As a coach, you’ve likely experienced the challenges of managing a growing client base while trying to maintain the quality of your services. 

Juggling client work, manually tracking coaching calls, and going back and forth with onboarding contracts in emails—it’s exhausting, but totally avoidable. 

With client management software, you can simplify your coaching operations, enhance the client experience, and enjoy peace of mind.  

Here’s what you’ll learn:

• What is client management software?
• Why coaches need client management software
• Top 7 client management software for coaches
• Which client management software is best for coaches?

What is Client Management Software?

Client management software (CMS), or customer relationship management (CRM) software, is an app designed to help you easily engage with clients and organize their information. 

Client management apps typically include the following features:

• Onboarding workflow 
• Client database management
• Communication tools
• Administrative task management
• Document management
• Reporting and analytics

These features work together to create a centralized system to manage customer relationships. 

When you use client management software in your coaching business, you can automate repetitive tasks and reduce the time spent on admin activities.

Why Coaches Need Client Management Software

The demands of running a successful coaching practice extend far beyond brainstorming signature offers or hosting coaching sessions. 

Here’s why investing in client management tools is crucial:

Time Efficiency

The less time you spend on backend tasks and admin work, the more time you have to actually coach clients.

With a CRM software tool, you can automate routine tasks like scheduling and invoicing to free up more time for what you do best. 

Professionalism

Having a CMS that streamlines your business operations shows you’re a professional, as it presents a polished, organized image to your coaching clients.

Scalability

It becomes easy to manage client needs when you have a CMS. You can take care of your growing client base—and expand your business—without sacrificing quality of service.

Data Security

Keeping client information secure and compliant with data protection regulations is essential. This is another benefit of a client management system.

Financial Management

When running a coaching “business,” a CMS can simplify and manage your financial operations, such as:

• Accepting payment
• Tracking cash flow
• Generating reports

Client Experience

A CMS also allows you to offer a smooth experience for clients from the onboarding stage until their coaching program is complete.

A client management system helps you monitor and manage every process of a client’s interaction with your coaching business. They handle:

• Scheduling
• Payment processing
• Client onboarding

So, instead of getting separate tools to run different aspects of your business, you get all for the price of one—a CMS or CRM tool.

Top 7 Client Management Software

Looking for a customer relationship management platform to manage your coaching business better?

Let’s evaluate the top client management software tools. We’ll consider their key features, strengths, and potential drawbacks. We also added real reviews from users to help you determine which software is best for you.

1. Paperbell

Paperbell is an all-in-one coaching software app. It simplifies everything from your website setup to client management and administrative tasks.

You can launch your coaching website in minutes, create packages in one go, and track client appointments in a single unified dashboard. 

Key features of Paperbell CMS

• A centralized dashboard
• Simplified website builder—hosting and customization in one place
• Integrated payment processing
• Onboarding and scheduling 
• Marketing automation features
• Client portal & coaching sessions 
• Finance dashboard
• Reporting & Analytics

Pros of Paperbell: 

• Designed specifically for coaches
• Has a simple, customizable, and intuitive user interface
• You can automate email workflows to be sent to your clients
• Has robust features for running a coaching business—including access to group coaching programs and customer data

Cons of Paperbell:

• No mobile app at the moment

Best client management software for: Coaches and solo practitioners who want to simplify their entire business processes.

2. Zoho CRM

Zoho CRM is a versatile client relationship management software that can be customized for coaching businesses.

This tool is great for managing leads and tracking customer interactions.

Key features of Zoho CRM:

• Workflow and process automation
• Contact management features
• Sales automation
• Marketing campaigns and sales management
• Analytics and reporting 

Pros of Zoho CRM:

• Integrates with many third-party apps
• Has a robust reporting system 
• You can automate lead generation in your sales pipelines

Cons of Zoho CRM:

• Can be complex for new users and small teams
• Not specifically designed for coaches

Best client management software for: Small teams to large corporations.

3. Honeybook

Honeybook is a popular all-in-one CMS among creative entrepreneurs.

It has features to streamline your business workflow. You can book clients faster, manage multiple projects, and get paid easily in one place.

Key features of Honeybook:

• Project management feature
• Customizable workflows
• Invoicing and payment processing
• Automated workflows
• Client communication and support

Pros of Honeybook:

• Honeybook has an intuitive interface
• Has strong financial tools
• Tracking your inquiries and keeping up with projects is nearly effortless 

Cons of Honeybook: 

• Lacks some coaching-specific features
• Some features aren’t as sophisticated as similar tools or as easy to use

Best client management software for: Freelancers and small businesses.

4. TrueCoach

With TrueCoach, personal trainers can spend more time coaching clients and less time on boring admin tasks.

It allows you to monitor all of your client communication and progress reports in one place, create workout plans, track client progress, and communicate with clients.

Key features of TrueCoach: 

• Fitness program builder
• Payment processor
• Workout logging
• Progress & nutrition tracking 
• Client communication 

Pros of TrueCoach: 

• Excellent for fitness and nutrition coaches
• Has an intuitive mobile app
• You can track the compliance rate of each client

Cons of TrueCoach: 

• Some features are unsuitable for non-fitness coaching niches
• Some features aren’t very intuitive on the mobile app

Best client management software for: fitness coaches and health practitioners.

5. Profi

Profi is a simple coaching client management platform geared toward coaches, consultants, and therapists. 

Key features of Profi: 

• Scheduling tool
• Billing and payment system 
• Onboarding widget
• Client portal and communication
• Progress tracking and reports 

Pros of Profi:

• You can automate clients’ workflows
• Offers built-in video conferencing 
• Easy to track client attendance, progress reports, and transactions

Cons of Profi: 

• No group coaching program option
• CRM system needs more advanced features (i.e., ability to set up custom client properties like birthdate, client’s last activity, etc.)

Best client management software for: Consultants and therapists.

6. Practice

Practice is another comprehensive CMS that simplifies administrative tasks and how you manage customer relationships.

Key features of Practice:

• Client portal
• Payments and onboarding 
• Scheduling system
• Client communication 
• Activity log and analytics

Pros of Practice: 

• Has a simple user interface
• You can set coaching packages easily
• It’s good for coaches, therapists, and wellness professionals

Cons of Practice: 

• You may encounter some minor, occasional glitches, such as getting notifications for meetings that weren’t scheduled.

Best client management software for: Consultants and coaches.

7. CRM Runner

CRM Runner allows businesses to streamline and automate their business processes—especially client management.

Although this CMS can be adapted for coaching businesses, it is designed for tradespeople and small business owners.

Key features of CRM Runner: 

• Invoicing and payments
• Lead management
• Inventory management
• Client management tool
• Job scheduling
• Marketing analytics

Pros of CRM Runner: 

• You can easily  track your inventory and customer service teams online
• Similar to Salesforce sales cloud (a CRM tool designed for sales teams in large corporations), but better because users can manage everything from invoicing to proposals, dispatch, and workers’ activities
• Has a comprehensive reporting system for customer insights and sales processes

Cons of CRM Runner: 

• Has a steep learning curve
• Not designed specifically for coaching

Best client management software for: Small businesses and field services.

Which Client Management Software is Best for Coaches?

If you’re looking for a client management app, of course, you’d want one designed specifically for coaches like you. 

That’s where Paperbell comes in. This tool helps coaches manage scheduling, payments, and client communication easily. Here are some of the things you can achieve with this all-in-one software:

Advanced CRM Features

These features make it easy to manage your coaching clients. 

After signing up, you get instant access to a centralized portal to simplify processes and manage your business. This comes with sections such as coaching contracts to be signed electronically, survey forms, and group session meetings.

Sales Reporting & Payments are Streamlined

You can track client purchases, average client orders, and your total revenue. You can set up different billing plans and payment structures. It’s also easy to email or follow up with clients who subscribed to a specific package.

Paperbell Does More Than ‘Manage Clients’

With this software tool, you can manage not just clients but your entire coaching business.

From launching your website in a few clicks to onboarding new clients and streamlining your day-to-day activities, Paperbell makes everything easy. You don’t even need any technical or coding knowledge. 

Launch Your Coaching Packages in Minutes

In the time it takes to eat breakfast, you can create and launch your coaching packages. Paperbell handles package creation, the entire sales process, scheduling, and coaching agreements all in one place. 

It also integrates with essential calendars, video conferencing, and payment tools such as Google Calendar, Zoom, and Stripe.

While the other options above have their strengths, Paperbell is your best bet if you’re looking for an all-in-one solution that’s:

• Tailored specifically for coaches
• Simple enough for a non-tech-savvy person
• Has everything you need to manage coaching clients and run a successful business

Manage Your Coaching Clients Better 

Choosing the right client management software will improve your coaching business immensely.Launching a coaching business is scary enough, but with all-in-one coaching software like Paperbell in your corner, it would be a much smoother ride. Try Paperbell for free today.