Calendly handles the booking. Zoom handles the sessions. But the engagement letter lives in a Google Doc you copy-paste from your last engagement. The contract goes through DocuSign. Monthly invoices come out of QuickBooks (or a spreadsheet, if you're being honest). Retainer balances live in a Notion table you update Sunday nights. The HR sponsor at your corporate client doesn't have a clean way to see status, so they ping you.
Clientary replaces the operational layer of a coaching practice: engagement letters, contracts and NDAs, multi-month retainer billing, time tracking, branded client portals, and online payments in one place. Keep your scheduling tool. Keep your video tool. Let Clientary handle the client-facing operations.
Whether you're a solo executive coach or a 12-person coaching firm running corporate programs, the workflow fits engagement-based, retainer-billed practices.
C-suite and senior leadership engagements, transition coaching, 360°-driven development. Multi-month retainers with quarterly stakeholder reporting.
Emerging leaders, manager-to-leader programs, high-potential cohorts. Program-based engagements with cohort participants and per-cohort billing.
Founder coaching, growth and scaling guidance, board-prep work. Monthly retainers with engagement-letter framing for board legitimacy.
Cohort programs, team offsites, group coaching pods. Multi-participant engagements billed to a single corporate sponsor with clean reporting.
Leadership training, soft-skills curricula, train-the-trainer programs. Workshop-based fees, multi-cohort rollouts, and quarterly enterprise invoicing.
ICF mentor coaching, supervision practices, and coach training programs. Cohort-based engagements with recurring monthly billing.
Send a polished proposal with engagement scope, phase breakdown, and optional add-ons. The client signs the contract or NDA online. Approved engagements convert to a project in one click. The engagement you proposed becomes the engagement you track.
Multi-month engagements are a natural retainer model. Set the monthly amount, automatic recurring invoicing handles billing, and the client sees their balance and engagement status in the portal. No more "did we get August's invoice out?" Sunday-night ritual.
Every client (or corporate sponsor) gets a branded portal under your practice's identity. They view the engagement letter, sign contracts, see invoice and payment history, and track engagement progress. It signals the kind of operational discipline enterprise clients expect from a premium practice.
Executive coaching engagements live or die on confidentiality. Built-in contracts and e-signatures handle coaching agreements, NDAs, and statements of work. Documents sign and store online. No separate DocuSign subscription, no document version control through email.
One-click timers log sessions, prep, and reflection time per engagement through time tracking. Useful for understanding real engagement load, for tracking utilization across a multi-coach firm, and for the rare engagement that bills by the hour.
Cohort programs, multi-participant engagements, and long-running development work all need structure. Projects with milestones give you (and the corporate sponsor) clear visibility into where each engagement stands.
“TERMA is a global team of ICF-certified executive coaches working quietly with the world's top public companies. What we appreciate most about Clientary is the simplicity of the interface and that it ALWAYS WORKS. Very reasonable subscription fee, all the functionality we need, and none that we don't.”
Common questions from executive coaches, leadership coaches, business coaches, and coaching firms evaluating Clientary.
Most coaching practices stitch together Calendly for booking, a Google Doc for engagement letters, DocuSign for the contract, Stripe for one-off payments, QuickBooks for the books, and a spreadsheet for engagement tracking. Clientary replaces the operations layer: engagement letters, multi-month retainer billing, contracts and NDAs, time tracking, a branded client portal, and online payments. The only thing coaches keep separate is their session scheduling tool.
No. Clientary is the business operations and client-facing layer. Pair it with Calendly, Acuity, or your existing scheduling tool for session booking, and Zoom or Google Meet for the sessions themselves. Clientary handles everything around the sessions: engagement contracts, retainer billing, time logs, invoicing, and the client portal.
Yes. Multi-month coaching engagements are a natural retainer model. Set up a monthly retainer per client (or per cohort program) with automatic recurring invoicing. Clientary tracks the balance, gives the client visibility through the portal, and sends the next invoice on schedule without intervention.
Yes. Every client (or corporate sponsor) gets a branded portal under your practice's identity where they view the engagement letter, sign contracts, see invoices and payment history, and track retainer balance month-over-month. For B2B engagements with HR or L&D sponsors, it reads as the kind of operational discipline enterprise clients expect.
Yes. Built-in contracts with e-signatures handle confidentiality agreements, coaching agreements, statement-of-work documents, and any NDAs the client legal team requires. Documents sign and store online, no third-party DocuSign account required.
Both. Solo executive coaches use it as their full back office. Multi-coach firms add team members with role-based permissions so each coach manages their own clients and engagements while practice owners get firm-wide reporting on revenue, retainers, and engagement load.
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