Built on trusted infrastructure.
A Closer Look at What’s Inside
You Didn’t Start a Business to Chase Clients…
Let Your CRM
Do That
Structured by people who know what it should feel like to actually use it.
CRM Done Better automates your outreach, follow-ups, and sales flow So you can coach, lead, and grow without the tech overwhelm.
CRM Done Better runs on the same software used by 1.5 Million businesses — but the way we’ve configured it, tailored it for coaches and the personal touch of our support is what makes it Better.
Powered by HighLevel, delivered with the personal touch and expertise of TeamDone Better.
Here’s what’s included and how it all fits together.
Seamless Communication
Connect Where Your Clients Are
No matter how your clients prefer to reach you, stay on top with one streamlined inbox.
Manage texts, emails, Instagram DMs, Facebook Messenger, WhatsApp, and Google My Business messages all in one unified inbox
Send quick templated replies or customize every message in your own voice
Power dialer, ringless voicemail, call recording, and call tracking to maximize outreach
Automated missed call text backs to keep leads engaged instantly
Manage and respond to Google Reviews without leaving your CRM
Two-way messaging on desktop and mobile, so you stay connected anytime
Replaces
Effortless Scheduling
Calendar Management
No more games to book appointments…
Unlimited booking calendars synced with Zoom, Google Meet, Outlook, and Apple Calendars
Customizable availability with personal time blocking and buffer zones
Lead pre-qualification forms to ensure high-quality bookings
Collect payments upfront with integrated payment processing to reduce no-shows
Round-robin scheduling, group booking, service appointments and more
AI-powered booking automations that confirm, reschedule, and follow up automatically
Built-in webinar and event scheduling capabilities
Replaces
Automate
What You Shouldn’t Be Doing
Automate repetitive tasks so you can focus on coaching, not admin.
Unlimited workflows with conditional logic, triggers, delays, branching, drip and more
Prebuilt automations for lead nurturing, onboarding, testimonials, and re-engagement
AI-driven conversation bots and workflows for personalized client interactions
Automation based on client behavior, appointment status, sales pipeline stage, and social activity
Facebook activity, abandoned cart, and affiliate-based automations
Auto-tagging, smart lists, and scoring to segment and prioritize clients dynamically
Integrated workflow activation via webhooks and third-party app triggers
Replaces
A Coaching-Optimized
CRM & Pipeline
Visualize your entire client journey, designed specifically for coaching businesses.
Pipelines designed specifically for a Coaching Business
Visual drag-and-drop pipelines to track client progress from lead to long-term engagement
Unlimited contacts, custom fields and sales funnels
Customizable tags and lead scoring models
Internal task management, reminders, and collaboration tools embedded
Document and contract management optimized to replace external tools
Manage appointments, tasks, notes, and call logs centrally
Replaces
Build Pages Without
Being a Web Designer
Launch your offers, courses, and sessions with ease and style.
Drag-and-drop website, funnel, and blog builders with unlimited pages
Prebuilt, customizable templates specifically designed for coaching offers, webinars, and sales
Integrated forms, payment gateways, calendars, chatbots, and QR codes
Built-in eCommerce store with product catalogs, inventory tracking, coupons, and subscription management
Ability to run webinars with registration and attendance tracking
Client portal integration for delivering digital products and gated content
Replaces
Get Paid Faster
Payments, Proposals & Invoicing
Simplify your financial processes with integrated tools.
Fully branded invoice, estimate, and proposal creation and delivery within CRM
Text-to-pay links and payment page generation for quick client payments
Native Stripe, PayPal, and QuickBooks integration for easy accounting (and more!)
Automate payment follow-ups, subscription billing, abandoned cart reminders, and upsell offers
Track all transactions, coupons, orders, and refunds seamlessly
Replaces
Deep Insights & Reporting
Track, analyze, and optimize your business with powerful analytics.
Customizable visual dashboards tracking leads, sales, calls, campaigns, and client engagement
Detailed reports for call analytics, appointment statuses, agent performance, and sales funnels
Google Analytics and Facebook Ads data integrated into
CRM dashboards
Attribution tracking for campaigns and funnels to identify ROI and optimize marketing
Custom report generation and export options
Replaces
Grow with Courses & Community Portals
Engage your clients with premium content and private communities.
Create full-featured course memberships with drip content, quizzes, assessments, and certificates
Secure client portals for resource sharing, file uploads, and progress tracking
Build private, integrated communities to foster connection and accountability
Host internal blogs and knowledge bases to provide ongoing education and support
Marketplace access for coaching resources and collaboration tools
Replaces
Social Media & Content Planning
Stay consistent and grow your reach across platforms.
All-in-one social media calendar and scheduler across Instagram, Facebook, LinkedIn, TikTok, and more
AI-powered content generation and copy suggestions to streamline creation
Visual scheduling with drag-and-drop interface for easy campaign management
Automated recurring posts and approval workflows for team collaboration
Track social media engagement and performance analytics in real time
Manage comments and messages from all platforms in one inbox
Replaces
Integrate and Expand
Connect the apps and tools you already use to keep your business running smoothly.
Prebuilt native integrations with Zapier, Stripe, PayPal, QuickBooks, Google, Facebook, Instagram, GroupKit and many others
Custom webhook and API support for advanced automations and data flow
Simple import/export of contacts, leads, and pipeline data for easy migration or backup
Multi-device and full-featured mobile app to manage your business anywhere
Replaces
Support That’s Always There
From setup to growth, get the help you need when you need it.
Detailed onboarding videos for clear activation
1:1 onboarding call tailored to your priorities
24/7 live support
Zoom Office Hours M-F
QuickStart Guide to keep you informed of updates and more
Access to a tutorial vault packed with hundreds of videos and guides
Optional Team Done Better add-on for hands-on CRM builds, funnel creation, and strategic support for how to best optimize your account!
Bonus:
Coaching-Specific Template Included
Prebuilt, coaching-focused system configured for sales, marketing, client management, delivery and more
Designed by coaches who understand the unique workflows and challenges of coaching businesses
Ready to launch day one, with flexibility to customize and scale
See How
CRM Done Better
Stacks Up
Run Like a Pro
Starting at $165/mo
No setup fees. No long-term contracts. Everything included.
You’ll get the full coaching CRM, built, ready, and supported, so you can stop piecing things together and start taking your business to the next level!
Complete Business Suite
Annual Plan
Best Value – Save Over $400
Just $165/mo
Billed annually at $1,980/year
Fully Customizable CRM
Dashboard
See a snapshot of your company on one easy-to-follow page!
Reporting
Facebook, Google Analytics, Call Reporting, and more!
Facebook, IG & GMB
Direct integration including messaging features!
Conversations
Streamlined communication thread between all channels!
Websites & Funnels
Build unlimited Websites & Funnels! Copy your work with just one click!
Email Builder
Full newsletter builder as well as a simple email builder for a more personal touch!
Zapier & API Connections
Connect any other softwares via direct Webhooks, Zapier, Make, and more!
Tags & Automations
Unlimited segmentation for organizing contacts and unlimited automations! "If you think it, you can build it!"
Calendar
Replace Calendly with customized booking links that are fully integrated into your CRM automations!
90% of Your Follow-Ups?
Automated.
No more forgetting who to message or when. Your CRM sends reminders, DMs, texts, and emails while you focus on real work.
Sales While You Sleep.
Launch smart funnels that guide leads from cold to closed, automatically. Wake up to booked calls and new clients in your pipeline.
One Dashboard.
Everything That Matters.
Track leads, bookings, conversations, invoices, and tasks, all in one place. Never ask “Did I follow up?” again.
Booked Without the Back-and-Forth.
Custom branded calendar links. Pre-qualifying forms. Payment collection before calls. You don’t chase, they come ready.
Clients Stay Engaged - Even After the Sale.
From onboarding to offboarding, your system keeps clients in motion with touchpoints, reminders, and testimonial requests.
Add Intelligence to Your CRM
On Demand
AI Employee is your always-on assistant inside CRM Done Better. Once you’re subscribed, you can add this powerful upgrade to
Handle calls
Reply to leads
Book appointments
Follow-ups
Designed specifically for coaches, trained on your business!
*Requires an active CRM Done Better subscription
Built-for-You Systems, Done Right
Sometimes, you don’t want to build your CRM , you want someone to build it with you. That’s where Business in a Box comes in. It’s a separate service, powered by Team Done Better, designed to help you get everything live, inside and beyond the CRM.
*Requires an active CRM Done Better subscription
You’re one click away from a smoother business.
Instant access. Fully supported.
Frequently Asked Questions
How easy is it to get started with CRM Done Better?
CRM Done Better comes prebuilt specifically for coaches — that means you don’t have to set up complex automations or pipelines yourself. You get a full coaching-optimized CRM template, ready to launch. Plus, you will get a 1:1 onboarding call with our experts and access to 20+ quickstart videos that walk you through every essential step, helping you get up and running with confidence — no tech headaches required.
What kind of support will I have access to?
Our support goes beyond basic troubleshooting. You get 24/7 live support from a team trained specifically on CRM Done Better. We host regular office hours where you can ask questions live and get coaching on how to best use your CRM. Additionally, there are detailed walkthroughs and tutorials designed to help you customize and maximize your system — all included with your subscription at no extra charge.
Want more?
No problem!
Check out Team Done Better.
Can I connect CRM Done Better with other tools I use?
Yes! CRM Done Better offers native integrations with Stripe, PayPal, Zapier, QuickBooks, Google Analytics, Facebook, and many more. These connections come preconfigured so you don’t have to spend time setting up or troubleshooting. Anything that does not come with a native integration is easy to connect via webhook platforms like Zapier.
Is CRM Done Better easy to use if I’m not tech-savvy?
Absolutely. We designed CRM Done Better to be intuitive and user-friendly for coaches who want powerful tools without complexity. The drag-and-drop funnel and page builders require no coding. Automations are prebuilt, so you just activate or lightly customize them. And our onboarding, tutorials, and live support mean you’re never left guessing.
Are there options to customize or add advanced features?
Absolutely. CRM Done Better comes fully loaded to start and grow your coaching business, but if you want more, there are two key add-ons:
AI Employee: An intelligent assistant that automates calls, messaging, and follow-ups. This requires an active CRM Done Better subscription and is an optional upgrade you can add anytime.
Business in a Box: A done-for-you service where our expert team builds custom automations, funnels, and strategies for you — no subscription required.
Both options are designed to help you scale faster, on your terms.
Can I migrate my existing contacts and data into CRM Done Better?
Yes! We make it easy to import contacts from spreadsheets, other CRMs, or email lists. Plus, if you choose our Business-in-a-Box service, our team can handle full data migration and setup to make your transition smooth and hassle-free.
How does CRM Done Better help me grow my coaching business?
By automating repetitive tasks and organizing your client journeys, CRM Done Better frees you up to focus on coaching and client relationships. Built-in pipelines, automations, and communication tools help you convert more leads, deliver exceptional service, and scale without overwhelm.
