I used to resist using online coaching tools and software to automate my coaching business. I worried that automating tasks would make the client experience feel less personal, less high-touch.

But what I’ve found is that by strategically integrating the right coaching platforms, systems, and tools, I can not only automate manual tasks but also level up the service I provide.

This is especially helpful when my location-independent entrepreneur self is in Asia, and time zone differences limit my overlap with clients.

If I know someone downloading my free webinar on building a freedom-based business will benefit from an email sequence guiding them to my next-level program on selling coaching—why not automate that?

This is just the beginning of how systems for coaches can scale your impact. I still show up fully for my high-touch offers, with Slack messages pinging from all over the world.

But being there in real-time to send resources? It’s not necessary—and actually, it holds back my service.

Automations don’t have to be complicated. This isn’t rocket science. You could implement the tools I use within a few days.

One thing I’ve learned: there’s no perfect all-in-one online coaching platform. The ones I’ve tried can’t compete with integrating two or more specific tools that actually do the job.

So, here’s my full breakdown of all the tools, platforms, and software I use to elevate my business, improve my client experience, and expand my freedom.

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Personal Tools for Mindfulness

To provide excellent service to my clients, I first need to treat myself like my most important client.

This is why mindfulness tools and holistic health insurance are must-haves in my toolkit.

Passport Card Health Insurance

I’ve been with PassportCard for three years, and I have nothing but good things to say. They provide a credit card that I can activate in seconds to pay for everything—from routine checkups to more significant expenses like X-rays.

Their app and customer service are top-notch, making healthcare almost enjoyable. With their premium package, I’ve gotten 100% reimbursement for cancer screenings, acupuncture, medical massages, prescription sunglasses, and annual checkups, both abroad and back in Germany, my home country.

They also cover global pregnancy care, transportation for medical emergencies, hospital sick-day payouts, and much more.

For expats, remote workers, and digital nomads, PassportCard is the most comprehensive insurance option out there—an absolute priority for my budget and my business.

Here’s a link to check out their packages and fees.

Journaling App or book

I always start my day with myself. Journaling is my go-to, but sometimes it’s meditation, a run on the beach, or a trip to the gym. This time of reflection is non-negotiable because it helps me stay aligned with my goals and energy.

How could I have the bandwidth to serve my clients if I don’t first spend time with myself?

A Yoga Mat and Glo.com subscription

I usually travel with my yoga mat and keep an annual subscription to Glo.com, an amazing online platform with yoga classes from instructors worldwide.

Maintaining a spiritual practice while traveling is key for me. Yoga also helps me tap into my physical and mental energy, keeping me grounded and connected.

You can get two months for free by signing up to Glo.com via this link.

Online Coaching Tools and Software for Marketing / Audience Growth

I used to do almost all my client acquisition offline—through connections, conferences, and meetups. And while I still prioritize in-person relationships, scaling my audience internationally requires automation.

You can’t be everywhere physically, but your message can be.

Google Sheets / Trello for Content Planning

To scale, I systemize my content planning and repurposing. I use Google Sheets and Trello to keep everything organized—scripts, content ideas, and plans for at least a month in advance.

This allows me to delegate work to a VA easily. It’s also where I track affiliate platforms. I also use PrettyLinks to organize links in WordPress.

Every week, I am expanding ways to reach a larger audience and I do this by systemizing my content-planning and -re-purposing and by automations.

Of course, note that ChatGPT is your friend, if you know how to have it edit your content and message, not just blindly generate jibberish.

ConvertKit

When it comes to utilizing online coaching tools and softwares, I’d say ConvertKit is the one I couldn’t live without. ConvertKit is my central hub for all signup forms, freebies, and email sequences. It’s the best value I’ve found: affordable with comprehensive functionality.

It automates my onboarding processes for low-touch programs, segments my audience, and integrates seamlessly with Teachable and Stripe—saving me hours on backend tasks. This, of course, gives me back time either for myself or to powerfully serve my clients and audience.

ConvertKit’s automation features, templates, and intuitive interface make it essential in scaling a freedom-based business without compromising service.

Now, if you’re unsure how to create low-touch offers as a coach, I have a great resource for you. My Freedom Offers program will teach you how to confidently create offers that serve, scale, and sell with ease so that your impact expands and your freedom grows.

Social Media: Instagram/FlipBoard/Pinterest/LinkedIn

Soon, I’ll add podcasts and YouTube, but each of these platforms has different purposes and audiences.

Here’s the breakdown:

• YouTube, Pinterest, Flipboard: Educate, inform.
• Pinterest: Decisions, purchases.
• Instagram: Entertain, engage.
• LinkedIn: Build professional connections.

Smart content repurposing means I don’t need to create separate content for each platform. A podcast can be a YouTube video, a blog post, and sliced into Instagram Reels. It’s about efficiency, not redundancy.

While I’m big on building your initial clientelle outside of social media, if you want to scale beyond 1:1 and mastermind coaching, you need to be where your clients are.

Boots on the Ground: Meetup. com and Conferences

In-person networking is still one of the most powerful ways to find 1:1 and mastermind clients. Even in a digital world, don’t underestimate the power of face-to-face connections.

Attending or hosting workshops and conferences keeps your network alive and growing, even as your business scales online.

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Online Coaching Tools and Software for Design and Branding

Visual branding can sometimes become a procrastination tactic, but it’s still crucial for audience experience. The key is to approach it with purpose, not as an excuse to avoid actual growth work.

Canva

Canva is my go-to tool for all things branding. Whether it’s offer design, social media posts, or banners, Canva makes everything easy.

I’ve uploaded my brand kit and organized folders for social media and program templates, allowing me to quickly adapt previous designs. This systemization is key to saving time and energy.

Without this systemization of this online tool, it would be a time and energy drainer. With it, I can create the branding for a new offering within minutes.

Coolors

Coolors is a fantastic (and free!) tool for creating brand color palettes on a budget. You can play around with different combinations and learn about the psychology behind each color.

It’s intuitive, and the free version does the job well.

Video Editing: inShot/Capcut

I toggle between inShot and Capcut—no preference, really. Both apps help me edit videos for Instagram and TikTok, allowing me to tweak colors, crop footage, and add text.

Even though I’m not a professional videographer, these apps make my videos look polished, which is key for social platforms where presentation matters as much as content.

I also keep my caption creation process simple by writing them in my Notes app. It syncs across devices and lets me easily format for Instagram. No fancy apps needed.

Program Interfaces (How people can purchase)

Now, let’s talk the online coaching tools and software I use to help my clients access and pay for my programs.

Scaling beyond 1:1 coaching means scaling your offer delivery systems too. If you’re looking to grow your impact and income while maintaining your time freedom as a location-independent entrepreneur, automation is non-negotiable.

Again, I used to have a huge block around this sort of thing. I wanted it to be personalized and didn’t realize that this intention, while good, actually resulted in sup-par service to my clients.

In a world, where we’re used to having immediate access to everyhing, this is an expectation that also our online businesses need to fulfill.

Payment Processors: Stripe and Revolut

I use Stripe and Revolut as my main payment interfaces. Stripe integrates seamlessly with Teachable and provides clear analytics and payouts within three business days.

Revolut, on the other hand, is an international bank with multi-currency accounts. It’s super easy to set up payment links and invoices with my branding, and it makes cross-border transactions smooth and something I can manage on the elevator on my way to the beach.

These tools streamline my nomadic financial system and ensure I’m able to easily manage payments across different currencies and countries.

Luckily, between these two payment processors, I’m pretty set – Stripe pays into Revolut Business and that pays me my monthly salary into my personal account. Monthly payment automations into my savings and investments are also a breezy set-it-and-forget it deal.

Program Interfaces:

Teachable

I’m currently migrating all my programs to Teachable. Of all the online coaching tools and software out there, Teachable is the best fit for location-independent coaches.

Importantly, Teachable automatically takes care of all national, international, and state sales taxes. It charges taxes according to your clients’ location and pays them out to the appropriate bodies on your behalf. Neat, right?

Teachable is where clients access my self-paced courses, workshops, and replays. Teachable integrates with Stripe and ConvertKit, and it makes program administration and delivery a breeze.

With the right strategy, you cacn create some real sales automation-magic here:

Order bumps, post-purchase offers, automated email sequences triggered via ConvertKit…once it’s set, you can forget about it and go and serve the shit out of your clients…or go and live out all that newly won freedom.

Not sure where to start with your offers, programs? Ready to scale beyond 1:1 coaching and masterminds to win back your time, up your income, and expand your impact?? Freedom Offers is for you:

Divi/Elegant Themes

For my website, I use WordPress with the Divi theme. WordPress is hands down the best for blogging, and Divi makes everything easier.

It’s super intuitive, has tons of YouTube tutorials, and it’s responsive—meaning it works great on any device. Plus, with Divi, I can automate a lot of editing across my site.

Before Divi, I used to manually update modules on every page (ugh). Now, Divi handles cross-website edits with just a few clicks, saving me hours.

I also have their VIP support package, and let me tell you—it’s worth every penny. Their customer support team will log into your site and fix whatever needs fixing, 24/7, in a matter of minutes.

Hostinger

I host my website with Hostinger, and I also buy all my domains through them. Honestly, it’s a great deal: For just $50 a year, I get a fast and secure website with top-notch customer support.

Plus, if you use this [affiliate] link, you’ll get 20% off the annual price.

Online Coaching Tools and Software for Client Service

Teachable, ConvertKit, Google Space, Slack

Now this is where the magic happens. All the tools I mentioned earlier—Teachable, ConvertKit, and Google Workspace—work together to create a smooth, hands-off client experience.

They deliver content, manage programs, collect forms, and provide resources—all while I’m at the beach, sleeping, or out hiking.

Yes, it takes time to set up, but once you’ve done the work, it’s plug-and-play for every offer.

Slack is my go-to for my high-touch client services. I run my membership, the Freedom Seekers Community, there, as well as all my private coaching and group coaching containers. It’s an all-in-one space for real-time coaching access.

I can pre-schedule prompts, start conversations in different channels, adjust privacy settings, and easily create conversation threads—keeping everything organized for myself and my clients.

And of course, Slack’s great for teamwork. I can set up multiple workspaces using the same account—right now, I have one for my membership, one for all my coaching clients, and one for my team.

Clients are automatically added to Slack through email when they sign up for my programs, making the process seamless on their and my end.

(I teach you how to do this strategically in my course, Freedom Offers)

Time and Project Management

To stay organized and on track, I keep things simple. I use Asana for project management and Google Calendar which is integrated with Calendly for scheduling. For weekly tasks and priorities, I stick with the Notes app on my phone.

No rocket science here.

With Asana, I go through phases. Sometimes I use it to track every little task, and other times I just use it for big-picture planning. Either way, it keeps me focused.

Security / Taxes

Now, let’s talk about the less glamorous side of business: the backend stuff that never makes it to social media.

Contracts

For some reason, I still send out contracts manually, but I know it’s an easy fix with DocuSign—which I’ve used before and totally recommend.

For non-coaching programs, my terms and conditions cover everything and are linked at checkout. Buyers agree to them before making a purchase, so contracts are automated there.

Spreadsheet for my CPA

My CPA’s chill. He’s happy with a good ol’ spreadsheet, which I keep updated for all my finances anyway.

Surfshark VPN

A VPN is essential, especially when you’re always on public WiFi (which is half my life). It keeps my connection secure, plus it lets me access country-specific servers when needed for business.

I’ve been using Surfshark for years, and it’s fast, reliable, and affordable.

Final Thoughts

Building a location-independent coaching business is about more than just finding the right tools—it’s about creating systems that work for you.

With platforms like WordPress and Divi for your website, Hostinger for hosting, and online coaching tools and software like Teachable, ConvertKit, Slack, and Asana, you can streamline your operations and focus on what really matters: serving your clients and growing your impact.

Don’t overlook the backend essentials, like contracts, VPNs, and taxes, to keep everything running smoothly.

Once your systems are set, you’ll have more time to enjoy the freedom that drew you to this lifestyle in the first place.

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