Ever wonder if you should wait until your coaching business is “big enough” before investing in proper systems?
Meet Kate Rosser, a leadership and career coach who made a smart decision when launching her business in January 2025: get the systems right from day one.
In this case study, we’ll explore how Kate eliminated administrative overwhelm before it could start, streamlined her client onboarding to save 30 minutes per client, and created a professional experience that converts prospects into paying clients—all within her first six months of coaching.
The Challenge: Getting Systems Right From Day One
When Kate decided to launch her coaching business, she had a clear vision of what she didn’t want: getting bogged down in administrative tasks.
“I wanted to have one piece of software, like one piece of kit, which basically allowed me just to focus on the coaching and just know that the admin was kind of done and easy and consistent and just in one place,” Kate explains.
With her background in business strategy and consulting, Kate understood that solid systems would be crucial for her success as a leadership and career coach. Rather than waiting for administrative chaos to overwhelm her new business, she took a proactive approach.
Her biggest concerns were:
- Maintaining professional credibility while juggling coaching with freelance work and childcare.
- How to handle client contracting without it becoming a “heavy admin burden.”
- Creating a seamless billing and invoicing process.
- Building a consistent onboarding experience for new clients.
- Managing client communications and notes efficiently.
Here are a couple of examples of Kate Rosser’s packages:
“I was at that early stage in my coaching career, where I’m trying to work out what my niche is,” Kate says. “I didn’t want admin headaches distracting me from learning what I actually enjoy coaching.”
The Search: Finding Coach-Centric Software That Actually Gets It
Kate’s research process was straightforward but thorough. “I Googled ‘CRM for coaches’,” she recalls, eventually finding Paperbell through a top coaching tools list.
After looking at several options, Paperbell stood out for one key reason:
“What I liked about Paperbell was that it seemed to really understand the coach’s perspective, like it seemed very targeted to coaches,” Kate explains.
The coach-specific features that caught her attention included:
- Integrated contracting capabilities
- Built-in billing and invoicing
- Private client notes functionality
- A booking system designed for coaching sessions with Stripe integration
- Setting up a full website easily
How to Set Up a Website with Paperbell
“You could tell that it had been designed by someone who had been a coach,” she adds. An insight that proved accurate, as Paperbell was indeed founded by Laura Roeder, who couldn’t find the right tool for her own practice.
The Implementation: Starting With Systems Instead of Scrambling Later
Kate’s transition to Paperbell was smooth and immediate. She started using the platform immediately after launching her business, taking advantage of both the free trial and a promotional deal.
“I knew I needed to set up processes, so I wanted to start with one tool that could handle everything,” she explains.
Her implementation strategy was decisive: try the free trial, and if it worked, commit fully. Paperbell worked perfectly, so she didn’t end up trying anything else.
The Results: 30 Minutes Saved Per Client Onboarding
Since implementing Paperbell from day one, Kate has experienced several key benefits that have shaped her coaching practice:
Streamlined Onboarding Process
“I definitely think onboarding, like, time spent onboarding [is] so much quicker because I have it just all automated,” Kate explains. Her automated onboarding flow includes welcome emails, contract signing, and initial setup.
Kate estimates this automation saves her approximately 30 minutes per client during the onboarding process.
Improved Client Experience
“From going to having agreed with someone that they’re going to work with you, you kind of just want to get to the first session. You don’t want that to feel really laborious,” Kate notes.
The streamlined process helps clients move quickly from interest to their first coaching session, potentially improving conversion rates for new coaches.
Professional Foundation
With contracting, billing, and client management handled seamlessly, Kate can focus on what matters most: developing her coaching skills and serving her clients.
Advice for New Coaches: “Give It a Try”
Kate’s message to coaches who think they might not be ready for a comprehensive platform like Paperbell is straightforward:
“Give it a try. Because it will significantly reduce the admin associated with running a coaching business, and would allow you to focus on doing the coaching.”
Her approach demonstrates that you don’t need to wait until you’re established to benefit from professional systems. In fact, starting with the right tools can help you get established faster.
Ready to Start Your Coaching Business the Smart Way?
Kate’s story shows that success isn’t just about coaching skills; it’s about setting up systems that support your growth from day one.
If you’re launching a coaching business or are tired of juggling multiple tools, Paperbell can help you focus on what you do best: coaching.
Start your free trial today and see how much simpler running a coaching business can be.
