If you’ve ever worried about managing your coaching business while traveling, you’re not alone.
Meet Barbara Bates, a UK-based coach with over 15 years of experience, who successfully maintained her coaching practice for three months while visiting her daughter in New Zealand.
Before switching to Paperbell, Barbara was juggling manual scheduling, chasing payments, and feeling uncomfortable asking for money after sessions. Today, she runs a streamlined online practice that works from anywhere in the world.
In this case study, we’ll explore how Barbara used Paperbell to:
- Eliminate payment awkwardness with upfront collection
- Automate scheduling across time zones
- Maintain her practice while traveling internationally
- Transition from complicated platforms to a simple solution
The Challenge: Manual Systems and Payment Discomfort
Before Paperbell, Barbara was managing her coaching business the hard way. As someone with a background in nursing, health, and social care who transitioned to full-time coaching about 12 years ago, she understood the importance of professional systems. Still, she hadn’t found the right solution yet.
Her biggest frustrations included:
- Payment awkwardness: “I used to find it quite uncomfortable, having a one-to-one session and then saying, ‘Oh, now give me some money.’ It didn’t feel right.”
- Manual scheduling chaos: Constantly coordinating calendars and chasing clients for suitable appointment times
- Platform overwhelm: Using another course platform, but finding it “complicated” and difficult to navigate
- No unified system: Scattered tools that didn’t talk to each other
Barbara was also exploring group coaching, but needed a platform that could handle the complexities of group programs without the headaches.
The Discovery: Finding a Clean, Professional Solution
Barbara discovered Paperbell through an email connection to MeetEdgar (another tool in Laura Roeder’s ecosystem). The timing was perfect. She needed something that felt “clean” and professional.
“I knew that it would be good because it was one of Laura’s products and I knew MeetEdgar was good. It just felt kind of clean and was really helpful because it stopped me from having to sort out payments and scheduling manually.”
What hooked her immediately? The self-booking system and upfront payment collection.
“I never have anyone who doesn’t pay now because they pay before they come on. Paperbell removes all that payment discomfort.”
Here’s an example of Barbara’s executive coaching program:
The Implementation: From Complicated to Streamlined
Barbara has been using Paperbell for about five years and is “putting as much as I can into Paperbell.” She’s moved away from her and is transitioning most of her business operations to the platform.
Her setup includes:
- One-to-one coaching packages
- eBooks and digital products
- Group coaching programs (currently piloting)
- Professional website integration
The traveling test: The real proof came when Barbara spent nearly three months in New Zealand visiting her daughter. Rather than pausing her business, she kept her coaching practice running seamlessly.
“I went to New Zealand for three months and I took all my stuff with me and Paperbell knew what time it was better than I did.”
The automatic time zone handling meant zero manual adjustments or scheduling conflicts. Her Google Calendar synced perfectly, and clients could book as usual, regardless of the 12-hour time difference.
The Results: Professional Systems That Work Anywhere
The transformation has been significant across multiple areas:
Payment Collection: 100% upfront payment eliminates awkward money conversations and ensures cash flow consistency.
Scheduling Efficiency: “I like the scheduling because it’s automatic on both sides. You’re not chasing each other for suitable times, and if you need to change it, both parties can do it.”
Professional Appearance: Barbara is considering making her Paperbell shop her main website because “it looks so much more professional and clean” compared to her current site where “people drown in information.”
International Flexibility: Successfully maintained her coaching practice while traveling internationally with no technical issues or client disruptions.
Platform Simplification: Moving from multiple complicated tools to one integrated solution that handles everything.
Advice for Hesitant Coaches: Get It Before You’re Ready
When asked what she’d tell coaches who think they’re not ready for Paperbell, Barbara’s response was immediate:
“You need it before you’re ready. It’s like insurance. Legal services are expensive, so you think you don’t need them but when you suddenly do, they’re even costlier. So really do it before you need it. Get ahead of the curve.”
Her perspective? Don’t wait until your business is “big enough.” Invest in proper systems early to avoid future headaches.
Looking Forward: Expanding Into Group Coaching
Barbara is currently piloting group coaching programs using Paperbell’s group features with fellow coaches. While she’s still working through some logistics (like handling variable group sizes), she’s excited about the possibilities.
She’s also provided valuable feedback for future Paperbell features, including folder organization for group content and shop categorization, showing how the platform continues to evolve based on real user needs.
Ready to Streamline Your Coaching Business?
Barbara’s story shows that professional coaching systems aren’t just for large practices. Whether you’re coaching locally or dreaming of location independence, having the right tools in place means you can focus on what you do best: coaching.
The ability to maintain a thriving practice while traveling 12,000 miles away isn’t magic. It’s good systems. And sometimes, the best time to invest in those systems is before you think you need them.
Ready to get ahead of the curve like Barbara? Start your free Paperbell trial today and discover how much easier coaching can be when the business side runs itself.
