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Coaches: 14-day trial and EU hosting with HoneyBook alternatives

Coaches: 14-day trial and EU hosting with HoneyBook alternatives

Coach working on the transition to a new platform

For coaches looking for HoneyBook alternatives, Exantur is the most suitable choice, because it is built specifically around the coaching process and hosts client data in Europe. If you still want to look more broadly, Dubsado, Bonsai and Xero are worth checking out. The reason for the recommendation is simple: Exantur combines client management, session notes and progress in one workspace, while most alternatives use separate tools for this.

In short:

  • Switching to a coaching-specific platform like Exantur saves time because it fits the natural structure of coaching programmes and session notes.
  • It usually takes a few days to two weeks to export client data and set up the new system, depending on the complexity of your practice.
  • A coaching-native solution like Exantur offers advantages because data is stored in Europe and is actively secured with multi-factor authentication.
  • With broadly applicable platforms such as Monday.com or Bitrix24, you have to invest more time in setting up and structuring your coaching process.
  • The cost of switching consists not only of the monthly fee, but mainly of the time you put into it and possible hidden costs for extra features or training.

Table of contents

Six HoneyBook alternatives at a glance: which one fits your practice?

Not every coach has the same needs. One wants mainly to send invoices, another wants a client portal in which coachees can track their goals. This shortlist gives a brief reason per platform to consider it or not.

  • Exantur: recommended for coaches who want one workspace for client management, session notes and privacy, with data storage in Europe.
  • QuickBooks Online: strong for coaches who are mainly looking for full-fledged accounting and tax returns.
  • Bitrix24: suitable for larger practices that want internal communication and task management in one package alongside client management.
  • FreshBooks: handy for freelancers looking for simple invoicing and time tracking without complicated features.
  • Dubsado: fits creative entrepreneurs who want a lot of automation in their client journey, from intake to contract.
  • Xero: a good option if accounting and bank connections are the main priority over coaching-specific features.

These six are a starting point. Further on in this article you'll find more details about these and five other platforms that are often mentioned as a HoneyBook alternative, so you can decide for yourself which direction suits your practice.

Profiles of eleven HoneyBook alternatives for coaches

Each platform below gets four short points: what it does, who it's meant for, what stands out and what you need to know about European data storage or Dutch support.

  1. Exantur. Coaching practice management software for professional solo coaches and small coaching practices. Best for: coaches who want client management, session documentation and progress in one environment. Notable: a dedicated client portal in which coachees view goals, check-ins and assignments, plus booking with calendar synchronisation. Europe: data is stored on servers in Frankfurt, with a data processing agreement for the GDPR (the European privacy law that governs how you handle personal data).

  2. QuickBooks Online. Accounting and invoicing software focused on administration. Best for: coaches who mainly want to get their bookkeeping in order. Notable: extensive reports for taxes and figures. Europe: available internationally, but not built around coaching processes.

  3. Xero. Cloud accounting with strong bank connections. Best for: small businesses that want accounting and bank connections in one central place. Notable: broad connections with banks. Europe: broadly applicable, no coach-specific features.

  4. FreshBooks. Invoicing and time tracking for freelancers. Best for: coaches who mainly want simple invoicing and time tracking. Notable: user-friendly invoices. Europe: no separate coaching features, but easy to use.

  5. Zoho Invoice. Invoicing and client management within the broader Zoho suite. Best for: entrepreneurs on a small budget who only need invoicing. Notable: integration with other Zoho tools such as Zoho CRM. Europe: no coaching-specific workflow.

  6. Bonsai. Contracts, invoices and workflow templates for self-employed professionals. Best for: freelancers who want to combine contracts and invoicing. Notable: ready-made templates for proposals. Europe: aimed at freelancers in general, not at coaching.

  7. Dubsado. All-in-one management with workflows and client portal. Best for: creative entrepreneurs who want automation of their client journey. Notable: strong automation of forms and reminders. Europe: no specific coaching features such as session notes.

  8. Djaboo. Platform with a mobile app as a notable feature. Best for: users who mainly want access on the go. Notable: active mobile app. Europe: limited information available about data storage.

  9. Monday.com. Flexible work management platform, also used for client journeys. Best for: teams that want to organise projects and tasks visually. Notable: strong visual boards. Europe: general project platform, not coach-specific.

  10. Trello. Simple board-based task management. Best for: coaches who only want an overview of tasks, without extra features. Notable: gentle learning curve. Europe: basic tool without coaching features.

  11. Wave. Free accounting and invoicing tool. Best for: freelancers on a limited budget. Notable: free basic features. Europe: simple accounting, no coaching workflow.

  12. Bitrix24. Broad suite with CRM, communication and project tools. Best for: practices that want to combine multiple functions in one package. Notable: a lot of functionality under one roof. Europe: broadly applicable, but not built specifically for coaching programmes.

How do you choose the right alternative for your coaching practice?

Before you start a trial period, it's smart to be clear on a few things. A platform can look good on the website and still not fit how you work.

When choosing, pay attention to these points:

  • Does the platform support coaching-specific components, such as session notes, goal tracking and a client portal?
  • Can you have recurring invoices sent automatically without manual work every month?
  • Where is your clients' data stored, and is there a data processing agreement for the GDPR?
  • Is there Dutch support, or do you have to communicate in English when problems arise?

Ask targeted questions during a demo or trial period: "How are my session notes stored?", "Where exactly is my data stored?", "How does recurring invoicing work?" and "Are there hidden costs after the trial period?"

Watch out for a few red flags. Unclear pricing on the website, no trial period without obligations, or no answer to the question of where data is stored are signals to pause for a moment.

Pro tip: During a demo, always ask for a concrete example of a session report or client file. That way you immediately see whether the structure fits how you already work, rather than having to adjust your entire way of working afterwards.

What makes Exantur relevant for coaches?

Exantur is built around the coaching process itself, not around general client management tasks. Coaches record sessions in searchable notes, divided into observations, insights, breakthroughs and action points. Goals, progress and accountability between sessions remain linked to the right client. Booking sessions happens automatically with reminders, and invoicing runs through the coach's own Stripe account, without Exantur taking a commission on it.

Data of coaches and their clients is stored on servers in Frankfurt, within the European Union. Access is additionally secured with MFA (multi-factor authentication, a second verification step alongside your password), and there is a data processing agreement that sets out how personal data is handled according to the GDPR.

A trial period at no cost is available, intended for coaches looking for one place for their practice.

How long does it take to switch from HoneyBook?

A switch often feels bigger than it is, as long as you tackle it in steps. Expect a few days to two weeks, depending on how many active clients and programmes you have.

The first step is exporting your client data from HoneyBook: names, contact details and ongoing programmes. Then you set up your basic structure in the new platform, such as client files, programmes or recurring invoicing. Next, you add existing clients one by one, or import them in bulk if the platform allows it.

The last step is getting used to it: adjusting your own way of working to the new environment. With a coaching-native platform like Exantur this often goes faster, because the structure (client, programme, session) already matches how coaches work. With a broader platform such as Bitrix24 or Monday.com it takes more time, because you have to figure out yourself how to translate coaching programmes into generic tasks and boards.

Ideally, plan the switch during a quiet period, not in the middle of a busy month with many sessions. That way you get used to the new system without clients noticing anything.

What does a switch really cost: subscription, time and hidden costs?

The price of a platform is more than the monthly fee. Also factor in the time you'll spend on setup and the possible hidden costs before you make a choice.

With accounting tools such as QuickBooks Online, Xero or FreshBooks you usually pay a fixed monthly fee, with extra costs if you need more users or more advanced reports. Wave is free for the basic features, but charges transaction fees on payments that run through the platform. With Zoho Invoice you pay for extensions within the Zoho suite, which can add up if you need multiple components.

The real hidden costs are usually in time, not in money. A broad platform like Monday.com or Bitrix24 requires you to build a structure yourself that fits coaching, and that takes hours of setting up and testing. With coaching-native software that structure is already there, which limits the training effort for yourself and any colleagues.

Also look at cancellation terms. Many platforms work with a trial period followed by a subscription that can be cancelled monthly. That is more pleasant than an annual contract you can only get out of after twelve months, especially while you're still trying out which system really fits you.

What does a switch really cost: subscription, time and hidden costs? — overview diagram

When is switching to one platform worth it?

Switching pays off especially if your practice is growing, if you notice that the privacy of client data is becoming increasingly important, or if you switch between three or four separate tools daily for something as simple as a session report. If everything stays clear in one spreadsheet and one mailbox, there may not be any rush yet.

In doubt? Request a demo and see how a system feels in practice, not just on paper.

— Martijn

Try Exantur free for fourteen days

Exantur is the alternative for coaches who don't feel like running HoneyBook, an accounting tool and a separate note-taking system side by side. Where other platforms force you to squeeze coaching work into generic tasks or invoices, Exantur connects directly to how a coaching programme works: client, session, progress, in that order.

There is a free trial period, after which a paid subscription begins if not cancelled beforehand. Check out the best practice management software for coaches and start your trial period today, or first read more about the coaching software for the Netherlands if you want to know how Dutch support works.

Try Exantur free for fourteen days — overview diagram

If you also want to refresh your website or course pages alongside your practice management, Durfmakers is a partner that can help with that.

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Frequently asked questions

Is HoneyBook the best choice for coaches?

HoneyBook is strong for invoicing and client communication, but it is not built around coaching-specific components such as session notes or progress tracking. For coaches who do need this, a coaching-native alternative like Exantur is often a better fit.

Which tools are comparable to HoneyBook for freelancers?

Bonsai, Dubsado and FreshBooks are often mentioned as comparable software for freelancers, mainly for contracts, proposals and invoicing. For coaches specifically, these tools lack the link between sessions and client progress.

Why should I choose one system instead of separate tools?

One system for coaching means client data, session notes and invoicing don't get scattered across multiple apps. That saves search time and reduces the risk of data being left somewhere loose and unsecured.

Is my client data safe when switching to a new platform?

That depends on the platform. Choose a system with EU hosting and a data processing agreement for the GDPR, and always ask exactly how the export and import of client data works before you switch.

How much does switching to a coaching platform cost on average?

That varies by platform and subscription. The biggest cost is usually not the money, but the time it takes to transfer your existing client data and get used to a new way of working.

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