Get up and running in under 15 minutes

• 1
  Open your browser and go to your ecoachsoftware URL

  You will have received an invite email with your login address and a link to set your own password. Use that link before logging in for the first time.
• 2
  Enter your email and password

  If you have forgotten your password, click "Forgot password?" on the login page and a reset link will be emailed to you instantly.
• 3
  You will land on your Dashboard

  The dashboard shows your revenue summary, quick links to all key areas, and upcoming calendar events. It populates as you add data.

Click Settings in the left sidebar. Fill in every field you want to appear on your invoices.

Each lesson type has a name, rate, unit, and a taxable toggle. Every transaction you log uses one of these — they are your billing building blocks.

• 1
  Click "Lesson types" in the sidebar, then "Add lesson type"

  Found under Settings in the left navigation.
• 2
  Enter a name, rate, and unit

  Examples: "45-min private — $95 — per lesson" · "Group class — $40 — per session" · "Off-ice conditioning — $55 — per session"
• 3
  Set the taxable toggle — this is critical

  If you charge GST/HST on a lesson, turn ON the taxable toggle when creating it. Lessons marked taxable have tax calculated automatically on invoices. Lessons without the toggle are billed tax-free regardless of your tax settings.

• 1
  Go to Clients in the sidebar and click "Add client"

  Add each skater you currently coach. You can add all your clients before logging any transactions.
• 2
  Fill in name, email, phone, and address

  The email address is required if you want to send invoices directly to the client. Name is the only required field.
• 3
  Optionally add parent / guardian name

  Useful for youth skaters — appears in the client record for your reference.

The Clients screen — all your skaters in one place.

Every lesson you teach becomes a transaction. Log them daily, weekly, or in batches — the dates are what matter for invoicing.

• 1
  Go to Transactions and use the form at the top of the page

  Select the client, lesson type, date, and quantity. Quantity can be a decimal — e.g. 0.5 for a half lesson.
• 2
  Add a note if needed (optional)

  Notes appear on the invoice line item — useful for descriptions like "Edge work focus" or "Competition prep."
• 3
  Click Save — transactions appear grouped by month

  Sorted by date within each month. You can edit or delete any transaction at any time.

ecoachsoftware supports two invoicing workflows. Use whichever fits how you coach.

Sending an invoice by email

• 1
  Click "Send invoice" on any invoice

  The button appears on every invoice in Preview mode and on every posted invoice.
• 2
  Optionally write a personal message

  Your message appears above the invoice in the client's email — a personal note from you. Leave it blank for a clean invoice-only email.
• 3
  Check "CC me" to get a copy in your inbox

  On by default. Sends a copy to your business email so you have a record of every invoice sent.
• 4
  Use "Send all invoices" for the whole batch at once

  Available at the top of both the Preview and Posted Invoices pages. Review the list, write one optional message for all, then send.

• 1
  Go to Reports → AR aging in the sidebar

  Shows every client with an outstanding balance, sorted by how long the invoice has been unpaid.
• 2
  Review balances by client

  Each row shows the client name, invoice number, invoice date, total billed, amount paid, and remaining balance. Oldest unpaid invoices appear first.
• 3
  Record payments in Posted Invoices

  When a client pays, open their invoice in Posted Invoices and click "Record payment." Enter the amount and date — the AR report updates automatically.
• 4
  Print or export the report

  Click the print button to save a clean PDF for your records or accountant.

AR aging report — outstanding balances at a glance.