Bookkeeping for coaches
You spend your days helping other people gain clarity, but your own business finances still feel confusing. Cashflowy shows what your coaching business actually made, what you can safely pay yourself, and how much of your bank balance is really yours.
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Helping clients comes naturally. Running the business is harder
A packed calendar, a strong launch, and steady client payments don’t automatically tell you what you actually made, what’s yours to spend, or what to set aside. Nobody handed you a money system built for how a coaching business actually runs.
A launch brings in a lot of money.
That doesn’t mean you can spend it all.
A new cohort, course, or membership can create your biggest revenue month of the year. Then come ad spend, platform fees, affiliate payouts, contractor invoices, refunds, and a quieter month before the next launch. What looks like a huge deposit is rarely what you actually keep.
Your calendar is full of clients.
You still don’t know what your business actually made.
Private coaching sessions, group program payments, and course sales are landing in your account. After ad spend, platform fees, contractors, certifications, and taxes, you’re still guessing at what the business really made this month.
Your bookkeeping system never seems to stick.
Client work always takes priority.
You’ve started another spreadsheet, built another dashboard, and downloaded another bookkeeping template. You promised yourself you’d catch up after the launch. Then a cohort kicks off, client calls fill the calendar, and the books slide again. It isn’t laziness, client work simply comes first.
You’re investing in growth.
But you can’t see what’s paying off.
Paid ads, podcast production, course platforms, community software, video conferencing, email tools, affiliate payouts, certifications, masterminds, and a virtual assistant all promise to help you grow. Without everything in one place, it’s hard to tell which offer is actually funding the business.
You’re good at what you do.
You don’t need to become a numbers person.
You became a coach to help people make meaningful changes. You still deserve to understand your business without learning accounting terminology or building another spreadsheet.
“I do have an advertising budget. However, I'm using it to manage my money instead of using it to grow my money.”
Jane Lockhart
Health Coach
Every coaching payment keeps your numbers current
Private sessions, group programs, memberships, cohorts, and course sales rarely land in the same rhythm each month. Cashflowy keeps your books current as every payment and expense comes in.
Every client payment automatically updates your books, estimated tax set-aside, safe Owner’s Pay, and 90-day cash flow forecast, giving you one current picture of the business behind the coaching.
Explore AI Bookkeeping →- Recognized as coaching incomeAuto-categorized
- Payment recorded from connected accountVerified
- Estimated tax set-asideUpdated
- Owner’s PayRecalculated
- 90-day forecastUpdated
See what it costs to run and grow your coaching business
Track the expenses that add up across your programs, marketing, client delivery, and professional development. Cashflowy organizes them automatically, so recurring costs stop hiding in the background.
- Course platform
- Email marketing
- Paid advertising
- Podcast production
- Virtual assistant
- Video conferencing
- Design support
- Certifications and training
Cashflowy categorizes expenses for bookkeeping purposes. Ask your tax professional whether a particular expense is deductible.
Safe to pay yourself
$5,900
You can move this to personal today.
Know what you can safely pay yourself
A full calendar or successful launch can make the business account look healthy. Cashflowy accounts for recent revenue, expenses, your estimated tax set-aside, and your safety buffer before suggesting what you can safely take as Owner’s Pay.
Cashflowy provides educational financial information. Talk to your tax professional about your specific business and personal tax situation.
Plan beyond this month’s calendar
See how your business may perform when a program ends, client contracts renew, or enrollment slows. Your cash flow forecast updates automatically using your latest revenue and expense patterns.
90-day cash flow forecast
You’re covered through January.
Estimated tax set-aside
Know what you’ve set aside.
Every client payment updates your estimated tax amount, helping you see how much has accumulated in your tax bucket throughout the year.
Updated from your latest income and allocation settings.
Estimates are for planning only. Talk to your tax professional about your specific business and personal tax situation.
Know what you’ve set aside before tax time
Every client payment updates your estimated tax amount, helping you see how much has accumulated in your tax bucket throughout the year.
Estimates are for planning only. Talk to your tax professional about your specific business and personal tax situation.
Ask the money questions coaches actually ask
Clara AI, your financial coach, answers using the financial data in your Cashflowy account, helping you understand what’s happening in your business without digging through reports.
Clara AI, Your Financial CoachCan I afford to increase my advertising budget?
From your dashboard
Set it up once. Let Cashflowy keep your books current
Connect your accounts and Cashflowy organizes the routine work, giving you one current view of your coaching business.
Step 1
Connect your business accounts
Securely connect your bank accounts and cards through Plaid. Cashflowy imports your transactions automatically, so there’s nothing to enter by hand.
Step 2
Cashflowy organizes your books
Cashflowy automatically categorizes client payments, software subscriptions, advertising, contractor payments, training, transfers, and other business expenses as they come in.
Step 3
See where your business stands
See income, expenses, cash flow, suggested Owner’s Pay, and your estimated tax set-aside in one dashboard. When you want help, human bookkeepers are included at no extra charge.
Bookkeeping software records your numbers. Cashflowy helps you understand them
| Question | Spreadsheets | Bookkeeper | Accounting software | Cashflowy |
|---|---|---|---|---|
| Can I safely pay myself after this launch? | Do the math | Review together | Analyze reports | |
| Can I afford another advertising campaign? | Do the math | Review together | Review reports | |
| Can I hire a virtual assistant or OBM? | Build a forecast | Review together | Review reports | |
| Which offer actually makes me the most money? | Investigate | Review together | Review reports | |
| Can I afford to take next month off? | Build a forecast | Review together | Limited | |
| Is my business ready for another cohort? | Compare manually | Request an analysis | Check reports |
Everything you need to run your coaching business with confidence
Owner’s Pay, estimated tax set-asides, cash flow forecasting, financial insights, and Clara AI work together using the same current financial data.
Frequently asked questions
Is Cashflowy built for different types of coaches?
Cashflowy is built for U.S.-based solopreneurs running service businesses, including business coaches, life coaches, health coaches, executive coaches, career coaches, and other independent coaching professionals.
Can Cashflowy track private coaching and program income?
Cashflowy imports payments from your connected accounts and categorizes income from private coaching, group programs, memberships, cohorts, workshops, courses, and other coaching services.
Can Cashflowy replace QuickBooks for a coach?
Cashflowy handles bookkeeping, transaction categorization, reconciliation, financial reporting, estimated tax tracking, and more. It also includes Owner’s Pay recommendations, a 90-day forecast, Clara AI, and access to human bookkeepers.
Can I see how much I’m spending on marketing?
Cashflowy categorizes expenses including paid advertising, email software, podcast production, design, affiliate payments, and other marketing costs, so you can see how much the business is spending.
How does Cashflowy calculate what I can safely pay myself?
Cashflowy uses your recent revenue, expenses, estimated tax set-aside, upcoming bills, and safety buffer to suggest an Owner’s Pay amount. The calculation updates as your business finances change.
What if my books are already behind or messy?
You can connect your accounts and begin organizing imported transactions inside Cashflowy. Human bookkeepers are available through live chat and private meetings whenever you need help.
Your financial data stays secure
Cashflowy is built on the same security standards used by the largest financial institutions.
Secure bank connections
Read-only access through Plaid. Cashflowy never stores your bank credentials.
See integrations →AES-256 & TLS 1.3 encryption
Your financial data is encrypted with AES-256 at rest and TLS 1.3 while it’s transmitted.
Your data stays private
Cashflowy never sells your data or shares your financial information with companies like OpenAI.
Real human support
Clara AI handles the routine work. Real human bookkeepers are included whenever you need help.
Meet your bookkeeper →