Breakthrough Coaching Doubles Client Capacity
How a 5-coach executive coaching practice replaced two disconnected tools with one platform — and served twice as many clients without adding staff.
The Challenge
Breakthrough Coaching had built a reputation for transforming C-suite leaders, but their operations were anything but executive-level. Dubsado handled contracts, invoicing, and client workflows, while Calendly managed scheduling — creating a disjointed experience for high-paying clients.
Coaches were spending half their time on admin: sending contracts, chasing payments, and manually syncing session notes. The practice was turning away new clients because coaches simply didn't have the capacity — not because of coaching hours, but because of admin overhead.
- Coaches spending 50% of time on administrative tasks
- Client onboarding taking 5-7 days to complete
- Session notes and progress tracking scattered across tools
- Turning away 40% of qualified prospects due to capacity limits
The Solution
Breakthrough Coaching migrated to Dewx in just 10 days, automating client onboarding, scheduling, payments, and session management into one seamless workflow.
GTM Hub — Client Onboarding
Automated intake forms, contracts, and payment collection that reduced onboarding from 7 days to same-day.
Portal — Session Management
Session scheduling, notes, homework assignments, and progress tracking in one client workspace.
OPS Hub — Billing Automation
Recurring payments, package tracking, and automated invoicing tied to coaching engagements.
Dew AI — Session Summaries
AI-generated session recaps and action item lists sent to clients automatically after each meeting.
The Results
2x
Client capacity per coach
Same day
Client onboarding (down from 7 days)
75%
Less admin time per coach
2 → 1
Tools consolidated into Dewx
Timeline
Set up automated onboarding workflow: intake forms, contracts, and payment collection.
Configured session management, AI summaries, and recurring billing for all coaches.
Admin time dropped 75%; coaches began accepting new clients from the waitlist.
Each coach serving double their previous client load with higher satisfaction scores.
“I was turning away executives because I didn't have capacity — but the bottleneck wasn't coaching hours, it was admin work. Dewx automated everything from onboarding to session recaps. I'm now coaching twice as many clients and every one of them gets a better experience.”
Features That Made the Difference
Automated Onboarding
Contracts, forms, and payments in one flow.
Session Workspace
Notes, homework, and progress in one place.
Recurring Billing
Automated payments tied to coaching packages.
AI Session Recaps
Auto-generated summaries sent to clients.
Client Progress Tracking
Visual milestones and goal completion.
Practice Analytics
Revenue and utilization across all coaches.
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