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Tips & Strategies6 min read

CRM for coaches: what you need, what HubSpot, Dubsado, HoneyBook and Practice Better cost, and when your platform is enough

What a coach needs from a CRM, what HubSpot, Dubsado, HoneyBook and Practice Better cost, and what WithMe's Customers page does. $25/month billed annually.

WithMe Team·11 November 2026

Most coaches need less CRM than they think: a client list linked to what each person bought, their intake answers, a way to review applications and a way to email them. If your coaching, checkout and email already live on one platform, its customer list can cover that. A dedicated CRM earns its price when you need sales pipelines, notes and tags, contracts and invoices, or clinical records.

WithMe's Customers page is the client list for everything you sell on WithMe. WithMe is $25 per month billed annually (UK £25), with a 14-day trial and 0% WithMe commission. Stripe and PayPal fees still apply.

What does a coach actually need from a CRM?

A client list that shows who bought what, when, and whether they are still active.
Intake answers: what each client told you when they bought or applied.
A way to review applications for high-ticket coaching before anyone pays.
Email to clients and leads, ideally targeted by what they bought or downloaded.
Notes and tags, if you track progress or segment people by hand.
Proposals, contracts and invoices, if you sell custom packages one client at a time.
Session notes and health forms, if you work in a regulated wellness practice.

The first four come with most creator platforms. The last three are why coaches pay for a dedicated CRM.

How do the dedicated CRMs compare?

Prices below are from each vendor's own pricing page, checked 11 November 2026, in US dollars.

HubSpot: the free plan allows up to 2 users and 1,000 contacts, with no time limit. Starter starts at $7 per seat per month billed annually, a limited-time price for new customers; the regular price is $20 per seat per month. Starter adds automation, payments, meeting scheduling and e-signatures. It is a contact and pipeline tool, not a course or community platform.
Dubsado: Starter is $335 a year and Premier is $525 a year, with a 21-day trial of Premier and no card needed. Premier adds scheduling and automated workflows. It is built around forms, contracts, invoices and client portals.
HoneyBook: Starter is $29 per month, Essentials $49 and Premium $109, each billed annually, with a 30-day trial and no card needed. It covers proposals, contracts, invoices and lead forms, and is available in the US, Canada, the UK and Australia.
Practice Better: Sprout is free for 3 clients. Starter is $25 per month billed annually ($35 monthly) for 10 clients, Professional $59 ($69 monthly) for 300 clients, and Plus $89 ($99 monthly) for unlimited clients. It is a practice management tool for nutrition and wellness practitioners, with booking, billing, telehealth video, programmes, a client portal, forms and session notes.

None of these four is built to run a community, memberships and digital products alongside your coaching, on one storefront. If you sell those too, you pay for a CRM and a platform, and connect the two.

What does WithMe's Customers page do?

Everyone who buys, joins or signs up on your WithMe hub appears on the Customers page, across courses, memberships, communities, coaching, coaching calls, webinars, digital products and lead captures.

Search by name or email.
Filter by product, and by status: Active, Pending, Applied, Expired, Cancelled or Purchased.
Each customer row lists their products with the price, the date and a status.
Open a customer to see their checkout answers (name, address, phone and the custom questions you asked) and their lead capture fields.
See the emails WithMe has sent to that customer, page by page.
Add a customer by hand, or import a CSV into a product or lead capture, and add another product to an existing customer.
Remove access you granted for free or by invitation.

What else sits next to the client list?

Applications: if your 1:1 coaching takes applications, you review each one here, read the answers, see what the client will pay, then approve or decline.
Requests: if your community needs approval to join, join requests wait here.
Affiliates: the customers who promote your products for a commission.

Outside the Customers page, 1:1 Coaching gives each client a private chat and shared goals, and email broadcasts and sequences can go to the buyers of the products or lead captures you choose.

When do you still need a dedicated CRM?

You run a sales pipeline with stages, deal values and follow-up tasks.
You write notes on each client or tag them by hand.
You send proposals and contracts before a client pays.
You keep clinical records or intake forms that need a health-records tool.
You need a one-click export of your client list to a spreadsheet.

How do you use WithMe as your client list?

Import your existing clients with a CSV, one file per product, so everyone starts in the right place.
Add custom questions to your coaching checkout, so the answers you need arrive with every purchase.
Turn on applications for your high-ticket 1:1 coaching, so you can review people before they pay.
Use the product and status filters to find clients, for example everyone whose access has expired.
Send broadcasts to the buyers of one product, and a sequence that starts after a purchase or a coaching application.

What is not included?

The Customers page has no notes field, no tags and no pipeline stages. There is no export button: the only bulk route out is the creator API, with an API key from Settings, then Integrations. There are no refund or cancel buttons; refunds and cancelled memberships are handled in your own Stripe dashboard. You cannot message a customer from this page; use Messages, the coaching workspace or an email broadcast. There are no proposals, contracts or invoices, and no health records.

How much does WithMe cost?

WithMe is $25 per month billed annually (UK £25), with a 14-day trial and 0% WithMe commission. Stripe and PayPal fees still apply. The Customers page, applications and email are on the same plan as courses, memberships, community, coaching, webinars and digital products. Free migration of up to 10 GB of your courses and members comes with the yearly plan.

CRM for coaches: common questions

Do coaches need a CRM?

Not always. If your platform keeps a client list linked to purchases, intake answers and email, that covers most coaches. A dedicated CRM helps with pipelines, notes, contracts or clinical records.

What is the cheapest CRM for coaches?

HubSpot has a free plan for up to 2 users and 1,000 contacts, and Practice Better has a free plan for 3 clients (checked 11 November 2026). Check the client and contact limits before you build on a free plan.

Does WithMe have a CRM?

WithMe has a Customers page, not a full CRM. It lists every customer with their products, status, checkout answers and email history, with search and filters, plus tabs for applications and community join requests. It has no notes, tags or pipeline.

Can I export my customers from WithMe?

There is no export button on the Customers page. Customers can be read through the creator API with an API key from Settings, then Integrations.

What does WithMe cost?

$25 per month billed annually (UK £25), with a 14-day trial. WithMe takes 0% commission. Stripe and PayPal fees still apply.

Start your 14-day trial at https://www.withme.so/become-a-creator.