Built around the way coaches work. And the people they work with.

Coaching is personal work. Running the practice often means a calendar in one tab, notes in another, billing somewhere else, and an inbox that never quite matches. The same client ends up in all of them, with no clear view of the whole relationship.

CoachBase brings that daily work into one calm workspace, so you spend less time managing software and more time with the people you coach.

What CoachBase does

Client records

Keep contact details, goals, forms, messages, sessions, notes, invoices, and payments on one client record. Open it before a call and pick up where you left off, without hunting across tools.

Scheduling and booking

Share one booking link with your current availability. CoachBase creates the session, sends the confirmation, and keeps the booking connected to the client record so your calendar stays honest.

Packages and invoicing

Set up one-off sessions, packages, retainers, deposits, payment plans, and recurring invoices. Clients pay online through Stripe. You see what each client paid and how many sessions they have left, with a 1% CoachBase fee on online payments plus Stripe processing.

Client portal

Clients sign in to see upcoming sessions, goals, tasks, shared files, and messages. They can prepare before a call and follow through afterward without searching old emails.

Native video

Open the session and join the call inside CoachBase. The client joins from their portal, and the session stays connected to notes, tasks, package, and follow-up. Solo includes calls up to 60 minutes. Pro includes unlimited calls.

Messaging and import

Message clients from the practice, with replies captured on the record. Bring an existing list over with CSV import so you can start with one client and move the rest when you are ready.

AI notes, workflows, and analytics (Pro)

Pro adds transcription, draft session notes and action items, workflows for welcome messages and follow-up, and full practice analytics. Review and edit AI drafts before they become part of the client record.

What makes CoachBase different

Built around coaching relationships

Clients, sessions, goals, and packages are the starting point. You should not have to bend a sales pipeline to keep track of a coaching relationship.

One place instead of a tool stack

Many coaches stitch together a booking tool, a notes app, invoicing, a CRM, and a video product. CoachBase is built so those jobs live together: records, scheduling, notes, invoices, portal, and video in one practice.

Clear enough to use every day

Know where to find the last note, the next session, and the unpaid invoice. The product should help you do the work without becoming another job.

Room to grow without buying a second AI product

Start on Solo with scheduling, notes, and payments. Move to Pro when you want AI session notes, automated follow-up, full analytics, and unlimited video, without a separate transcription subscription.

Honest about who it is (and is not) for

Solo and Pro are for one coach managing their own client relationships. CoachBase is not for clinical practices that need HIPAA-compliant records, and not for teams that need shared access today. A Practice team plan is coming soon.

Soft comparisons, not a war chart

On pricing, CoachBase shows how coaches often replace separate scheduling and video tools (for example Calendly and Zoom) and how Solo pricing relates to other coaching platforms such as Paperbell. Those are tools coaches already pay for, not a claim that we rank above every peer in the category. Key Facts names common peers coaches search alongside us; this page does not rank them.

Who uses CoachBase

• Independent financial coaches who want one client record instead of a sheet, a calendar, and a separate invoice tool
• Executive coaches who need clean booking, session history, and follow-up between calls
• Wellness and life coaches who want a client portal clients will actually open
• Solo coaches a few years into practice: past hobbyist stacks, not looking for enterprise theater
• Coaches who have spoken about the product on the site include James Whitfield and Jacki Greene (financial coaches). That is evidence of coaches who used the product and shared feedback, not a published client roster or customer count.

CoachBase is not a fit for HIPAA clinical practices, or for teams that need shared client access on Solo or Pro today.

How CoachBase works

1. Start a free trial. Try Pro free for 14 days with no payment info required. Then choose Solo or Pro. No setup fees.
2. Bring one client in. Connect your calendar, set up one session type, and try a booking. CSV import is included when you are ready to move a longer list.
3. Use only what you need. Start with scheduling and notes. Add invoicing, the client portal, or video when those jobs show up.
4. Clients book and pay in context. Booking links, packages, and invoices stay on the client record. Online payments run through Stripe, with Stripe processing rates plus a 1% CoachBase fee.
5. Sessions stay connected. Join video from the session (Solo: up to 60 minutes; Pro: unlimited). On Pro, review AI note drafts and let workflows handle routine follow-up.
6. Talk to people, not a ticket maze. Email [email protected]. The same product team that builds CoachBase reads that inbox.

Key facts

Company Name

CoachBase

Type

Practice management software (SaaS) for independent coaches

Founded

2025

Founder(s)

Outpost Labs. Public team on this page: Josh Kennedy, Dyllan Wilson, Shelby Burr

Headquarters

Nashville, TN (Outpost Labs)

Website

https://getcoachbase.com

Core Offering

Client records, scheduling, packages and invoicing, client portal, native video, messaging; Pro adds AI session notes, workflows, full analytics, unlimited video

Pricing

Solo $39/mo; Pro $59/mo (USD, monthly, one user). Online payments: Stripe processing + 1% CoachBase fee. Prices checked Sep 17, 2026 on getcoachbase.com/pricing

Contract Terms

14 days of Pro free; no payment info required; no setup fees

Services

Self-serve SaaS product. Support via [email protected]

Communication

Email: [email protected]. Product messaging inside CoachBase for coaches and clients

Notable Clients

Not published as a roster. Coaches quoted on the homepage: James Whitfield, Jacki Greene (financial coaches)

Competitors

Coaching practice platforms coaches often compare: Paperbell, CoachAccountable, Simply.Coach, Coachful. Soft stack replacements: Calendly, Zoom. HoneyBook is adjacent (client CRM for service businesses), not coaching-native

Social

instagram.com/getcoachbase, facebook.com/getcoachbase

FAQ

Who is CoachBase for?

CoachBase is for independent financial, executive, wellness, and life coaches managing their own client relationships. Solo and Pro are for one coach. It is not for clinical practices that need HIPAA-compliant records or teams that need shared access today. The Practice team plan is coming soon.

How long does setup take?

Setup depends on what you want to move. Start with one client, connect your calendar, and set up one session type. You can try a booking and keep notes for your next session before moving the rest of your practice.

Do I have to use every feature?

No. Start with scheduling and client notes, then add invoicing or video calls when you need them. You can use the parts that help your practice today.

Can I import my existing clients?

Yes. CSV client import is included in both Solo and Pro. You can bring over your client list without entering each person by hand, and move the rest of your work gradually.

What if I only need scheduling and payments?

Solo includes scheduling, invoices, and payments for $39 per month. Client notes, the client portal, and video calls of up to 60 minutes are included when you need them. Online payments cost Stripe's processing rates plus a 1% CoachBase platform fee.

When should I choose Pro?

Choose Pro at $59 per month if you want AI session notes and automated follow-up. It includes everything in Solo, plus transcription, workflows, full analytics, and video calls without a time limit.

Is CoachBase HIPAA compliant?

No. CoachBase is not built for clinical practices that need HIPAA-compliant records. If your work requires HIPAA, choose a product designed for that setting.

Who builds CoachBase?

CoachBase is built by the team at Outpost Labs. Product and customer work on the public about page are led by Josh Kennedy (Product & Engineering), Dyllan Wilson (Product Management & Customer Experience), and Shelby Burr (Lifecycle & Email Marketing).