If you're a coach, you already know the drill: new client signs up, and suddenly you're buried in paperwork. Contracts to send. Discovery forms to collect. Payment authorization to chase down. Policies to acknowledge.
Most coaches cobble together Google Forms, DocuSign, and email threads, spending 30-60 minutes per new client on admin work that adds zero value to the coaching relationship.
There's a better way. But with dozens of tools claiming to solve this problem, how do you choose?
I spent 30+ hours researching, testing, and comparing the most popular options. This guide breaks down what actually matters for solo coaches and small practices. No fluff, no affiliate-driven rankings, just honest analysis.
What to Look for in Coaching Intake Software
Before diving into specific tools, here's what actually matters:
Must-haves
- • Digital signature capture (legally binding)
- • Customizable forms
- • Mobile-friendly client experience
- • Secure data storage
- • Reasonable pricing for solo practitioners
Nice-to-haves
- • Pre-built coaching templates
- • Client portal or organization
- • Email notifications
- • PDF export for your records
Often unnecessary
- • Full CRM functionality
- • Scheduling (you probably use Calendly)
- • Invoicing (Stripe handles this)
- • Workout/nutrition tracking
The biggest mistake coaches make
Buying an all-in-one platform when they only need intake forms. You end up paying for 50 features to use 3 of them.
The 7 Best Intake Tools for Coaches in 2025
IntakeEase
RecommendedSolo coaches who want simple, affordable intake forms without the complexity
Standout Features
- •12 field types including digital signatures
- •5 coach-specific templates
- •Client filing system that auto-organizes submissions
- •Mobile-optimized forms completed in under 5 minutes
- •No per-client fees, unlimited clients at flat rate
Limitations
- •No scheduling or CRM features (by design)
- •No custom branding on Solo plan
- •US-focused (payments in USD only)
- •Not HIPAA compliant
Best for coaches who:
- Want intake forms without learning a complex system
- Are frustrated with all-in-one tools they only half-use
- Value simplicity and predictable pricing
Verdict: If you just need to get contracts signed and intake forms completed, IntakeEase does that exceptionally well at a fair price. The 10-minute setup time isn't marketing speak—you can genuinely be sending forms to clients within your first session.
Dubsado
Established coaches who want full practice management and are willing to invest time in setup
Standout Features
- •Powerful workflow automations
- •Client portal with two-way communication
- •Invoice and payment processing built-in
- •Highly customizable (almost too customizable)
- •Scheduling integration
Limitations
- •Steep learning curve ("overwhelming" is common complaint)
- •Setup takes hours, not minutes
- •Overkill if you only need intake forms
- •Interface feels dated compared to modern tools
Best for coaches who:
- Want one tool to run their entire business
- Have time to invest in proper setup
- Need complex automations and workflows
- Already use Dubsado for other services
Verdict: Dubsado is genuinely powerful, but it's like buying a commercial kitchen when you need a microwave. If you'll use scheduling, invoicing, and automations, the value is there. If you just need intake forms, you'll be frustrated by the complexity.
Common complaint: "I spent a whole weekend setting it up and still don't understand half the features."
HoneyBook
Creative professionals and coaches who want a polished, modern interface
Standout Features
- •Gorgeous, modern design
- •Combined proposals + contracts in one flow
- •Strong mobile app
- •Built-in payment processing
- •AI-powered tools for writing proposals
Limitations
- •Per-user pricing gets expensive for teams
- •Less customizable than Dubsado
- •More focused on creative professionals than coaches
- •Some features designed for project-based work
Best for coaches who:
- Value aesthetics and modern design
- Send proposals as part of their sales process
- Want mobile app access
- Don't mind per-user pricing
Verdict: HoneyBook is the most visually polished option. If you're sending proposals and contracts together, the unified flow is nice. But for pure intake forms, you're paying for features you won't use.
Common complaint: "The per-user pricing means I'm paying $60/month when it's just me and a part-time VA."
Practice Better
Health and wellness coaches who need nutrition/program tracking alongside intake
Standout Features
- •HIPAA compliant option
- •Health-specific templates and forms
- •Client food/symptom journaling
- •Telehealth integration
- •Supplement dispensary integration
Limitations
- •Expensive for features you might not need
- •More complex than necessary for life/executive coaches
- •Health-focused features wasted if not in wellness space
- •Some users report "missing features" despite high price
Best for coaches who:
- Are health/wellness/nutrition coaches specifically
- Need HIPAA compliance
- Want clients to track food, symptoms, or habits
- Run group programs
Verdict: If you're a health coach, Practice Better is probably your best bet. For life coaches, executive coaches, and career coaches, you're paying a premium for health features you'll never touch.
Common complaint: "I'm paying $79/month and there are still basic features missing."
Paperbell
Coaches who want scheduling + payments + contracts in one simple tool
Standout Features
- •Booking + payment + contract in one client flow
- •Package and subscription management
- •Simple, coach-focused interface
- •No per-client fees
- •Testimonial and survey collection
Limitations
- •$57/month is pricey for solo practitioners
- •No free tier or trial (only limited free plan)
- •Less flexible form builder
- •Some coaches find it limiting as they grow
Best for coaches who:
- Want to replace Calendly + Stripe + DocuSign with one tool
- Sell packages or subscriptions
- Prefer simplicity over customization
- Have budget for $57/month
Verdict: Paperbell is well-designed and genuinely coach-focused. The one-link-does-everything approach is elegant. But at $57/month with limited flexibility, it's a significant investment for what you get.
Common complaint: "It does what it does well, but I wish I could customize more."
CoachAccountable
Coaches who want robust tracking, metrics, and accountability features
Standout Features
- •Goal and action tracking
- •Session notes with templates
- •Client accountability metrics
- •Course/content delivery
- •Comprehensive reporting
Limitations
- •Per-client pricing ($20/month for 2 clients, up from there)
- •Interface feels cluttered and dated
- •Steeper learning curve
- •More than you need if you just want intake forms
Best for coaches who:
- Want to track goals, actions, and metrics systematically
- Follow structured coaching methodologies
- Deliver courses or content alongside coaching
- Have a consistent client roster
Verdict: If accountability tracking is central to your coaching methodology, CoachAccountable has depth that other tools lack. For intake alone, it's overkill with confusing pricing.
Common complaint: "The per-user billing for leads is frustrating—I'm charged before they even become clients."
Bonsai
Freelancers and consultants who need contracts, invoices, and accounting together
Standout Features
- •Contract templates with legal review
- •Integrated accounting and tax prep
- •Time tracking
- •Proposal and invoice generation
- •International payment support
Limitations
- •Not coach-specific (built for freelancers broadly)
- •Forms/intake are secondary features
- •Can feel generic for coaching use cases
- •Learning curve for full feature set
Best for coaches who:
- Need invoicing, accounting, and tax features
- Work internationally with various currencies
- Want legal-reviewed contract templates
- Think of themselves as freelancers/consultants first
Verdict: Bonsai is solid for freelancers who need financial management tools. For coaching-specific intake, the templates and forms feel like afterthoughts compared to purpose-built tools.
Quick Comparison Table
| Tool | Price | Best For | Intake Focus | Learning Curve |
|---|---|---|---|---|
| IntakeEaseRecommended | $29-49/mo | Solo coaches wanting simplicity | Easy | |
| Dubsado | $20-40/mo | Full practice management | Hard | |
| HoneyBook | $19-79/mo | Visual proposals + contracts | Medium | |
| Practice Better | $25-79/mo | Health/wellness coaches | Medium | |
| Paperbell | $57/mo | All-in-one coaching tool | Easy | |
| CoachAccountable | $20-70/mo | Accountability tracking | Hard | |
| Bonsai | $21-79/mo | Freelancer finances | Medium |
So Which Should You Choose?
Choose IntakeEase if:
- You want intake forms and nothing else
- You value simplicity over features
- $29/month flat pricing appeals to you
- You already have scheduling and payments handled elsewhere
Choose Dubsado if:
- You want one tool to run everything
- You're willing to spend a weekend on setup
- You need complex workflow automations
- You'll actually use all the features
Choose Practice Better if:
- You're a health, wellness, or nutrition coach
- You need HIPAA compliance
- Clients need to track food, symptoms, or habits
- You run group programs
Choose Paperbell if:
- You want scheduling + payments + contracts unified
- You sell packages or subscriptions
- You don't mind $57/month
- Simplicity matters more than flexibility
Choose CoachAccountable if:
- Systematic goal/action tracking is core to your method
- You deliver courses alongside coaching
- You have a stable, predictable client count
- You want detailed coaching metrics
The Real Question: What Do You Actually Need?
Before choosing any tool, ask yourself:
- 1.What's broken right now? If it's just getting contracts signed, you don't need a full CRM.
- 2.What are you already using? If Calendly and Stripe work fine, don't replace them just to have "one tool."
- 3.How much setup time can you invest? Dubsado's power requires hours of configuration. IntakeEase is ready in 10 minutes.
- 4.What's your budget? Solo coaches earning $50-75K shouldn't spend $100+/month on tools.
- 5.Will you actually use the features? The most expensive tool isn't the best tool.
Final Thoughts
The intake software market is crowded with tools trying to be everything to everyone. Most coaches don't need "everything"—they need their specific problem solved well.
If client intake is your bottleneck, fix that specific problem. Don't let software companies convince you that you need a full practice management suite when a focused tool will do.
The best tool is the one you'll actually use. For most solo coaches, that means something simple, affordable, and focused.