing page generator
• Client management
• Contract management
• Form and survey creators
• Client portal
• Group coaching and live classes
• Automation tools

Integrations:

• Zoom
• Google Meet
• Zapier
• PayPal
• Stripe
• Google Calendar
• Outlook

Pricing:

• $57/month (flat rate)

Best course-focused coaching platforms

These platforms excel at delivering educational content alongside coaching services.

4. Kajabi

Rating: 4.1/5 (93 reviews)

Kajabi is an all-in-one platform for creators and entrepreneurs to build, market, and sell online courses, memberships, and coaching services. Its robust feature set allows you to create your website, sales pages, and email campaigns while managing coaching clients.

Pros:

• Comprehensive website and marketing solution
• Extensive integration options
• User-friendly interface
• Strong customer support
• Powerful automation capabilities

Cons:

• Higher pricing point than competitors
• Limited customization for templates and design
• Email deliverability issues reported by some users
• Cannot support certain high-converting opt-in forms

Best For: Coaches who offer both courses and coaching services and need powerful marketing tools.

Key Features:

• Website builder
• Online course creator
• Quiz and assessment creator
• Email marketing tools
• Sales funnels
• Automation tools
• Membership sites
• Analytics and reporting

Integrations:

• Mailchimp
• Aweber
• ActiveCampaign
• PayPal
• Stripe
• Zapier
• Google Tag Manager
• Google Analytics

Pricing:

• $89/month (Basic)
• $119/month (Growth)
• $199/month (Pro)
• $319/month (Enterprise)

5. Learnworlds

Rating: 4.7/5 (378 reviews)

LearnWorlds is primarily an e-learning platform that helps educators and businesses create, sell, and manage online courses. While not specifically designed for coaching, it offers a robust set of features that can be adapted for coaching businesses through integrations.

Pros:

• Intuitive navigation
• Extensive customization options
• Excellent customer service
• Strong course creation capabilities
• Interactive content tools

Cons:

• Templates can be limiting
• Requires integrations for coaching-specific features
• Limited client management capabilities
• Communication tools need enhancement

Best For: Education-focused coaches who deliver structured learning experiences.

Key Features:

• Website and page builder
• Community building
• Marketing and sales tools
• Mobile app builder
• Analytics and reporting
• AI assistance
• Assessments and certifications
• Interactive video editor

Integrations:

• Stripe
• PayPal
• Mailchimp
• ActiveCampaign
• Zapier
• Google Analytics

Pricing:

• $29/month (Starter)
• $99/month (Pro trainer)
• $299/month (Learning center)

6. Thinkific 

Rating: 4.5/5 (400 reviews)

The business-specific platform, Thinkific Plus, has a 4.5/5 rating from 317 reviews.

Thinkific is an online course platform that enables creators, educators, and coaches to design, market, and sell courses, memberships, and digital products. It includes coaching features that complement its course capabilities.

Pros:

• Highly scalable platform
• Customizable branding
• User-friendly interface
• Built-in scheduling and coaching features
• Extensive course-building options
• Strong student/client experience

Cons:

• Less advanced marketing tools than competitors
• Limited coaching-specific features
• Higher price point for full feature set
• Primarily course-focused with coaching as secondary

Best For: Coaches who primarily sell courses but also offer coaching as a premium add-on.

Key Features:

• Course and coaching product creation
• Custom website builder
• Client communication
• Certifications and assessments
• Community builders
• Drip content scheduling
• Mobile-friendly access
• Webinars

Integrations:

• Mailchimp
• ActiveCampaign
• Aweber
• Constant Contact
• Stripe
• PayPal
• Zoom
• Zapier
• Shopify
• Google Analytics
• Segment

Pricing:

• $49/month (Basic)
• $99/month (Pro)
• $199/month (Premier)

Best client management solutions

These coaching software platforms focus on managing client relationships, scheduling, and service delivery.

7. Bonsai

Rating: 4.3/5 (101 reviews)

Bonsai is designed for freelancers and small businesses, including coaches. It focuses on client management, contracts, and billing while offering scheduling and progress tracking features suitable for coaching services.

Pros:

• User-friendly, intuitive design
• Consolidated business management dashboard
• Professional templates for contracts and proposals
• Streamlined client onboarding process
• Comprehensive administrative tools

Cons:

• Limited accounting features
• No financial projections
• Payment processing delays (7-10 days reported)
• Not specifically designed for coaching workflows

Best For: Freelance coaches who need solid business administration tools.

Key Features:

• Client management
• Proposal and contract management
• Scheduling
• Time tracking
• Invoicing and payment processing
• Survey and form creation
• Proposals

Integrations:

• Google Drive
• Google Calendar
• Slack
• Google Sheets
• Gmail
• Zapier
• QuickBooks
• HubSpot
• Xero
• Calendly

Pricing:

• $15/month (Starter)
• $25/month (Professional)
• $39/month (Business)
• $59/month (Enterprise)

8. CoachVantage

Rating (Capterra): 4.8/5 (22 reviews)

CoachVantage offers a flexible platform for coaches to organize their businesses, with features including scheduling, invoicing, contracts with e-signatures, and client portals. It also supports selling courses.

Pros:

• User-friendly interface
• Comprehensive feature set
• Client engagement and progress tracking tools
• Solid record-keeping capabilities
• Responsive customer support

Cons:

• Limited customization options
• Challenges with cross-time zone scheduling
• Steeper learning curve
• Small user base may impact ongoing development

Best For: Coaches looking for a dedicated coaching platform with strong scheduling capabilities.

Key Features:

• Individual and group coaching programs
• Client portal
• Contract management
• Scheduling
• Form creator
• Invoicing and payments processing
• Video communication
• Automations

Integrations:

• PayPal
• Stripe
• Zoom
• Google Calendar
• Outlook

Pricing:

• $29/month (Professional)
• $49/month (Business)

9. Satori

Rating: 4.1/5 (11 reviews)

Satori offers an all-in-one client management platform specifically designed for coaches. It streamlines administrative tasks by integrating scheduling, payment processing, client onboarding, and more in a single platform.

Pros:

• Comprehensive client management features
• Coaching package creation capabilities
• Automated billing and payments
• Subscription management
• Helpful customer service
• Purpose-built for coaches

Cons:

• Limited integration options
• Initial learning curve
• Fewer advanced features than some competitors
• Small user base may impact ongoing development

Best For: Coaches who need solid client management tools with a coaching-specific focus.

Key Features:

• Form and survey creation
• Scheduling
• Contract management
• Session reminders and notes
• Progress tracking
• Billing and payment processing
• Business dashboard

Integrations:

• Google Calendar
• Apple Calendar
• Mailchimp
• Aweber
• PayPal
• Stripe

Pricing:

• $39/month (Basic)
• $59/month (Pro)
• $149/month (Business)

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What else goes into building a successful coaching business? 

Now you know what the best coaching software is – and how to significantly cut down on the time it takes you to manage your coaching business.

However, coaching software is just one part of building your business. 

What’s way MORE important for a profitable and sustainable business? 

Focus on the actions that actually help you get paying clients!

The fastest way to sign those clients? Get my FREE 9-5 Exit Plan to find out!