Who it's for
For service providers
For coaches, consultants, therapists and advisors — one environment for intake, scheduling, client records and invoicing, built around how you work.
The situation
Most service providers start with a handful of separate tools that each do one thing well: Calendly or Cal.com for booking, a separate intake form via Typeform or Google Forms, Moneybird or Exact Online for invoicing, and a spreadsheet or Notion board to track who is where in the process. Individually those tools work fine — the problem is the handovers.
Retyping costs time
A new sign-up from the contact form has to be retyped into the scheduling system. At 30-40 clients a month that structurally costs a day a week.
Records separated from intake
Intake answers live apart from the client record — before every call you have to dig up what someone filled in.
Cancellations without feedback
A client cancels through the booking link, but that never automatically flows back to the record or the invoicing.
Three subscriptions, no overview
Booking tool, form tool and invoicing app — paid separately, and none of them talk to each other.
What we build
One environment where a new client signs up through an intake tailored to the specific offer — not a generic questionnaire, but questions that make exactly the distinctions that matter.
Smart intake
Based on the answers the system suggests which track or which intaker fits best, before the first call.
Self-scheduling
The sign-up flows into a scheduling area where the client picks a time themselves — no back-and-forth email.
Everything in view during the call
Intake, previous sessions and notes visible on one screen.
Invoicing that thinks along
Afterwards the invoice is prepared automatically, tied to the track and the right rate.
Automatic reminders
By email or WhatsApp, for appointments.
Client portal
Their own record and invoices at hand.
Signal at end of track
Propose a follow-up in time.
Reports
Occupancy and revenue per track, without a separate bookkeeping tool.
What makes the difference
Calendly schedules, but doesn't know the record. Typeform captures answers, but they don't land where they should. Moneybird invoices, but doesn't know which track was agreed. Three subscriptions, three logins, three sets of updates.
Intake, scheduling, records and invoicing talk to each other because they share the same database — built around how you actually work, not around a generic template.
“For Heart in Communication we built exactly this kind of system: from sign-up to client record in one place, shaped around their way of working.”
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Book a free intro call. Happy to think along, even if you don't know exactly what you need yet.