Coach software, built around E&O and prepaid session-package draw-down

Arkathos gives a coach a workspace tailored to how the work actually runs — This workspace is built around booking 1:1 sessions and drawing them down from prepaid session packages. Arkathos tailors a coach workspace around 4 agents: Quartermaster, Treasury, Sentinel, Herald.

Compliance a coach can't afford to miss

Watchtower tracks every license, bond, insurance policy, and continuing-education requirement for a coach, with renewal cadences and staged reminders so nothing lapses.

• A coach must maintain a Business entity registration (LLC/Corporation formation & periodic report), through the State Secretary of State (Business/Corporations Division), which renews every year.
• A coach must maintain a General Business License, which renews every year.
• A coach must maintain a DBA / Fictitious Business Name Registration, through the County Clerk, which renews every 5 years.
• A coach must maintain a Local business license / business tax certificate, through the City or county government (local municipality), which renews every year.
• A coach must maintain a Home Occupation Permit, through the Municipal Zoning Dept, which has no fixed renewal cycle.
• A coach must maintain a Home occupation permit (home-based coaching practice), through the City/county planning or zoning department, which has no fixed renewal cycle.
• A coach must maintain a ICF Credential (ACC / PCC / MCC), through the International Coaching Federation (ICF), which renews every 3 years.
• A coach must maintain a Professional Liability (Errors & Omissions) Insurance, which renews every year.
• The ICF Credential (ACC / PCC / MCC) carries a continuing-education requirement of 40 hours every 36 months (3h Ethics (Coaching Ethics), 21h Core Competencies, 16h Resource Development).
• A coach must maintain a Board Certified Coach (BCC), through the Center for Credentialing & Education (CCE), which renews every 5 years.
• The Board Certified Coach (BCC) carries a continuing-education requirement of 70 hours every 60 months (4h Ethics, 66h BCC Competency Areas).
• A coach must maintain a Professional liability insurance (Errors & Omissions / E&O), through the Commercial insurance carrier, which renews every year.
• A coach must maintain a General liability insurance, through the Commercial insurance carrier, which renews every year.
• A coach must maintain a CPR / First Aid Certification, through the American Red Cross / AHA, which renews every two years.
• A coach must maintain a Cyber liability insurance, through the Commercial insurance carrier, which renews every year.
• A coach must maintain a Workers' compensation insurance, through the State-regulated workers' compensation carrier / state fund, which renews every year.

Everything Arkathos runs for a coach

These are the agents set up first for a coach — and because it's one platform, every plan includes all 16 Arkathos agents. Also included whenever you need them: Guardhouse, Scribe, Courier, War Room, Armory, Marshall, Mint Warden, Vault Keeper, Watchtower, Bulletin Board, Client Portal.

• Quartermaster — Online booking & appointments, Calendar & availability, Events & waitlists, Automated reminders, Job dispatch & scheduling.
• Treasury — Invoicing & payment collection, Expense tracking, Accounting & bookkeeping, Business tax prep & filing, Recurring billing & subscriptions, Financial dashboards & reports.
• Sentinel — Contact & lead management, Deal / estimate pipeline, Task & follow-up tracking, SMS & email outreach, Pipeline reporting.
• Herald — SEO & get-found content, Social media scheduling, Email & newsletter campaigns, Brand voice & content studio, Review & reputation growth, AI-overview & directory visibility.

Your tailored coach workspace

These are net-new, coach-specific capabilities — not a generic CRM bolted onto your industry.

• Prepaid session-package draw-down (Treasury): Sell a 5/10-session package as deferred revenue, redeem one credit per booked session, surface remaining balance to coach and client, and alert at low balance; distinct from the existing loyalty punch-card.
• No-show protection / deposit-to-book (Quartermaster): Card-on-file at booking with an automatic no-show/late-cancel fee per policy, since a missed 1:1 slot is unrecoverable revenue for a solo coach.
• Recurring coaching subscription billing (Treasury): Monthly membership/retainer billing with dunning for ongoing coaching relationships; Treasury does only one-off invoices today.
• Group program / cohort scheduling (Quartermaster): Capacity-capped group sessions with roster, waitlist, and per-seat package consumption for coaches running cohorts or workshops alongside 1:1s.
• Client progress & accountability tracker (Sentinel): Per-client goals, between-session homework/action items, and check-in streaks so the coach drives outcomes, not just bookings.

The agents and tabs you get

Quartermaster for a coach surfaces Calendar, Bookings, Availability, Chat. Treasury for a coach surfaces Financial sheet, Invoices, Draft estimate, Transactions, Chat. Sentinel for a coach surfaces Contacts, Tasks, Chat. Herald for a coach surfaces ✦Studio, Brand voice, Compose, Schedule, Get found, Chat.

Frequently asked questions

best coaching software for solo coaches

All-in-one tools like CoachAccountable, Paperbell, Practice and CoachVantage bundle scheduling, notes, contracts and invoicing. Arkathos adds finances, CRM and marketing too, at flat pricing with no per-seat fees.

how much does coaching software cost per month

It ranges $0 to $400+ a month; most coaches with 15-30 clients pay $50-$150, and add-ons push the real cost 40-80% higher. Arkathos uses flat pricing, no per-seat fees.

do i need a crm as a life coach

Not strictly required, but a CRM organizes client info, automates follow-ups and reminders, and improves retention as you scale. Arkathos includes a coaching CRM alongside scheduling, payments and session notes.

how do i send contracts and invoices to coaching clients

Use a client-management tool to send e-signature contracts and branded invoices with payment plans and automatic reminders. Arkathos handles contracts, invoicing and payments in one place, so nothing lives in separate apps.

best scheduling app for coaches to reduce no-shows

Booking tools with 24-hour SMS/email reminders and charge-at-booking cut no-shows sharply. Arkathos includes scheduling with automated reminders and integrated payments, so clients can pay when they book.

how do coaches keep track of income and expenses for taxes

Log coaching fees, course and program income, and deductible expenses (certifications, software, home office) for quarterly self-employment tax (15.3%). Arkathos tracks income and expenses and estimates taxes automatically.

how do i sell coaching packages and group programs online

Sell 1:1, group or course bundles with built-in booking and payments on a single platform; webinars convert best. Arkathos supports packages, recurring billing, scheduling and client management together.

how do life coaches get clients online

Pick a niche, publish SEO content, build an email list with lead magnets, and book discovery calls. Arkathos includes marketing and CRM tools to capture leads and nurture them into booked sessions.

should coaches use an all-in-one platform or separate tools

A DIY stack (Calendly + Zoom + Stripe) is cheap but fragmented; all-in-one platforms cut admin but cost more. Arkathos consolidates scheduling, payments, CRM, finances and marketing under one flat price.

What licenses and insurance does a coach need?

Arkathos tracks 14 items for a coach, including Business entity registration (LLC/Corporation formation & periodic report), General Business License, DBA / Fictitious Business Name Registration, Local business license / business tax certificate. Each renewal and expiration is monitored in Watchtower with staged reminders.

What continuing education is required for a coach?

The ICF Credential (ACC / PCC / MCC) carries a continuing-education requirement of 40 hours every 36 months (3h Ethics (Coaching Ethics), 21h Core Competencies, 16h Resource Development). The Board Certified Coach (BCC) carries a continuing-education requirement of 70 hours every 60 months (4h Ethics, 66h BCC Competency Areas). Watchtower logs hours by category and flags shortfalls before the deadline.

Which Arkathos agents does a coach get?

Arkathos tailors a coach workspace around 4 agents: Quartermaster, Treasury, Sentinel, Herald.

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