Stop doing admin. Start doing
the work you're actually paid for.
OpenClaw handles booking, onboarding, session prep, invoicing, follow-up, and lead nurturing so you can focus on your clients. It runs 24/7 on your own VPS for about $25/month total.
The Problem
You became a coach to coach. Not to manage a business.
The biggest bottleneck in a coaching or consulting business isn't getting clients. It's the operational work that scales linearly with every new client you take on.
Scheduling back-and-forth eats your day.
"What times work for you?" "How about Tuesday?" "Actually, can we do Thursday?" Every discovery call, coaching session, and follow-up meeting involves 3-5 emails just to find a time. Multiply that by 15-20 clients and your inbox becomes a scheduling nightmare.
Admin work steals your billable hours.
Between onboarding new clients, sending contracts, processing payments, preparing session notes, creating deliverables, and chasing unpaid invoices, you spend 40% of your work week on tasks that generate zero revenue. The irony: you became a coach to do coaching, not admin.
Lead nurturing falls apart when you're with clients.
Someone fills out your contact form on Monday. You're in back-to-back sessions until Thursday. By the time you follow up, they've either gone cold or booked with someone else. The leads you spent money and effort to attract are quietly leaking out of your funnel.
Onboarding is a manual nightmare every time.
New client signs up. Now you need to send a welcome email, share the intake questionnaire, grant access to your course platform, schedule the kickoff call, send the agreement, set up their folder, and add them to your system. It takes 2-3 hours per client and it's the same process every single time.
What OpenClaw Automates for Coaches
8 automations that give you your time back.
Each automation runs on its own. Start with client onboarding (the biggest time saver) and add more as your practice grows.
Discovery Call Booking
Prospect visits your website or responds to your content. OpenClaw sends a personalized message with your Calendly link, a brief explanation of what to expect on the call, and a pre-call questionnaire. The call gets booked without you touching your inbox.
Tools: Calendly, Acuity Scheduling, Gmail, Twilio
Pre-Call Questionnaire and Prep Brief
Before every session, clients complete a quick check-in form. OpenClaw compiles their responses with notes from previous sessions and sends you a 60-second prep brief. You walk into every call fully prepared without flipping through notes.
Tools: Google Forms, Notion, CoachAccountable, Gmail
Automated Client Welcome Sequence
Client pays. Within 5 minutes: welcome email sent, intake questionnaire delivered, course platform access granted, kickoff call scheduled, client folder created in Notion, agreement sent via DocuSign. The client thinks you have a full operations team. You didn't lift a finger.
Tools: Stripe, Kajabi, Teachable, Notion, DocuSign, Calendly, Gmail
Session Prep and Follow-Up Automation
24 hours before a session: client gets a reminder with their pre-session form link. After the session: a summary of key takeaways, action items, and resources discussed is sent automatically based on your session notes template. Accountability without extra effort.
Tools: Calendly, Notion, Gmail, Google Calendar
Invoice Generation and Payment Chase
Monthly invoices generated and sent automatically via Stripe. Payment overdue by 5 days? Professional reminder. 10 days? Follow-up with payment link. 21 days? Escalation notice. Sequence stops when payment confirms. No more awkward money conversations.
Tools: Stripe, QuickBooks, Gmail, Twilio
Testimonial and Case Study Request
At the end of an engagement or after a major client win, OpenClaw sends a thoughtfully timed testimonial request with specific prompts: "What was your biggest challenge before we worked together?" "What results have you seen?" Makes it easy for clients to give you powerful social proof.
Tools: Gmail, Google Forms, Notion
Content Repurposing Pipeline
Record a coaching call or podcast episode. OpenClaw transcribes it and repurposes it into LinkedIn posts, email newsletter content, Instagram captions, and short-form video scripts. One hour of content becomes a week of social media without a content writer.
Tools: Zoom, Notion, Gmail, Buffer, LinkedIn
Program Delivery Automation
Group coaching programs, courses, and masterminds get automated delivery: module unlocks on schedule, assignment reminders, progress check-ins, and community engagement prompts. The program runs on rails whether you're actively managing it or not.
Tools: Kajabi, Teachable, Practice Better, Gmail, Slack
Lead Nurturing on Autopilot
From cold lead to paying client. Without the chase.
Most coaches and consultants lose 60-70% of their leads to slow or inconsistent follow-up. OpenClaw nurtures every lead with personalized, value-driven communication until they're ready to buy.
Lead Enters Your Funnel
Someone downloads your lead magnet, attends a webinar, comments on your post, or fills out a contact form. Regardless of the source, they enter the system.
Instant Personalized Response
Within 60 seconds, they receive a warm, personal message: "Thanks for downloading the [resource], Sarah. Most people who grab this are dealing with [specific challenge]. Is that where you're at right now?" It starts a conversation, not a pitch.
Qualification Through Conversation
Based on their response, OpenClaw asks targeted follow-up questions: current situation, goals, timeline, budget range. Not as a form, but as a natural text or email conversation. Responses are scored and logged automatically.
Value-First Nurture Sequence
Qualified leads who aren't ready to book enter a value sequence. They receive your best content, client success stories, and educational resources tailored to their specific challenge. Every touchpoint positions you as the expert, not a salesperson.
Warm Handoff to Discovery Call
When a lead shows buying signals (replies to content, asks about pricing, clicks your calendar link), you get an immediate notification with their full history: what they downloaded, what they said, and their qualification score. You call a warm prospect, not a stranger.
Long-Term Re-engagement
Leads who went quiet get a re-engagement sequence after 30 days: new content, client wins, or a simple check-in. "Not sure if the timing was right before. Just wanted to share [relevant success story]. Let me know if anything's changed." 20% of your closed clients will come from this stage.
The ROI
Replace a $3,000/month VA for $25/month.
Current Cost
Virtual assistant handling scheduling, email, onboarding, and basic follow-up. Plus your own time: 15-20 hours/week on admin at your effective hourly rate ($150-500/hr for most coaches).
With OpenClaw
$5-6/month VPS. $10-20/month AI API costs. Handles onboarding, scheduling coordination, follow-up, invoicing, and lead nurturing 24/7. Never takes a vacation. Never forgets a step.
Annual savings: $23,700 - $47,700
Plus 12+ hours/week recovered for billable client work or business growth.
How It Works
Set up once. Let it run your operations.
Install OpenClaw
On your Mac, PC, or a $6/month VPS for 24/7 operation. The $19 Workshop walks you through installation in about 30 minutes.
Configure for Coaching
Connect Calendly, your email, Stripe, Notion or your project tool, and your course platform (Kajabi, Teachable, etc.).
Build Your Workflows
Onboarding sequences, session reminders, follow-up templates, lead nurture series, and invoicing rules. Describe them in plain English.
Let It Run
Leads get nurtured. Clients get onboarded. Sessions get prepped. Invoices get sent. You coach.
Get Started Today
The $19 Workshop gets you automated this week.
Installation, tool connections, and your first workflow in about 30 minutes. Most coaches start with client onboarding because it saves 2-3 hours per new client immediately.
Questions from coaches and consultants
Everything you want to know.
Written by
Kevin Jeppesen
Founder, The Operator Vault
Kevin is an early OpenClaw adopter who has saved an estimated 400 to 500 hours through AI automation. He stress-tests new workflows daily, sharing what actually works through step-by-step guides and a security-conscious approach to operating AI with real tools.
Stop doing admin.
Start scaling your practice.
Let us set up your entire coaching automation system. Onboarding, scheduling, follow-up, invoicing, and lead nurturing. All done for you.