Every Tool I Use to Run My Coaching Business — A Behind-the-Scenes Breakdown | Ep. 66
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How to set-up your coaching business with tools and systems so it runs smoothly.
Ever feel totally overwhelmed by the endless list of software, apps, and systems people say you “must” have to run a successful online coaching business?
I get it. When I first started, I wasted hours (and too much money) on tools I didn’t need. The truth is, you don’t need all the things. You just need a simple, streamlined stack that helps you book clients, deliver your services, and keep everything running smoothly — without drowning in tech.
In this episode of The Life-First Coaching Business Podcast, I’m pulling back the curtain on every single tool I use daily in my business — from client onboarding to podcast production — so you can see exactly what’s essential and what’s just noise.
Why Tools Can Make or Break Your Coaching Business
The right systems give you freedom — freedom from constant admin, endless client emails, or the stress of forgetting steps in your process.
When your business runs smoothly in the background, you get to focus on the fun stuff: coaching your clients, creating content, and actually living your life-first business.
My Current Full Tech Stack (and Why I Use Each One)
Client Management & Communication
Google Workspace → My hub for email, calendar, docs, and client dashboards. Everything lives here.
Stan Store → Handles my coaching sessions, programs, and digital product sales in one place.
Payments & Finances
Stripe → Automates payments so I don’t have to chase invoices.
Xero → Keeps my accounts in order and makes tax time less painful.
Marketing & Growth
MailerLite → Email marketing + automations to nurture my audience on autopilot.
Squarespace → Website + landing pages made simple.
Content & Design
Canva Pro → All my social posts, freebies, and client resources get designed here.
Descript → My go-to for podcast + video editing (and creating course content).
Buzzsprout → Podcast hosting and distribution so every episode gets out into the world.
ChatGPT Pro → My sidekick for planning, organizing, and repurposing content with ease.
💡 What You’ll Learn in This Episode
The exact tools I use every day (and the ones I ditched).
How I built a stress-free client onboarding process.
The tools that let me automate bookings, payments, and emails.
My behind-the-scenes podcast + content creation workflow.
Why you don’t need 20 apps to run a successful coaching business.
Hey There, I’m Leonie
I’m the girl who can’t sit still and loves a good life pivot. Ex-architect turned business owner turned business coach, and a UK expat living in New Zealand. I’m also a travel lover, recovering perfectionist, and life-first advocate. Here, I share simple, spacious strategies to help purpose-led coaches and experts launch, grow, and scale businesses that actually feel fun to run.
THE SPACIOUS BUSINESS BLUEPRINT
Discover the simple 1-page, 7-step roadmap to attract consistent coaching clients, create a spacious strategy, and build a business that works for your life — without the hustle or overwhelm.
