HeyPond

Client Management

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For repeat-client businesses

Paid booking, package tracking, and rebooking in one place

Stop chasing payments, counting sessions in spreadsheets, and handling rebooking by hand.

Start free 14-day trial Book a demo

No credit card required

Built for repeat-client businesses that are done juggling Calendly, Stripe, forms, and spreadsheets. We’ll help you move your booking and package flow.

Charge at booking or send invoices

Track package balances automatically

Let clients rebook through their portal

Last 7 days

Paid at booking

Sarah Mitchell

$150 captured

Package balance

4 of 10 left

Auto-updated

Next session

Tue 11:30am

Rebooked in portal

Paid bookings and package balance

Client Package Next Status
Sarah M. 6/10 left Tue 9:00 Active
James C. 1/8 left Tue 11:30 Renewal
Emma W. 4/6 left Wed 2:00 Active

This Is Probably Your Week

Calendly says Marcus booked Tuesday at 2pm.

Did he pay? You open Stripe. Nothing. Now you're writing another awkward "just following up" email. You hate these emails. He probably hates them too.

Your spreadsheet says Emma has 4 sessions left.

Or 3. You logged one last week but forgot to update the formula. She's definitely going to ask. You're going to guess. If you're wrong, it's awkward.

You sent David an agreement 9 days ago.

Did he sign? You search your inbox. 47 results for "David." Somewhere in there is the answer. You send another copy, just in case.

Three clients owe you money right now.

You know this because you keep a mental list. Your brain is doing the job software should do.

Here's the thing: your tools don't talk to each other. Calendly doesn't know about Stripe. Stripe doesn't know about your packages.

You're the integration layer. That's exhausting.

Booked, paid, tracked, and ready to rebook.

This is the workflow: a session gets booked, payment is collected or invoiced, package balance updates, and the client can rebook from their portal.

Invoice paid at booking 4 sessions left on Sarah's 10-session package Next session booked Tue 11:30am

Booking, payments, session packages, contracts, intake forms, and CRM all stay connected in one place.

< February 2026 >
Today
Sun Mon Tue Wed Thu Fri Sat
23
24 9am
25 10am 2pm
26 9am 11:30
27 3pm
28

Booking & Calendar

Clients book. You show up.

Share a link. They pick a time in their timezone, fill out your intake questions, get reminded before the session. Google Calendar stays synced, no double-booking, no email ping-pong.

One booking link, intake attached, reminders sent, and your calendar stays in sync.

Invoice #1042 Due Feb 28, 2026
Paid
SM
Sarah Mitchell sarah@mitchellpractice.co
1:1 Coaching Session 60 minutes
$150.00
Strategy Session 90 minutes
$225.00
Total $375.00

Payments

Get paid when they book. Not after you chase them.

Require payment at booking, or send invoices separately. Payment plans for bigger packages. Auto-reminders when things go overdue—so you don't have to write the awkward email.

Paid booking or sent invoice, the status shows up on the client record right away.

Package 10-Session Coaching Package Purchased Jan 15, 2026
Active
SM
Sarah Mitchell sarah@mitchellpractice.co
Sessions Used 6 of 10
Remaining 4 sessions
Next session Tue 11:30am
!
Low balance alert Sarah has 4 sessions left

Packages & Sessions

Sell a 10-pack. Never count sessions again.

Create session packages, monthly retainers, or subscriptions. When clients book, their balance updates automatically. When they're running low, they get a nudge. When they're out, they get a renewal prompt. Your spreadsheet is officially retired.

Sarah Mitchell, 10-session package, 4 sessions remaining, next session already booked.

SM
Sarah Mitchell Active · Last session yesterday
Open record
Sessions12 total
Invoices2 due
Forms5 complete
Session completed2h
Invoice paid1d
Contract signed3d

Client CRM

Every client. Full story. One click.

Every session, every payment, every form, every contract, every note, one timeline. Tags for how your brain organizes things. Custom fields for what matters to your practice.

No more scrambling before sessions.

Contract Coaching Agreement v2 Sent Feb 21, 2026
Signed
Signature progress 2 of 2 complete
Scope of work Payment terms Cancellation
Signed by you Jordan H. · Feb 28
Signed by other party Sarah M. · Feb 28

Contracts & E-Signatures

Send it. They sign it. Done.

Upload your template once. Smart fields auto-fill client details. They sign on their phone in 30 seconds. Signed doc attaches to their record forever.

No more "did they sign?" The answer's always there.

Discovery Call Intake 8 questions · Required
Complete
What are you hoping to work on?Long text
Current challengeDropdown
Preferred session timeMulti-select
Attached to Discovery booking

Forms & Intake

Show up prepared. Every time.

Intake forms attached to booking, filled out before you meet. Questionnaires for check-ins anytime. Lead capture for your website. All responses live in the client record.

CP
Client Portal Branded and shareable
Live
Upcoming Tue 11:30am
Balance 4 sessions left
Invoices 1 outstanding
Documents 3 available

Client Portal

Their dashboard. Your brand. Zero maintenance.

Clients log in with a magic link, no password needed. They see upcoming sessions, package balance, invoices, documents. They can rebook themselves and message you between sessions.

Next session, package balance, invoices, and rebooking all live in the same portal view.

@
Client Timeline Email Gmail + Outlook connected
Synced
Re: Thursday session notes From Sarah · 9:41am
Reply
Session reminder sent Template: 24h reminder
Open
Invoice nudge scheduled Runs in 2 days
Queued
Sarah Mitchell Segment: overdue Stop on reply

Email

Keep everything in one place.

Connect Gmail or Outlook. Send from client records, replies sync back to their timeline. Templates with smart fields. Broadcasts to segments. Sequences that stop when they reply.

Rule: After booking Template: New client flow
Active
TriggerBooking made
↓
ActionSend intake form
↓
ActionCreate prep task

Automations

The repetitive stuff happens without you.

When someone books → send intake form, add tag, create task. When invoice goes overdue → send reminder. When package hits 1 session left → email renewal options.

Simple rules. No code. No Zapier.

This Week 8 open tasks
Synced
Today
Follow up interview
Send session notes
Tomorrow
Check-in message
Review intake form
3 tasks due tomorrow

Tasks & Reminders

Tasks linked to clients. Create them yourself or let automations do it. Due dates and reminders. They show up on your dashboard so you actually see them.

Up and running in 15 minutes.

No complicated setup. No week-long onboarding. Just connect, configure, and start booking clients.

Google
Outlook
Synced

Connect Your Calendar

Sync securely with Google or Outlook. We read your events to prevent double-booking and push new sessions instantly. Check out our clients, using HeyPond reduce scheduling admin by 5+ hours per week.

1:1 Strategy Coaching
60 mins · Video Call
$150.00 Active
✨

Create Session Types

Set your pricing, duration, and availability rules. Create multiple types for discovery calls, 1:1 sessions, or quick check-ins.

Deposit Paid
$150.00

Accept Payments

Require up-front payment or deposits at the time of booking so you never chase invoices again.

JH
Hey Sarah, can we move our strategy call to Friday? I have my quarterly review on Thursday now.
SM
Sure thing! I just sent a reschedule link to your portal.
SM
Just filled out the intake form for next week's session.

Invite Your Clients

Import your list or share your booking link on social media. Give every client a branded portal where they manage their journey with you.

Pricing

One simple plan for repeat-client businesses. Start with a free 14 day trial.

$30.00/month

Start a free 14 day trial

No credit card required.

What's included

  • ✓

    Get paid when clients book

  • ✓

    Track package balances automatically

  • ✓

    Let clients rebook without the back-and-forth

  • ✓

    Keep forms, contracts, and payments on one client record

  • ✓

    Forms, contracts, and client history stay tied to each booking and package

Your questions, answered.

Ready to stop chasing payments and counting sessions by hand?

Or book a demo to see HeyPond in action