CRM for Coaches - the Top 10 Systems to Scale Your Practice

Hey there, fellow coach! After testing dozens of CRMs and spending thousands of dollars on different systems (yeah, I learned the hard way!), I've finally nailed down which ones actually work for coaching businesses. I still remember trying to manage my first 10 clients with just spreadsheets - what a nightmare that was!

Let me save you from making the same expensive mistakes I did. In this guide, I'll walk you through the absolute best CRM systems for coaches, based on real-world testing and experience with hundreds of clients.

What Makes a Great Coaching CRM?

Before we dive into specific recommendations, let's talk about what actually matters in a coaching CRM. Trust me, I learned these requirements through some pretty painful trial and error:

- Client portal capabilities for document sharing

- Session scheduling and calendar integration

- Payment processing and invoice management

- Pipeline tracking for prospects

- Email automation for follow-ups

- Mobile app accessibility

- Contact management and notes

- Task management and reminders

- Integration capabilities

- Cost-effectiveness for solopreneurs

Top 10 CRM Systems for Coaches

1. Dubsado (Best Overall)

**Price:** Starts at $35/month

**Best For:** Established coaches with complex workflows

Pros:

- All-in-one business management

- Beautiful client portal

- Unlimited clients

- Powerful automation

- Custom contract templates

Cons:

- Steeper learning curve

- Higher initial investment

- Limited mobile app functionality

Real-World Experience: I switched to Dubsado after outgrowing simpler systems, and it transformed how I handle client onboarding. The automation features alone save me about 10 hours per week!

2. Honeybook (Best for New Coaches)

**Price:** Starts at $29/month

**Best For:** Coaches just starting their practice

Pros:

- User-friendly interface

- Great mobile app

- Affordable starting price

- Built-in payment processing

- Simple automation tools

Cons:

- Limited customization

- Basic reporting features

- No built-in scheduling

Personal Take: I started with Honeybook and loved how quickly I could get up and running. The templates were a lifesaver when I was just figuring out my workflows.

3. 17hats (Best for Budget-Conscious Coaches)

**Price:** Starts at $25/month

**Best For:** Solo coaches on a budget

How to Choose the Right CRM for Your Coaching Business

Consider Your Business Stage

- Just starting out? Look for simplicity and basic features

- Scaling up? Focus on automation and integration capabilities

- Enterprise level? Prioritize advanced reporting and team features

Essential Features Checklist

✓ Client Management

✓ Calendar Integration

✓ Payment Processing

✓ Email Automation

✓ Document Storage

✓ Mobile Access

✓ Reporting Tools

✓ Integration Capabilities

Budget Considerations

- Monthly vs. annual pricing

- Transaction fees

- Additional user costs

- Integration expenses

- Training requirements

Setting Up Your Coaching CRM

Step 1: Data Migration

Tips for moving your existing client data:

- Export current client list

- Organize contact information

- Compile important documents

- Plan email template migration

Step 2: Workflow Creation

Essential workflows to set up:

- Lead capture and nurturing

- Client onboarding process

- Session scheduling

- Payment collection

- Follow-up sequences

Step 3: Integration Setup

Key integrations to consider:

- Calendar (Google, iCal)

- Email provider

- Payment processor

- Video conferencing

- Website forms

Making the Most of Your CRM

Automation Tips

- Create email sequences for:

- Initial inquiry responses

- Session reminders

- Payment reminders

- Follow-up messages

- Client anniversaries

Organization Best Practices

- Use tags for client categorization

- Set up project templates

- Create standardized naming conventions

- Implement regular backup procedures

- Establish document organization systems

Finally

Choosing the right CRM is crucial for scaling your coaching business efficiently. Based on my years of experience and countless hours testing different systems, Dubsado stands out as the best overall choice for most coaches, while Honeybook is perfect for those just starting out.

Remember, the best CRM is the one you'll actually use consistently. Start with the essential features you need right now, and grow into more advanced capabilities as your practice expands.

Quick Action Steps:

1. Evaluate your current needs and budget

2. Try free trials of your top 2-3 choices

3. Set up basic workflows before migrating clients

4. Plan for proper training and setup time

5. Regular review and optimization of your systems

Have questions about implementing any of these CRMs?

Drop them in the comments below! I'm always happy to share more specific tips based on your unique coaching practice.