Spend your time with clients, not with paperwork.
PothosCare brings scheduling, session notes, packages, and payments into one place, built for coaches and therapists.
The problem
Running a practice shouldn’t feel like a second job.
Your calendar lives in three different apps.
Sessions in one calendar, notes in a notebook, invoices in an email thread. Nothing talks to each other, and neither do your clients’ payments.
Generic CRMs don’t understand your work.
Sales pipelines and deal stages don’t fit sessions, packages, or client progress. You end up bending a tool that wasn’t built for you.
Sponsor billing turns into a spreadsheet nightmare.
When a company or family pays for a client’s care, tracking who owes what, and who’s allowed to see what, becomes a manual mess.
The platform
Everything your practice needs, in one place.
Calendar & Scheduling
Book sessions in seconds
Schedule individual, group or team appointments, in person or online, with the meeting link created for you.
Automatic reminders
Clients get a reminder before every session, so fewer appointments are missed.
Your hours, your rules
Set working hours and days off, and let clients book open slots within their package.
Team & Organisation
Roles and permissions
Invite practitioners, staff and admins, each with a role that controls what they can see and do.
Clients, sponsors and groups
Every client profile, sponsor and group in one place, with details, files and history together.
Contracts and signatures
Send contracts to sign online and see at a glance who has signed.
Packages & Programs
Flexible packages
Sell single sessions, bundles or recurring packages, paid by the client or by a sponsor.
Programs that unlock day by day
Build structured programs with daily steps and follow each client’s progress.
Pause, resume, discount
Pause a package when life happens, resume it later, and apply discounts or coupons.
Notes & Tasks
Session notes
Write notes linked to sessions, start from your own templates, and print or export them anytime.
Visibility you control
Decide who can see each note and file, so a sponsor never sees clinical detail.
Tasks for clients
Assign tasks and documents to clients and send a reminder with one click.
Worksheets
Your worksheet library
Create worksheets once, organise them in folders and tags, and reuse them with any client.
Who fills it in
Choose whether the client or the practitioner completes each worksheet, and whether answers can be edited.
Versions kept safe
Edit a worksheet anytime, earlier versions and answers stay intact.
Payments & Invoicing
Invoices in a few clicks
Create invoices and pro forma invoices with your taxes, currency and notes, and send them straight to clients.
Card and PayPal checkout
Clients pay online by card or PayPal, and paid invoices update automatically.
Reminders and reports
Overdue invoices get reminders on their own, and reports show what is paid and open, ready to export.
Integrations
Zoom
Create a Zoom meeting link for every online session automatically.
Google Calendar and Meet
Sync appointments to Google Calendar and add Google Meet links in one step.
Microsoft Outlook
Keep your Outlook calendar in sync with your PothosCare appointments.
The payoff
What changes once PothosCare runs your practice.
Same practice, same clients. Less of your week spent on everything that isn’t the session.
Fewer no-shows.
Automatic reminders reach every client, no extra effort from you.
Get paid faster.
Invoices go out the moment a session is booked or a package is purchased.
A more professional experience.
From first booking to last invoice, clients see a practice that has its systems together.
Hours back every week.
Save 5h weekly. No more juggling five tools to manage one practice.
Security & privacy
Enterprise-grade security, built in by default.
Role-based access controls, end-to-end encryption, and PCI-compliant payments through Stripe and PayPal. Your clients’ data is protected at every layer.
Role-based access
Every person in your organization sees only what their role allows, across the whole practice.
Granular visibility
Files and notes get their own visibility rules, set per client, so a sponsor never sees clinical detail.
Encrypted payments
PCI-compliant processing through Stripe and PayPal. Card details never touch PothosCare.
Pricing
Simple pricing, free until October 2026.
Add your card to get started. Nothing is charged until the free period ends.
Sprout
Regular price€19.99€0.00/moBest for: Solo coaches
Get started (opens in a new tab)
getting started- Up to 40 clients
- Up to 1 user seat
- Up to 20 MB of storage
Bloom
PopularRegular price€39.99€0.00/moBest for: Growing teams
Get started (opens in a new tab)
working with more clients- Up to 90 clients
- Up to 3 user seats
- Up to 50 MB of storage
Canopy
Regular price€69.99€0.00/moBest for: Larger organizations
Get started (opens in a new tab)
and clinics- Up to 150 clients
- Up to 5 user seats
- Up to 100 MB of storage
All plans include
- Client profiles, notes and files
- Scheduling & calendar with reminders
- Programs, packages and session templates
- Invoicing & payments
- Role-based access for your whole team
- Tasks and comments
- Email templates
- Dashboards for every role
- Coupons and discounts
- Video sessions with Zoom and Google Meet
- Practitioner contracts
- Support tickets
- Reports with Excel export
- Working hours and days off
- Online booking widget
- Outlook calendar sync
Early voices
Practitioners who stopped fighting their tools.
“PothosCare cut my admin time in half. I finally have my evenings back.”
50%
less admin time
5h
saved per week
“My clients notice the difference. Booking and paying feels effortless now.”
3x
faster onboarding
90%
less payment friction
Why we built it
Why we built PothosCare
We started PothosCare after watching coaches and therapists lose hours every week to admin that had nothing to do with their actual work. So we built a platform shaped by the people who’d use it, practitioners, not enterprises. Every feature exists because a real practice needed it.
FAQ
You have questions. We have answers.
Do I need to enter payment details now, and will I be charged before October 2026?
You’ll add a card to get started, but you won’t be charged anything until your free period ends in October 2026.
Can my clients pay me directly, or can a company or family sponsor cover the cost instead?
Both. PothosCare supports self-pay clients and sponsor-funded clients from day one, with a dedicated view for whoever’s paying.
How many clients and team members can I have on each plan?
Sprout supports up to 40 clients and 1 user, Bloom up to 90 clients and 3 users, Canopy up to 150 clients and 5 users.
Can I invite another practitioner or admin to help manage my practice?
Yes, you can invite practitioners and admins to your organization on any plan, up to your plan’s user seat limit.
Will my clients get automatic reminders for their sessions?
Yes, reminders go out automatically before every session, no manual follow-up needed.
Is my clients' information private and secure?
Yes. Notes and files have their own visibility rules, and payments are processed securely through Stripe and PayPal.
Join the practitioners already building on PothosCare.
Free until October 2026. Set up your practice in minutes.
Built with early coaches and therapists shaping every feature.
“Setup took me twenty minutes. Running my practice on it takes none of the stress it used to.”
