The Best Apps to Help Run Your Coaching Business

At the start of the year I went through all of my business expenses and tools I’m paying for to make sure that I’m actually using the things I’m paying for and also to make sure I’m using the right tools for the job.

I have to admit, I love trying out new tools and apps! In fact, until this year I was always paying for things monthly because I didn’t want to commit! What if something better comes out?! I don’t want to be trapped into using something because I’ve already paid for it.

The Best Apps to Help Run Your Coaching Business

That being said, these are my tried and true tools and apps. The ones I’ve been using for a couple of years and know they are fantastic tools, actually make my business run smoother, and are worth the price.

I also really need you to know that I’m ruthless with my business expenses. I won’t pay for something unless I know it will really help my business by helping me automate, save time, or connect with my clients. There are plenty of apps I’ve tried but didn’t feel like they really made my life easier or that there wasn’t a free option that would do good enough.

Also most of these (all but Dubsado) have a mobile app which is really handy as a working mom. I like being able to access all my stuff from phone for things like working during ballet class or waiting for a doctors appointment.

Some of the links below are affiliate links but I never promote something I haven’t tried out myself.

The FIVE Best (paid) Apps to Help Run Your Coaching Business

1- Acuity Scheduling

Use Acuity Scheduling to help schedule calls with your coaching clients

We all have to schedule appointments with clients, coffee dates with colleagues, discovery calls with leads. I do all of that through Acuity and more. I recently started offering Strategy Calls through Acuity and even use it to take payment! Plus I was able to offer gift cards for the session so clients could take advantage of my sale price for future strategy calls.

Acuity is really versatile. You can use it to schedule appointments, sell tickets to an event or call, create a subscription or reoccurring events/packages (you need a Growing plan for this - I just use Dubsado to do these, see next tool). You can create gift certificates and coupons for your services. All of this is really easy with Acuity.

I personally like to embed the calendar right on your website so that your potential and current clients can schedule appointments right on your website without leaving. (This is a good way to get more traffic to your website!)

BONUS: The Emerging Entrepreneur plan from Acuity is free with a business plan from Squarespace! This is what I use and it’s more than enough. If you aren’t on Squarespace this plan is only $15 a month. They also have a very basic free plan.

2- Dubsado.

Dubsado is an all in tool to help with contracts, invoicing, and proposals to your coaching clients

Dubsado is mega all in one tool for invoicing, contacts, proposals, to-do list manager, and even a calendar now. It’s very robust! I only use this for sending my proposals, contracts, and invoices. I also use this manage the reoccurring invoices for my monthly support clients.

I really like Dubsado because everything is editable and white-labeled meaning none of the documents or invoices I send have their logo. It makes it look a just a little more professional.

Dubsado is always adding new features too. They recently added the scheduler similar to Acuity, however, since I already have the perfect system with Acuity, I have no plans to use the new scheduler. If I was setting up a brand new business I would definitely enjoy the all in one aspect!

Dubsado is $35 per month but if you use the coupon code AlexanderDesignCo or click this link you can get 20% off your first purchase. They also have a free trial that’s good for up to 3 clients. 


If you’ve been a long time follower you might remember that I used to use HoneyBook for this same service. I really loved HoneyBook and still highly recommend them. To be honest, it was really hard to make this decision. But, I switched for two reasons. One, the documents aren’t super editable, I felt like the customizations were really limited and it was frustrating. Secondly, HoneyBook charges an additional fee on top of the monthly cost and that adds up fast. Remember I’m ruthless.

HoneyBook is a great service. They also have a huge network of other service providers. I think they are worth checking out seeing if it would be a better fit for your business.

Use this link to get 50% off your first year, even if you pay monthly!


If you do a strategy session, read my blog, or book your website with me you will undoubtedly hear me talk about using Pinterest to drive traffic to your website. Pinterest is a really powerful for helping your business get visible. And it requires consistent effort.

Enter Tailwind.

Tailwind is an official Pinterest partner and it allows me to re-pin things to Pinterest all day, every day with about 1-2 hours of work each month. In Tailwind, you create a queue of things to pin to your various board and the app does the magic for you.

I also use it to create loops to re-pin my own content every single month and when I publish a brand new post.

Although my favorite feature is the Tailwind Tribes which are actually free to use even if you aren’t a subscriber of Tailwind. The Tribes are like a big network of people who are also creating content your audience may find helpful. I always start inside my Tribes when I’m scheduling content for the month.

You can also schedule Instagram through here too! I don’t personally do that because I like to be more in the moment with my insta posts, but I have a client who swears by this! She has over 20K followers so I assume she must be doing something right!

Tailwind is $15 a month or $120 annually. They have a free 7-day trial but with my link you can get a full 30 day trial!

4 - QuickBooks Self-Employed

Use QuickBooks Self Employed to track your business expenses and income.png

QuickBooks Self-Employed is my go-to for tracking my expenses and income each month. When it comes to bookkeeping and that part of my business, I need simple! Something I can do to make sure things don’t get too messy when it comes time to file taxes.

My favorite part about QBSE is the mobile app! Usually, once a week I log into my app to categories transactions and check my monthly reports. Because all of my bank accounts funnel into this one place I can see my income reports at glance.

Another really nice feature is the ability to track mileage in the app, instead of needing a second app to do this. I mostly work with online clients, but when I have local clients that I need to meet in person I can also track my mileage and trips right inside of the QBSE app. 

QBSE is ideal for soloprenuers or people who only have contractors, not employees. If you have employees on your team or plan to add employees then you’ll probably want to look at the other QuickBooks programs.

QuickBooks Self-Employed is about $10 per month. But if you use my link you’ll get 50% off your first year!

5 - Dropbox

Dropbox helps you organize your file, protects you in case of emergency, and frees up space on your computer

Raise your hand if your hard drive has ever failed and you lost really important things, like your wedding photos….twice.

Oh yeah me neither.

As a coach, you don’t have as many files as I do but I know that saving your work is really important. This is where Dropbox is indispensable. Not only does it keep your files save even in the event of an emergency but it also makes it really easy to send documents to your clients.

I bought the paid version of Dropbox when my computer kept telling me I was running out of storage but now I couldn’t live without it. I actually have my files ALL saved to Dropbox, nothing is saved to my actual computer. It helps me stay insanely organized, protects me in case of emergency, and helps my computer run faster!

Also, I have my backup set to copy my Dropbox too.

I don’t have special savings for you but it’s only $9.99 per month or $99 per year for 1TB of space and I haven’t come close to using that up.

PRO-TIP: After you've tried out these tools and love them, switch to annual billing instead of monthly you can save a lot of dolla bills doing this! ;)

Now you tell me - What are your favorite paid business tools? What about free tools or apps? My next list will be my favorite free tools, so stay tuned for that.

Join the insider's Circle

Want more tips for your Squarespace website, design advice, and inspiration right in your inbox?