You coach. CoolBeans does the rest.
It remembers every client, runs the follow-ups, and handles the busywork — all from a plain-English chat. Not a copilot. An autopilot for your practice.
Join the waitlistAdded New Client
Sarah Chen is now in your clients.
Sarah Chen · sarah@chen.com · 416-555-0142
Tagged as new client based on retreat attendance ("ready to start 1:1 coaching"). Met at the Bali Retreat — she signed in before the morning session.
Every morning
Your day starts in the Brief.
You open CoolBeans. Cody tells you who needs you, what changed overnight, and which clients have gone quiet. Pick the three people you're going to reach out to. CoolBeans drafts the rest.
Hey Ara — you've got 308 clients in CoolBeans. Tell me about 2–3 active clients I should focus on today.
Hot replies, clients who've gone quiet, and folks with sessions left to book — ranked by engagement and last touch.
Overnight emails, missed calls, texts that need a human reply. Marketing noise is filtered out.
Cody pre-drafts the follow-ups for the three people you pick. You hit send.
Just ask. No dashboards.
If you can send a text, you can run your whole practice.
No filters to build, no reports to configure. Ask the way you'd ask your assistant — “who's gone quiet?” “who came to the retreat but never booked a package?” — and CoolBeans answers, then offers to act on it.
Added New Client
Sarah Chen is now in your clients.
Sarah Chen · sarah@chen.com · 416-555-0142
Tagged as new client based on retreat attendance ("ready to start 1:1 coaching"). Met at the Bali Retreat — she signed in before the morning session.
Email Drafted
Follow-up to Sarah Chen ready for your review.
Subject: Checking in on your goals — "Hi Sarah, wanted to see how things are going since our last session…"
Voice-matched to your last 12 follow-ups. Anchored on Sarah's goal check-in and Tuesday 10am (your default session slot).
Client Journey Advanced
Maya Rivera moved to Active Client. Session balance updated.
Maya Rivera · Active Client · 6-session package · 5 sessions remaining
Stage moved Enrolled → Active Client. Pulled the signed coaching agreement (uploaded 9:14 AM) into the client record. Session balance set to 6 per her package enrollment.
Behind the chat, our AI partners Cloe and Cody learn your voice and run the work in the background. You stay in front.
How it works
Four steps. Zero manual busywork.
A new client arrives
Pulled in from Stripe, your inbox, your booking page, or any tool via webhooks.
It ranks who needs you
Instant engagement read based on each client's history with you.
Message drafted
AI writes in your voice. You just hit send.
“Hey Sarah, loved having you at the retreat last month! You've got two sessions left in your package — want to grab a time this week to keep the momentum going?”
You stay in the relationship.
No more dropped follow-ups. The busywork is handled — you stay in the only seat that matters.
Autopilot, not copilot
It doesn't help you do the busywork. It does it.
Reminders, rebooking, follow-up nudges, logging every interaction — handled, without you touching a dashboard. CoolBeans flies the back office so you can stay in the only seat that matters: the relationship.
Just signed up
In a package or program
Needs a nudge
Past clients to re-engage
Stage move · receipt
Client Journey Advanced
Maya Rivera moved to Active Client. Session balance updated.
Maya Rivera · Active Client · 6-session package · 5 sessions remaining
Stage moved Enrolled → Active Client. Pulled the signed coaching agreement (uploaded 9:14 AM) into the client record. Session balance set to 6 per her package enrollment.
Events, retreats & masterminds
Your retreat and your 1:1s, in the same place.
Registration, capacity, check-in, and attendance for in-person and online — masterminds, workshops, retreats. Who signed up, who showed, and what they did next, all tied back to their profile.
“Open registration for the Spring Retreat — cap it at 20.”
14 registered · 6 spots left.
Confirmations sent. Check-in list ready. 3 attendees already in your 1:1 program — flagged for a warm welcome.
“Who came but never booked a package?”
Cloe lists 4 attendees — one tap to follow up.
It all ties back to the profile. Who signed up, who showed, and what they booked next — every event lives right alongside their sessions and programs.
Text as a team, one number
You, your VA, and your COO — one business number.
Everyone messages clients from a single business number, never a personal phone. Every text lands on the client's profile, so whoever picks up next knows exactly where it left off. Real people land at the top; the noise gets parked.
Inbox Sorted
12 morning emails routed. 1 needs you.
Real people: 1 · Booking & payments: 7 · Newsletters: 4
12 emails ingested. 4 marketing (ThriveCart blog, ICF digest, Forbes Coaches promo, Thinkific) skipped client-creation per bulk-sender rules. 7 transactional (Stripe, Calendly, ThriveCart) bucketed as Booking & payments. 1 personal reply from Sarah Chen pinned to Real people.
Connected via Nylas (email) and Twilio (texting). Bulk senders are detected with two rules: marketing goes to Newsletters, transactional (Stripe, Calendar, ThriveCart) goes to Booking & payments. Real replies stay on top.
Sound familiar?
Your business lives in seven tabs and your head. CoolBeans fixes each one.
“I don’t know who needs me today”
The Brief surfaces hot replies and clients who've gone quiet every morning. You open CoolBeans, it tells you who needs you.
Brief“I hate writing follow-ups”
AI drafts in your voice. You approve, edit, or send. One tap.
Voice-cloned drafts“My business lives in seven tabs”
Every session, purchase, event, and note for a client — held on one screen, so you always know where you stand.
Client memory“I never know what a client is worth”
Lifetime value per client — packages, retreats, and programs, all in one number. No spreadsheet required.
Lifetime value“Past clients never hear from me”
Tell CoolBeans to re-engage them. It builds the sequence, writes in your voice, sends on your schedule — only when you say so.
Follow-upsBehind every action
Every AI action leaves a receipt.
When Cloe drafts a follow-up, adds a client, or tees up a rebooking — you get a receipt. What was done. What it touched. Why. And how to undo. Receipts are how AI becomes auditable instead of mysterious.
Pick your partner
Meet Cloe and Cody.
Two AI partners. Same brain, different tone. Pick the one you'd rather work with — change your mind anytime in settings.
Cloe
Cloe is the one you want drafting the follow-up that wins a client back. Clean sentences, no fluff, follows your last 12 messages for tone.
Cody
Cody is the morning Brief partner. Talks like a teammate over coffee — “Hey Ara — you've got 308 clients” — and keeps the day moving.
You'll pick at onboarding.
Voice clone
AI that sounds like you.
CoolBeans learns your voice from the texts and emails you've already sent. When it drafts a follow-up — over text or over a real phone call — it sounds like you wrote it. Because, in a way, you did.
- •Trained from your last 90 days of comms
- •TCPA-gated — never autodials without your explicit consent
- •Receipt on every call: transcript, duration, who answered
Bringing your clients over
Three ways in. No data left behind.
Whether you're coming from HoneyBook, from a stack of spreadsheets, or from a notebook and your inbox — there's a path that fits.
CSV import
Export your clients from HoneyBook, a spreadsheet, or any tool. Drag the CSV in. CoolBeans maps fields, dedupes, and tags. Done.
Connect your tools
We sync your full history — clients, purchases, notes, emails — from Stripe and Gmail. A real human walks you through it on video. Nothing gets lost.
Manual + voice
Tell Cody about your active clients in a 20-minute call. She builds the records. No spreadsheets, no fields, no setup screen.
Your data stays yours. CoolBeans never sells, shares, or trains models on your contacts.
Snapshot from June 2026.
Pricing
Priced for a coach, not a corporation.
Start solo and add your team when you're ready. Every plan includes the memory, the autopilot, and shared texting — nothing good locked behind a “book a demo” wall.
Solo
1 coach at $77/mo. Add a teammate at $57/mo each. Client memory, autopilot, voice cloning, calls, texting, email, offerings, events — all included.
Join the waitlistTeam
Flat fee for up to 5 seats. $477/mo for up to 10 seats. Shared client memory, role permissions, one business number. No per-seat math.
Join the waitlistEnterprise
Larger practices, multi-team accounts, white-label, SSO. Custom onboarding partner.
Talk to usFree during alpha. Cancel anytime.
North America. Compliant with PIPEDA (Canada) and applicable US state requirements. Your contacts are never sold, shared, or used to train models.
On the go
Your whole practice, in your pocket.
CoolBeans mobile puts your client memory, voice AI, and the day's Brief one tap away. Submitted to the App Store — launching soon for iOS and Android.
I spent years watching coaches duct-tape together six tools just to keep track of their own clients — paying for software that owned their data and still made them do the busywork. That's why I built CoolBeans: the client relationship memory I wished existed, that never sells, shares, or trains on your client data.
— Ara, Founder
North America. Compliant with PIPEDA (Canada) and applicable US state requirements. Your contacts are never sold, shared, or used to train models.
Frequently Asked Questions
Everything you need to know.
CoolBeans is the client relationship memory built by Bottleneck Labs for coaches in the United States and Canada. It combines a plain-English chat with intelligent automation to help coaches remember every client, run the follow-ups, and grow their practice.