Automation can feel like a lot. Too many logins, too many dashboards, too many things to keep track of. And now you’re supposed to learn more tech?
Most of the women I work with aren’t afraid of hard work (although they might tell you they’re afraid of tech!) …but what they really want is for things to just work, without needing to do it all themselves. That’s where automation comes in.
If you’re still manually sending the same follow-up emails, chasing down payments, or trying to remember who got what from which launch, it’s eating up your time and focus. That kind of work doesn’t need to be done by hand.
You don’t need to automate everything. But the right systems can take the repeat tasks off your plate, so your energy goes toward coaching, leading, and actually growing your business.
These five tools do exactly that. They’re practical, powerful, and built to help you simplify. You just have to know what to use them for.
An All-in-One Automation System That Actually Simplifies Things
Ontraport is where your business comes together. It gives you one central place to manage leads, emails, payments, scheduling, memberships, and follow-up without needing to duct tape ten tools together. This is what allows your business to feel structured and spacious at the same time.
If you’ve been manually following up with leads, resending the same Zoom link for every client, or losing track of who’s paid and who hasn’t, this is the system that solves all of that.
It’s more than just email marketing or sales funnels. It’s the infrastructure for a coaching business that’s designed for long-term success and scalability.
What it automates:
Lead capture + freebie delivery
Email sequences for launches, onboarding, or re-engagement
Scheduling for coaching calls, group sessions, and workshops
Payment forms, payment plans, and failed payment follow-up
Membership site access, content delivery, and user logins
Tagging and segmentation so you’re only emailing the right people
Order management and reporting across multiple offers
…and a lot more!
Use it for:
Delivering a lead magnet that triggers a welcome sequence, invites them to a free call, and tags them based on their responses
Running a live launch: opt-in page → webinar registration → replay email → sales page → purchase → onboarding
Creating a client journey that runs itself: from booking their first session to receiving prep materials and logging into your membership portal
Managing recurring group program payments: monthly charges go through automatically, and the system handles any payment issues for you
Segmenting your list based on who’s purchased, clicked, or ghosted—so your messaging always feels relevant and personal
The Connector That Cuts Out Repetitive Work
Zapier is the automation bridge between your tools. If you’re using platforms that don’t naturally sync—like Typeform, Stripe, ClickUp, Airtable, or Voxer—Zapier lets them work together automatically, without you needing to touch anything.
This is the tool that quietly removes a dozen little admin tasks from your week. You set up a rule once—what Zapier calls a “Zap”—and it runs in the background, handling the handoffs between tools.
What it automates:
Sending form submissions into Ontraport or Airtable
Creating ClickUp tasks when someone books a session or fills out an application
Tagging leads based on actions (clicked a link, signed up, bought a product)
Notifying you or your VA when someone joins your program
Logging purchases or call bookings into a master spreadsheet
Use it for:
When someone applies for private coaching: Zapier adds their answers to Airtable, tags them in Ontraport, and creates a follow-up task in ClickUp
When someone books a clarity call: Zapier adds the event to your calendar, sends them a prep email, and alerts your assistant
When someone purchases your course: Zapier logs the sale in Airtable, adds them to the correct email sequence, and gives them access to the right folder or membership
When you run a live challenge: Zapier tracks opt-ins, segments hot leads, and reminds you who to follow up with after the event
When a team member completes a task: Zapier triggers the next step in your launch workflow without anyone needing to nudge the process forward
P.S. If you're wondering how to actually pronounce it… it’s ZAP-ee-er, and it rhymes with happier.
The Task Manager That Helps You Run a Business, Not Just a To-Do List
ClickUp is the operations side of your business with automation built in. It’s not just a place to track tasks. It’s where launches, client delivery, content planning, and team collaboration all live—and it keeps everything moving without you chasing it down.
Think of it as your business brain. Organized, repeatable, and ready to grow.
What it automates:
Recurring tasks (weekly content, monthly metrics, program delivery)
Workflow templates that assign and schedule tasks automatically
Status changes that notify the right people at the right time
Launch or podcast tracking systems that reset every time you run them
Use it for:
Running your group program: set up a recurring task to check in with clients each week, track progress, and assign materials based on their status
Planning your content: schedule blog posts, email newsletters, and social media—all with deadlines, approvals, and checklists
Delivering client results consistently: every time you onboard a 1:1 client, their full delivery checklist is auto-generated with due dates and task owners
Managing launches without reinventing the wheel: your 6-week launch plan runs on a template—ClickUp assigns the right tasks, every time
Keeping your VA on track: she gets tagged automatically when something needs review, goes live, or needs scheduling
The Payment Processor That Gets the Job Done (And Follows Up For You)
Stripe is the tool behind the “Buy Now” button. But it does more than just process credit cards. Stripe handles one-time payments, subscriptions, payment plans, and the admin that usually gets forgotten—like chasing down failed payments and sending receipts.
If you’ve ever been burned by PayPal’s clunky systems or had to manually follow up when someone’s card declined, this will feel like a breath of fresh air.
What it automates:
Secure payment collection for offers, products, and programs
Recurring charges for payment plans or memberships
Notifications for failed payments + automatic retries
Payouts directly to your bank account
Receipts and transaction records for every purchase
Use it for:
Collecting payments for your group program and letting the system manage the payment plan schedule
Creating subscription-based coaching or digital products—monthly billing runs without you
Automating your financial back-end: Stripe connects with Ontraport, Airtable, or your bookkeeping software to keep everything clean
Setting up a simple, branded checkout page for low-ticket offers that delivers access immediately
Avoiding the awkward “Hey, your payment didn’t go through” message, Stripe does it for you (and so will Ontraport)… so no excuses!
The Visual Dashboard for Tracking Anything (With a Brain of Its Own)
Airtable looks like a spreadsheet, but it works like a database—and that makes it perfect for the parts of your business that don’t fit neatly into your CRM or task manager. You can build it to track leads, client progress, content, testimonials, affiliate partners, or even your podcast guest pipeline.
But here’s the best part: Airtable doesn’t just store information. With the right automations, it becomes a smart system that keeps everything updated and moving forward.
What it automates:
Tagging and updating records based on actions (like purchases, form fills, or emails sent)
Sending alerts or summaries based on due dates or changes
Creating ClickUp tasks based on changes in status
Integrating with Stripe, Ontraport, or Zapier to reflect real-time data
Use it for:
Tracking your entire sales process: from lead to call booked to offer accepted to paid
Managing testimonials: when someone completes a program, Airtable triggers a reminder to send your feedback form
Planning and tracking your weekly marketing: email campaigns, Reels, blogs, carousels—all laid out in one place with statuses, owners, and links
Keeping tabs on client milestones in longer programs so you know when to celebrate, check in, or invite them to renew
Pulling a report of “everyone who’s downloaded X freebie but hasn’t booked a call yet” so you can follow up strategically
Final Thoughts
You don’t need more tech. You need the right tools doing the work that’s pulling your focus away from where it belongs.
Start with the area of your business that feels the heaviest. Choose one automation. Build the system once. Let it do its job.
That’s how you grow a business that’s scalable, sustainable, and aligned with the life you’re here to lead.
