HeyPond

Client Management

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Client management for independent professionals

Client management for coaches, consultants, and trainers.

Booking, payments, packages, contracts — one place. Your clients get a portal. You get your time back.

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. You check your spreadsheet—is he on a package? Can't remember which column. Now you're writing another "gentle reminder" email.

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 sent David an agreement 9 days ago.

Did he sign? You search your inbox. 47 results for "David."

Three clients owe you money right now.

You know this because you keep a mental list.

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. You're the one copying data, checking tabs, remembering things. That's not what you signed up for.

CRM. Booking. Payments. Packages. Contracts. Client portal. All connected.

When a client books, you can require payment upfront. When they use a session, their package balance updates automatically. When they need to rebook, they do it themselves.

Invoice paid at booking 4 sessions left on Sarah's 10-session package Next session booked Tue 11:30am
< 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 your booking link. Clients see your availability, pick a time, get reminders. No back-and-forth.

  • Set your hours
  • Multiple session types
  • Automatic reminders
  • Syncs with Google Calendar and Outlook

5+ hours/week on scheduling → done in minutes.

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.

  • Stripe in one click
  • Automatic reminders
  • Deposits and payment plans
  • ACH and card

Payment in 3 days, not 12.

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 packages. Track sessions automatically.

  • Session packages
  • Retainers and subscriptions
  • Expiration alerts
  • Renewal prompts

Clients on packages have 40% higher lifetime value.

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.

  • Client timeline
  • Custom fields
  • Tags
  • Private notes

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

Send agreements. Get them signed.

E-signatures. Stored in the client record. No more "did they sign?" inbox searches.

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

Show up prepared. Every time.

Collect info before sessions. Lead capture for your website.

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

Client Portal

Your clients get a dashboard.

They see upcoming sessions, pay invoices, check their package balance, rebook. Fewer emails for you.

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.

If this, then that. Auto-send follow-ups. Tag clients.

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

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.

Built for relationships. Not projects.

HoneyBook and Dubsado are built for projects — book the job, deliver, close. HeyPond is built for relationships — see the same clients week after week, track their packages, know their history.

Comparison Project-based tools HeyPond
Data model Project-centric Client-centric
Built for One-time deliverables Ongoing relationships
Package tracking Manual or none Automatic
Session history Scattered across projects Unified timeline
Best for Photographers, event planners Coaches, consultants, trainers

Up and running in 15 minutes.

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

Google
Outlook
Synced

Google or Outlook. One click.

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
✨

Discovery call, 1:1 coaching, whatever you offer.

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.

Booking link heypond.app/book/jordan
Copy link
Discovery Call 1:1 Coaching Follow-up
Tue 9:00
Wed 11:30
Thu 2:00
Share Email, text, bio link
Clients pick A time that works

Share your booking link

Put it anywhere. Clients book when it works for them.

Pricing

Free

Up to 5 clients

Get started free

No credit card required.

  • ✓

    Booking and calendar

  • ✓

    Basic CRM

  • ✓

    1 session type

  • ✓

    Upgrade for packages, contracts, and portal

Monthly

$19.99/month

Start a free 14 day trial

No credit card required.

  • ✓

    Unlimited clients

  • ✓

    Packages and subscriptions

  • ✓

    Contracts

  • ✓

    Client portal

  • ✓

    Custom branding

Annual

$199.99/year

Billed yearly

Start a free 14 day trial

No credit card required.

  • ✓

    Unlimited clients

  • ✓

    Packages and subscriptions

  • ✓

    Contracts

  • ✓

    Client portal

  • ✓

    Custom branding

Your questions, answered.

If this is for you, start here.

Or book a demo to see HeyPond in action