The right coaching tools can make starting and growing your coaching business easier.
If you’re a new coach and a business owner, you might wonder: What are the best tools and applications that can support me in my business?
After all, automating certain processes is key to being able to scale (i.e., grow) your coaching practice, so you can do more of what you love: coach!
Why use coaching tools to build your business
At the beginning of your coaching business, you might be doing everything manually, from scheduling calls to invoicing clients to posting on social media.
While this is fine at the beginning (and it will help you learn the systems yourself), you want to eventually automate the backend tasks in your business that you do repeatedly.
Luckily, there are many free (and paid) tools that can support you in your growth.
Top online tools for coaches to build their business
Whether you’re starting or growing your coaching business, the right tools can make it easier to manage your schedule, onboard clients, and take payments.
Best tools for coaches just starting out
When you’re just starting out in your business, you don’t have a lot to invest in paying for regular tools. Plus, you might not know which tools you prefer! So it’s best to try some free options until you have a need to invest further.
Here are some tools I recommend for coaches just starting out:
Calendly. Calendly can help you quickly schedule consult calls and client calls with just one link. There is a free version, though it only allows you one type of call. You can have more than one option and choose which type is “live” at any given time.
Stripe. Stripe is an easy way to take payments and split an invoice into multiple payments. (Paypal is a little more complicated for payments, at least at the time of this writing). All payment systems take a fee, so be sure to build that into your pricing.
Google Drive. The simplest tools are often the best tools! I use Google Drive to house my library of coaching tools. I also set up shared folders with each client on Google Drive for the duration of our work so we can share documents. (This makes reviewing and providing feedback a lot easier!)
Canva: Part of being an online business owner requires doing some online marketing! If you need to create graphics and don’t have the budget for a graphic designer, Canva has great templates to use. There’s a free version as well as paid subscription which gives you more access to templates and photos.
HelloSign. It’s not fun to email PDF contracts back and forth, so using an online contract service can help. At the time of this writing, HelloSign is free for 3 contracts a month, so when you’re just getting started, this is a no-brainer! Once you’re onboarding more than 3 new clients per month, you’ll want to look at better options to scale (which I have listed below).
Best tools for coaches looking to scale their business:
Once you have some regular income and get more clients, you have more disposable income to invest in systems to help you grow and scale your business.
Here are my top tools when it comes to growing and scaling your coaching business:
Membervault: At some point, you might choose to create a course or membership. There are many options (Teachable, Podia, Kajabi, etc.), but my favorite is Membervault. You can have a free account for up to a certain number of members, and there are budget-friendly options beyond that. Membervault is simple and easy to use, with great customer service. I use Membervault for my courses and love it!
Paperbell: Paperbell is a software designed specifically as a one stop shop for coaches to manage their business. Instead of having a separate scheduling platform, contract platform, and payment platform, Paperbell integrates with your payment provider (Stripe and Paypal), as well as your Google calendar, making it an all-in-one solution. I can’t tell you how much time Paerbell has saved me when it comes to onboarding clients! Paperbell offers a free trial for one client so you can test it out.
Later. Every coach wants to make social media easier for them, so they can spend more time coaching and less time on social media. Scheduling your social media content in advance can help you do just that. It allows for scheduling on Instagram, Facebook, Pinterest, Twitter, TikTok, and LinkedIn. I use Later to schedule my weekly content in advance, so that during the week, I can log on purely to engage, without having to worry about posting.
Asana. Every business owner needs some sort of project management system. Luckily, there are a ton of options, depending on your preference. While some prefer Trello or Clickup, I like the format and ease of use of Asana. Plus, if you have a VA or a team, you can easily share projects and assign tasks, as well as check the progress. (Bonus, if you have your projects in a spreadsheet, you can easily format it and upload to Asana!)
Voxer. If you want to offer your clients support in between calls, Voxer is a great app that allows you to send voicemails back and forth to one another, as well as text files and images. While some clients prefer writing questions in email, Voxer can be a great tool for clients who are verbal processors. This allows you to give clients a way to check in with you in between sessions so they can get the support they need.
My top tools for coaches
Since I serve primarily coaches, I’ve developed a few tools of my own based on my work with my clients and my own business.
Here are a few of my tools:
- Coaching Business Starter Checklist: A checklist for all the things to consider when starting your coaching business
- Brand & Business Roadmap: A step-by-step roadmap of each phase of creating a brand and business
- Market Research Guide for Coaches: A guide that takes you through the market research process to validate your offerings and get feedback from your ideal clients
- Product Roadmap: A template that shows how to map out your service offerings in your coaching business
What’s your favorite tool for your coaching business? Let me know in the comments!
Heads up, I’m an affiliate for a few things on this list. I personally use each of these services and vet everything I recommend in my business. That said, if you ever have an issue with anything I recommend, please let me know! My goal is to support you in your business.