Apex Executive Coaching
1:1 Executive Coaching · London, UK
“I used to spend Sunday evenings reconciling payments and rescheduling sessions. Now I spend that time with family. That's worth more than the software costs.”
David ran a solo practice with 22 active clients on 6- and 12-session packages. Scheduling was done via Calendly, invoices were raised manually in FreshBooks, and payment tracking was a spreadsheet. Clients frequently rescheduled at short notice without a clear cancellation policy in place. Payment collection lagged by 2–3 weeks on average.
ServicesGrid OS's booking module replaced Calendly with a client-facing booking portal that enforced the 24-hour cancellation policy automatically. The subscriptions module handled package billing — clients paid for 6 or 12 sessions upfront through hosted checkout, with session credits deducted per booking. The member portal gave clients a view of their remaining sessions.
On-time payment rate improved from 61% to 91% once upfront package payment became the default. Admin time for scheduling and reconciliation dropped from around 8 hours a week to under an hour. In six months, no session was missed due to a double-booking or scheduling error — down from an average of 2 per month.
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