Bao CRMCRM for coaches: how to choose, and 7 options compared
A coach needs two things from a CRM: following up with people after a discovery call, and keeping track of each client. If you also want bookings, contracts and payments in the same place, choose a coaching platform such as Paperbell, HoneyBook or Dubsado. If your main issue is leads who go quiet after a call, a light CRM such as Bao CRM does the job, for free up to 10 active prospects.
CRM for coaches: the comparison at a glance
| Tool | Free plan | Cheapest paid plan | Best for |
|---|---|---|---|
| Bao CRM | Yes: 10 active prospects, unlimited quotes, no account needed | Pro: €14.90/month or €149/year | Coaches who need to follow up after discovery calls and send clear offers |
| Paperbell | No (money-back guarantee) | $97/month, or $970/year | Coaches who sell packages: scheduling, contracts, payments, client portal |
| HoneyBook | No, 30-day trial | Starter: $29/month billed annually (US, UK, Canada and Australia only) | Coaches in the US, UK, Canada or Australia who want proposals, invoices and a client portal |
| Dubsado | No, 21-day trial | Starter: $335/year | Coaches who want invoicing, payment plans and a client portal |
| Moxie | No, 14-day trial | Starter: $10/month billed annually, $12 monthly | Proposals, contracts, invoicing and scheduling at a low price |
| HubSpot | Yes: up to 2 users, 1,000 contacts, HubSpot branding | Starter: $20 per seat/month (promotional prices for new customers) | Coaching businesses with a team or email marketing |
| A Notion template | Yes, free | Free | Coaches with a small practice who already use Notion |
Prices as shown on each vendor’s pricing page on 4 November 2026, excluding tax. They change often: check before you subscribe.
Practice (practice.do), another platform for coaches, showed two different prices on its pricing page that day, so we left it out of the table.
What a coach needs from a CRM
- Lead tracking after discovery calls, with a follow-up date for everyone who said “let me think about it”.
- A client history: sessions, goals, what was agreed.
- Clear offers: a package or a programme with its price, sent in writing.
- Optionally, bookings and payments, if you sell sessions online.
The options in detail
Bao CRM
Bao CRM shows each morning which leads to follow up, keeps every prospect in a seven-stage pipeline and builds offers as PDF quotes from the prospect’s record. Your data stays in your own Notion workspace. The free plan covers 10 active prospects. Bao CRM is built for one person and stops at the accepted quote: it has no team features, no invoicing, no e-signature and no booking page. Pair it with your usual booking tool and payment provider.
Paperbell
Paperbell is built for coaches: client scheduling, contract signing, payments and packages, and a client portal, with no extra transaction fees according to Paperbell. It has a single plan, the most expensive of this list.
HoneyBook
HoneyBook’s Starter plan includes proposals and contracts, invoices and payments, and a client portal; the scheduler starts on the next plan. It is only available in the US, the UK, Canada and Australia.
Dubsado
Dubsado’s Starter plan covers invoicing and payment plans and a client portal, for unlimited clients. Automated workflows, public proposals and advanced scheduling are on the higher plan.
Moxie
Moxie’s Starter plan includes proposals and contracts, invoicing and payments, a pipeline and meeting schedulers, at a low price. The client portal is on Pro.
HubSpot
HubSpot’s free CRM handles contacts and deals for up to 2 users and 1,000 contacts, with HubSpot branding. It shines for email marketing, which matters if you run a newsletter or a group programme.
A Notion template
For a small practice, a Notion database with a status and a follow-up date is enough. Start from our free Notion CRM template.
How to choose a CRM as a coach
- You sell packages online and want everything in one place: Paperbell, or HoneyBook if you are in an eligible country.
- You want invoicing and contracts at a low price: Moxie or Dubsado.
- Your problem is leads who go quiet after a call: Bao CRM, with your existing booking tool.
- You have a team or a large mailing list: HubSpot.
See also our comparisons of the best CRM for freelancers and the CRM for consultants.
After a discovery call, send a short written summary the same day and a follow-up a few days later: our follow-up email templates include one for this.
Frequently asked questions
What is the best CRM for coaches?
For a coach who sells packages and books sessions online, an all-in-one coaching tool such as Paperbell, Practice, HoneyBook or Dubsado covers scheduling, contracts and payments. If your challenge is following up with leads after discovery calls and sending clear offers, a light CRM such as Bao CRM is enough and cheaper.
Is there a free CRM for coaches?
HubSpot has a free plan for up to 2 users and 1,000 contacts, and Bao CRM has a free plan with 10 active prospects. Coaching platforms such as Paperbell, HoneyBook or Dubsado offer trials, not free plans.
Do I need a CRM as a coach?
As soon as you run discovery calls with several people, yes. Many potential clients say “I’ll think about it”; without a follow-up date, they disappear. A CRM tells you who to contact again and when.
Can a coach use Notion as a CRM?
Yes. A Prospects database with a status and a follow-up date works well for a small practice. Our free Notion CRM template gives you the structure.
Which coaching software handles scheduling and payments?
Paperbell combines scheduling, contracts, payments and a client portal. HoneyBook and Dubsado include invoicing and a client portal, with scheduling on some plans. Bao CRM does not handle bookings or payments.