CRMs for Coaches and Solopreneurs

You Don’t Need a “Sales CRM.” You Need a Client Relationship System That Actually Helps You Deliver.

CRMs weren’t built for solopreneurs and coaches.

They were built for:

• Sales reps
• Pipeline dashboards
• Cold outreach at scale

So what happens when a coach tries to use HubSpot or Salesforce?

They drown in features they don’t need and ignore the ones that would actually help:

• Keeping track of client progress
• Following up with leads at the right time
• Remembering who booked a call (and who ghosted)

This post breaks down CRMs that actually work for solo coaches, consultants, and service providers, and shows how to use them like a client delivery system not just a database.

What Makes a CRM Actually Useful for Solo Businesses?

You don’t need:

• Lead scoring
• SDR handoff flows
• 20-stage pipelines

You do need: A clear view of who's in your funnel Easy notes and context on each client Booking + payment visibility Follow-up reminders Automations you can set up once and forget

Related: What to Automate First in Your Service Business

CRM 1: Bonsai (Best All-in-One for Coaches Who Want Simplicity)

Why it works:

• Combines proposals, contracts, invoicing, and CRM in one
• Tracks client stages from lead → booked → active → complete
• Automates client onboarding

Best for: Coaches and freelancers who want one login for everything.

Key features:

• Kanban-style client board
• Auto-follow-up if invoice not paid
• Templates for coaching packages
• Project timelines and deliverables

Related: Automate Client Onboarding Without Zapier

CRM 2: Dubsado (Best for Coaches With Multi-Step Workflows)

Why it works:

• Custom pipelines for every type of client
• Conditional workflows
• Lead capture + scheduler built-in
• Looks client-friendly

Best for: Coaches who run group programs, multi-month engagements, or multi-step pre-call flows.

Key features:

• Smart forms
• Lead tagging and filtering
• Branded proposals and contracts
• Workflow automation per lead type

Downside: Takes more setup upfront but worth it if you have repeatable programs.

CRM 3: Notion CRM Template (Best for DIYers Who Want Full Control)

Why it works:

• Fully customizable build it around your workflow
• Easy to link client notes, content, invoices, and call recordings
• Can double as a task manager, content planner, and dashboard

Best for: Solopreneurs who already live in Notion and want everything in one place.

Key features:

• Client database with status and custom tags
• Calendar views
• Email + phone fields, proposal links, notes
• Progress tracker or client scorecard

Related: Funnels That Run Without You

CRM 4: HubSpot Free (Best If You’re Scaling or Have a VA)

Why it works:

• Built-in email sequences + tasks
• Simple pipeline view
• Free tier is generous
• Easy for VAs to manage behind the scenes

Best for: Coaches or consultants who have an assistant or are starting to scale team ops.

Key features:

• Email open tracking
• Task reminders
• Lifecycle stages
• Google Calendar and Gmail sync

Tip: Strip out the sales-y defaults. Customize to match how you run discovery calls and follow-ups.

CRM 5: HoneyBook (Best for Coaching + Creative Mix)

Why it works:

• Combines client management, invoicing, and scheduling
• Easy client portal
• Beautiful templates and forms
• Timeline view for deliverables

Best for: Coaches who also sell creative services (branding, design, etc.) or run workshops.

Key features:

• Workflow automation
• Client portal with to-dos
• Mobile app for updates
• Payment reminders and contracts

Related: AI Tools My Clients Actually Keep Using

Not Just a CRM Your Repeatable System

Here’s how to use your CRM beyond just tracking names.

Use it to:

• Trigger a 3-email sequence after someone books
• Track who’s in your prep funnel vs. coaching phase
• Store client intake forms and notes
• Send reminders when a client ghosted mid-way
• Set up re-engagement prompts after 30–60–90 days

Bonus automations (in ConvertKit or MailerLite):

• Tag leads by service or package
• Send onboarding emails automatically
• Create follow-up tasks based on form answers

Related: Automate Client Follow-Ups on Email

How to Choose the Right

(And Avoid Shiny Tool Syndrome)

Ask:

• Do I manage more than 5–10 clients at once?
• Do I repeat the same process each time?
• Do I need help remembering follow-ups?
• Do I send the same docs/emails every time?

If yes → You’ll benefit from CRM automation now. If no → Start with a Notion or Google Sheet, then upgrade later.

Related: What to Automate First in Your Service Business

Conclusion: Your CRM Should Help You Coach Not Just “Track Deals”

A good CRM for solo coaches should:

• Fit your workflow
• Reduce admin
• Help you follow up
• Support your offers (1:1, group, async)

Start with tools that match your size and speed. Then grow into systems that automate what already works.