There are only two ways to set up your coaching software: Go all-in with a platform that bundles everything (scheduling, contracts, payments), or just use a handful of simple tools like Calendly and Zoom.
In this guide, I’ll break down both options—what they cost, who they’re for, and which one actually makes sense for where you are right now.
Here’s something I see all the time: Smart coaches who haven’t signed a single client yet…but have already spent three hours comparing coaching software.
I get it. It feels productive. You’re building your business.
But here’s the thing — this is actually one of the simplest decisions you’ll make. There are really only two paths, and once you know which one fits your business, it’s not even a choice you have to make anymore.
I built my business to multiple seven figures using a handful of free and low-cost tools you probably already know about. But I’ve also worked with coaches who used all-in-one tools — and for them, it was absolutely the right call.
Here’s my honest take on both, so you can make a decision in five minutes and get back to what actually grows your business: getting clients.
How to choose your coaching software setup
You have two options.
Option 1: An all-in-one coaching platform (think Simply.Coach). These are purpose-built tools that bundle your scheduling, contracts, payments, client portal, and session notes in one tool. You’ll pay anywhere from $50 to $200 a month, and you have everything in one place.
Option 2: A set of standalone tools — Calendly for scheduling, Zoom for calls, Stripe for payments, and Dropbox Sign for contracts. This is a far more flexible option.
I’ve run my business on Option 2 since day one. But both options work — and the right one for you depends on what you actually need right now.
If you want everything in one place, pick Option 1. If you want flexibility as you grow, pick Option 2. Either way, just choose and then get back to what matters: finding your next client.
🚀 Before we look at coaching software: Choosing software is just one step in starting your coaching business. If you want the full step-by-step, read my coaching business guide that covers everything from setting up your business to getting coaching clients.
Option 1: All-in-one coaching platforms
If you want everything in one place, there are platforms built just for you.
People like this because you log in once and everything’s right there.
But you’re also locked into one tool. If it doesn’t do what you need, you’re stuck. I’ve seen plenty of clients switch to more flexible setups once their business grew and they needed something different.
However, if one platform is the right option for you, I’ve created a breakdown of the main options, based on my team’s research and testing.
| 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 May 2026.
1. Simply.Coach
Rating: 4.8/5 (153 reviews)
Simply.Coach is built for coaches. Clients get their own portal where they can track goals, complete assignments, and stay accountable between sessions. You get a central place for scheduling, notes, payments, and progress tracking.
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 (not just coaches). It’s great for 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 what I’d point a brand-new coach toward if they’ve already decided they want an all-in-one platform. It handles scheduling, payments, contracts, a basic client portal, and even a simple landing page — and it does all of it without making you feel like you need a tech background.
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)
Option 2: The coaching software tools I use to run my business
Most coaches don’t need a coaching platform—especially when you’re just starting out.
What you actually need is a handful of tools that each do one thing well and then get out of your way—so you can focus on finding clients.
This is the exact setup I’ve used to run a multi-seven-figure business. And yes, most of these are the same tools I started with.
1. Scheduling: Calendly
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. Coaching calls: Zoom
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. Contracts: Dropbox Sign
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. Between-session support: WhatsApp and Loom
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. Payments: Stripe
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. Documents and client materials: Google Workspace
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. Course hosting: Teachable
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. Email marketing: Mailchimp or Active Campaign
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. Team communication: Dropbox and Basecamp
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. Website: WordPress with Elementor
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.
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What else goes into building a successful coaching business?
Now you know exactly what coaching software you need—and what you don’t.
But here’s what I really want you to take away:
Software is the easy part.
The reason someone builds a successful coaching business? They focus on the only thing that actually matters: getting clients.
That means getting clear on your niche, building an offer people actually want, and learning how to talk about what you do so the right person thinks, ‘that’s exactly what I need.’
No software platform does that for you.
If you want to know what actually works—the exact steps I used to go from zero to six figures before I ever handed in my notice—that’s what my free 9-5 Exit Plan walks you through.
