Coaching money goes missing in the gap between the session and the invoice. A session gets logged and never billed; an invoice goes out and half of it gets paid; a client pays three sessions up front and nobody remembers which ones that covered.
In The Smart Coach the bill starts from the sessions you've already logged.
In short
- Tick the unbilled sessions, see the total, tap Create Bill.
- The invoice is numbered for you, with a discount, a due date and VAT if you charge it, as a PDF with your logo.
- Record payments in full or in part; take advances that come off the next bill.
- Every client shows what's unbilled, billed and due.
- It reminds you about overdue bills. It never messages your clients on its own.
From sessions to an invoice
- Set up once. In Settings, add your practice name and logo, your currency, your session types and prices, and, if you charge VAT, your VAT rate and VAT number.
- Log the sessions on the client as you go. Each one shows as unbilled until it's on a bill.
- Bill them. Open the client's Unbilled Sessions, tick the sessions you want to bill, check the running total and tap Create Bill.
- Finish the invoice. The number is filled in for you (and can be changed). Add a discount and a due date. With a VAT rate set, the PDF is a VAT Invoice with your VAT number.
- Send it. Share the PDF to WhatsApp, Mail or any app from the share sheet.
Workshops bill the same way: a workshop's amount goes on one invoice, from the workshop itself.
Record what comes in
- Partial payments. Add a receipt for whatever arrived, the full amount or part of it. An invoice can have several receipts, and each one is a PDF with your logo for the client.
- Advances. A client paid ahead? Record an advance payment and see the remaining balance on the client. When you create their next bill, the advance is applied to it automatically, and the invoice says so.
Know who still owes you
- Each client shows what's unbilled, billed, paid and due in the Financial Summary.
- The client list filters to Unbilled or Due, so the people to bill or chase are one tap away.
- Each invoice shows "Due in" a number of days, or Overdue in red.
- Ask. On Apple Intelligence devices, ask the Practice Assistant who owes you or what you haven't invoiced yet; Siri can tell you your unbilled total.
Reminders: who does what
Smart Coach never messages a client on its own. With Overdue Payment Alerts on in Settings, it reminds you every Monday morning about bills that are overdue. From the client's screen you then message them yourself in one tap, on WhatsApp, a text or email, in your own words.
For appointments, the Remind button on the dashboard opens a ready-written reminder of the appointment's time and date that you send by text or WhatsApp.
What it doesn't do
Invoices don't carry a card or online payment link: clients pay you the way they already do, and you record it. Smart Coach makes and keeps your invoices; it doesn't submit them to a tax authority or a national e-invoicing system. Each practice uses one currency.
Try it
The Smart Coach is on the App Store for iPhone, iPad and Mac, with no account to create. It's free for up to 2 clients; Premium is $2.99 a month, $29.99 a year or $79.99 once for Lifetime (US prices; local App Store prices vary).
Download The Smart Coach on the App Store or explore The Smart Coach.
Questions
How do I invoice several sessions at once?
Open the client's Unbilled Sessions, tick the sessions, check the running total and tap Create Bill. The invoice is numbered for you, and you can add a discount and a due date.
Can I record a partial payment?
Yes. Add a receipt for the amount that arrived; an invoice can have several receipts, and each receipt is a PDF you can send to the client.
How do advance payments work?
Record the advance on the client and see the remaining balance. When you create the client's next bill, the advance is applied to it automatically.
Does Smart Coach send payment reminders to my clients?
No. Nothing is sent to a client automatically. Overdue Payment Alerts remind you every Monday, and you message the client yourself in one tap on WhatsApp, a text or email.
Can clients pay the invoice online?
No. Invoices don't include a card or online payment link. You record payments in the app when they arrive.
Does it handle VAT?
Yes. Set your VAT rate and VAT number in Settings and invoices come out as VAT Invoices. Smart Coach doesn't file returns or submit invoices to a tax authority.