Every Software I Use to Run My 8-Figure Coaching Business 👨‍💻

𝟭. 𝗗𝗮𝘁𝗮𝗯𝗼𝘅: You may not have heard of this one, but it’s our secret weapon for tracking metrics across our entire business! It pulls data from all our other softwares into one dashboard, giving us a bird’s-eye view of all our analytics. It even does data modeling to project future growth & opportunities — Game-changer!

𝟮. 𝗖𝗼𝗺𝗲𝘁𝗹𝘆: AI-powered marketing attribution. It analyzes all our ad campaigns across platforms (YouTube, Google, Facebook, LinkedIn) and shows us exactly where our leads and sales are coming from, allowing us to make the best decisions! (𝘞𝘦 𝘢𝘭𝘴𝘰 𝘩𝘢𝘷𝘦 𝘶𝘴𝘦𝘥 & 𝘓𝘰𝘷𝘦 𝘚𝘦𝘨𝘮𝘦𝘵𝘳𝘪𝘤𝘴 𝘧𝘰𝘳 𝘈𝘯𝘢𝘭𝘺𝘵𝘪𝘤𝘴 & 𝘢𝘵𝘵𝘳𝘪𝘣𝘶𝘵𝘪𝘰𝘯 𝘵𝘳𝘢𝘤𝘬𝘪𝘯𝘨 𝘢𝘴 𝘸𝘦𝘭𝘭!)

𝟯. 𝗢𝗽𝘂𝘀 𝗖𝗹𝗶𝗽: Our go-to for turning long-form videos into short-form content. It uses AI to go through our long form content, then packages them up for YouTube Shorts, Instagram, TikTok & more — allowing us to create consistent shorts & reels!

𝟰. 𝗡𝗼𝘁𝗶𝗼𝗻: This is where all our SOPs, playbooks, and internal docs live. It’s like our company’s brain (in fact we got a Notion template called “Ultimate Second Brain” by Thomas Frank that really helped us build this out!)

𝟱. 𝗛𝘂𝗯𝗦𝗽𝗼𝘁: Our CRM of choice. It manages our entire customer journey, from lead to client to raving fan! We use it for marketing emails, sales pipeline, and virtually every aspect of keeping track of our leads/clients.

𝟲. 𝗔𝗹𝗼𝘄𝗮𝗿𝗲: This is our power dialer & calling software. We tried about half a dozen of these & landed on Aloware as the best! It integrates directly with HubSpot and handles all our texting and calling.

𝟳. 𝗖𝗶𝗿𝗰𝗹𝗲: This is where the magic happens for our clients! It’s an all-in-one community platform where we host our client training, playbooks, and community. Think Facebook Groups + Training Platform + Slack, but all rolled up into one!

𝟴. 𝗠𝗶𝗿𝗼 & 𝗪𝗵𝗶𝗺𝘀𝗶𝗰𝗮𝗹: We use both of these softwares for whiteboarding and visual collaboration. They’re great for mapping out funnels and brainstorming!

𝟵. 𝗦𝗹𝗮𝗰𝗸: You know it, you (probably) love it. This is how our team stays connected and aligned. Just don’t ask me how many slack channels I’m in, haha!

𝟭𝟬. 𝗟𝗼𝗼𝗺: We use Loom to record everything from quick videos for clients, sales videos for potential clients & even for our internal SOPs! (We also have a strategy called the “Quick Clients” strategy that involves sending a loom video to your email list that gets some massive results — if you want more details lmk in comments & I’ll send a tutorial)

𝟭𝟭. 𝗖𝗮𝗺𝘁𝗮𝘀𝗶𝗮: When we need more robust screen recording and video editing, Camtasia is our go-to for more professional grade videos (whereas Loom is great for quick videos).

𝟭𝟮. 𝗭𝗮𝗽𝗶𝗲𝗿: The glue that holds our entire tech stack together. We automate tons of processes with Zapier, saving countless hours. Recently, I looked at the number of zaps that fire every day — and well, let’s just say it is a lot!

𝟭𝟯. 𝗕𝗲𝗲𝗵𝗶𝗶𝘃: This is the Newsletter software that we use to send our Marketing Minds Newsletter! It’s a pretty simple & effective option for sending out easy newsletters.

𝟭𝟰. 𝗧𝘆𝗽𝗲𝗳𝗼𝗿𝗺: We use this for collecting detailed info from potential clients before our strategy calls. It’s very easy to setup & automate — and you can also dynamically redirect people based on quality (I’ve got a training on this coming soon!)

𝟭𝟱. 𝗢𝗻𝗰𝗲𝗛𝘂𝗯 (𝗦𝗰𝗵𝗲𝗱𝘂𝗹𝗲𝗢𝗻𝗰𝗲): This handles all our appointment scheduling. It’s more robust than simpler options like Calendly, which is crucial as we’ve scaled to have more team members that need shared booking links & reminders.

𝟭𝟲. 𝗚 𝗦𝘂𝗶𝘁𝗲: Google Docs, Sheets, Drive — we use it all. We have a business plan with unlimited storage which means everything’s backed up and easily accessible.

𝟭𝟳. 𝗤𝘂𝗶𝗰𝗸𝗕𝗼𝗼𝗸𝘀: This is a classic one for most business owners to track the P&L and make sure everything is going smoothly!

𝟭𝟴. 𝗧𝘂𝗯𝗲𝗕𝘂𝗱𝗱𝘆: Helps us optimize our organic YouTube growth with a suite of YouTube specific tools to help us analyze & grow our channel.

𝟭𝟵. 𝗔𝗱𝗼𝗯𝗲 𝗖𝗿𝗲𝗮𝘁𝗶𝘃𝗲 𝗦𝘂𝗶𝘁𝗲: For our more robust video editing (Adobe Premiere), graphic design (Photoshop, Illustrator), and now even AI image generation (Firefly).

𝟮𝟬. 𝗗𝗲𝘀𝗰𝗿𝗶𝗽𝘁: AI-powered video editing based on transcripts. It’s not as robust as Premiere, but it’s lightning-fast for quick edits.

𝟮𝟭. 𝗩𝗶𝗱𝗮𝗹𝘆𝘁𝗶𝗰𝘀: We’re moving a lot of our video hosting over to Vidalytics from Vimeo. As the name suggests, it offers deeper analytics and interactive features for videos in our funnels!

𝟮𝟮. 𝗖𝗮𝗻𝘃𝗮: For the quick, easy graphic design that anyone on the team can handle (and our team has made some awesome designs!)

𝟮𝟯. 𝗚𝘂𝘀𝘁𝗼: Manages all our payroll, HR, and benefits. As we’ve grown, this has become essential.

𝟮𝟰. 𝗭𝗼𝗼𝗺: You know it, you probably use it. Zoom is of course, great for client calls, team meetings, and webinars.

𝟮𝟱. 𝗦𝗲𝗮𝗿𝗰𝗵𝗶𝗲: We use this for simple course hosting when we don’t need the full community features of Circle — it’s great for simple memberships!

𝟮𝟲. 𝗪𝗼𝗿𝗱𝗣𝗿𝗲𝘀𝘀 (𝘄𝗶𝘁𝗵 𝗪𝗣 𝗘𝗻𝗴𝗶𝗻𝗲): We use Wordpress as the base of our main website & power it with WP Engine (a local Austin business!) and using an Influex designed website — shoutout to Dmitriy!

𝟮𝟳. 𝗖𝗹𝗶𝗰𝗸𝗙𝘂𝗻𝗻𝗲𝗹𝘀: I’ve been using ClickFunnels since 2016 to build & host a lot of our funnels — they’ve also got some pretty amazing training & content! I’ve earned their 2 Comma Club Award, 2 Comma X & even the 2 Comma Club C Award!

𝟮𝟴. 𝗚𝗼 𝗛𝗶𝗴𝗵 𝗟𝗲𝘃𝗲𝗹: We also have a white-label version of GHL for our clients. It’s more of an all-in-one marketing platform with easy “snapshots” we can install in client accounts!

𝟮𝟵. 𝗖𝗵𝗮𝘁𝗚𝗣𝗧, 𝗖𝗹𝗮𝘂𝗱𝗲 & 𝗚𝗲𝗺𝗶𝗻𝗶: We’re big on AI. ChatGPT is great for quick questions, Claude for writing projects, and Gemini for its Google integration. We also used Jasper a lot in the past, and they’re great for bigger teams with on-brand messaging and collaboration!

𝟯𝟬. 𝗠𝗶𝗱𝗷𝗼𝘂𝗿𝗻𝗲𝘆: For creating photorealistic AI-generated images & logos! It’s getting better every day & it’s kind of scary how good it is!

𝟯𝟭. 𝗞𝗲𝘆𝘄𝗼𝗿𝗱𝗦𝗲𝗮𝗿𝗰𝗵: Last but not least, our own software! It’s our AI-powered Ad Targeting Tool for YouTube Ads and Google Ads! (Shameless plug: you can try it out free at KeywordSearch (dot) com)

So that’s it — these are the 31 main softwares that I use to run my 8 figure Coaching business!

Now, to be honest you probably don’t need this amount of software, especially if you aren’t at the size of business we are — that said I hope this guide is helpful to break down exactly what we use & help you discover what can support you!

I also made a video breakdown on this full list of software as well on my YouTube Channel:

𝗪𝗵𝗮𝘁 𝗱𝗼𝗲𝘀 𝘆𝗼𝘂𝗿 𝗦𝗼𝗳𝘁𝘄𝗮𝗿𝗲 𝗦𝘁𝗮𝗰𝗸 𝗹𝗼𝗼𝗸 𝗹𝗶𝗸𝗲? 𝗟𝗲𝘁 𝗺𝗲 𝗸𝗻𝗼𝘄 𝗶𝗻 𝘁𝗵𝗲 𝗖𝗼𝗺𝗺𝗲𝗻𝘁𝘀!