常見問題

ClientFlow is the all-in-one Business OS for service professionals. It combines client management, payment tracking, appointment scheduling, automated reminders (WhatsApp and email), invoicing, expense tracking, inventory management, and analytics in one platform. It is built for trainers, therapists, tutors, coaches, beauty professionals, and every service professional with recurring clients.

ClientFlow is built for independent service professionals and small teams who manage recurring clients. This includes personal trainers, therapists, counselors, tutors, music teachers, beauty professionals, coaches, driving instructors, yoga instructors, massage therapists, and dozens of other service professions across categories like health, fitness, beauty, education, and coaching.

Unlike generic CRMs built for sales teams, ClientFlow is designed specifically for service professionals with recurring clients. It combines CRM with payment tracking, appointment scheduling, WhatsApp reminders, invoicing, and expense management in one tool — instead of stitching together separate apps. It ships profession-specific starter templates: task checklists, custom fields and intake forms for your trade.

Honesty matters to us. ClientFlow does NOT process or collect payments from your clients — we track payments you receive (cash, bank transfer, card) via manual entry and send reminders for what's owed, but we are not a payment gateway for client-to-professional transactions. ClientFlow is NOT HIPAA-certified; US healthcare providers handling Protected Health Information should consult their own compliance counsel. ClientFlow does NOT have a native Android app yet (in development, not released to Google Play); the iOS app is on the App Store (not yet available in EU countries). SMS reminders are not yet supported — reminders go via WhatsApp and email. SSO, white-label branding, and custom domains are not available, and none of them is being built right now — SSO waits for a real request, and a request is what would change this.

A booking system owns the calendar: availability, slots, confirmations, reschedules. A CRM owns the relationship: who the person is, what you have agreed, what they have paid, what happened last time. They answer different questions — "when are they coming" versus "what is going on with them" — which is why most service businesses end up running both and discover the real cost afterwards: one client list living in two places, diverging quietly. The practical test before you buy either is whether the appointment and the client record are the same record. ClientFlow is built as the second kind with the calendar inside it, so a booking, a note, an invoice and a reminder all hang off one client.

It is not a client count, which is why the usual answers are unsatisfying. The threshold is the first time you cannot answer a question from memory and cannot find it either: what you agreed on price, whether last month was paid, why someone stopped booking. For most solo practitioners that arrives somewhere between twenty and fifty active clients, but it arrives much earlier if the work is recurring and much later if each job is one-off. A better trigger than a number: you have started keeping a second list to check the first one. That is the point at which the spreadsheet has already failed and is being propped up. ClientFlow has a free plan for up to ten clients, which is deliberately below that threshold rather than at it.

Yes, ClientFlow has a free tier that is free forever (not a trial). The free plan includes up to 10 clients, 100MB storage, 50 AI credits per month, and basic payment tracking. Paid plans are Starter ($15/month — unlimited clients, 5GB storage, Google Calendar sync, import & export, and 100 AI credits/month), Pro ($29/month — everything in Starter plus 50GB storage, WhatsApp Business API, advanced analytics, and 500 AI credits/month) and Team ($59/month + $15 per additional seat — everything in Pro plus team roles, granular permissions, shared views, webhooks, and 2,000 pooled AI credits/month). All paid plans include a 14-day free trial; starting a trial needs no card, and you pay only if you choose to keep the plan.

ClientFlow has four simple plans. Free ($0 — 10 clients, 100MB, 50 AI credits/month). Starter ($15/month — unlimited clients, 5GB, Google Calendar sync, basic analytics, import & export, 100 AI credits/month). Pro ($29/month — unlimited clients, 50GB, WhatsApp Business API, advanced analytics, API access, 500 AI credits/month). Team ($59/month + $15 per additional seat — everything in Pro plus team roles, granular permissions, shared views, webhooks, and 2,000 pooled AI credits/month; 3+ seats). All paid plans include a 14-day free trial; starting a trial needs no card, and you pay only if you choose to keep the plan.

ClientFlow offers a 14-day money-back guarantee on your first invoice — request a refund from Settings → Subscription → Request refund within 14 days of your first paid invoice and you will be refunded in full. Beyond that window, individual renewals and second-or-later invoices are not refunded; instead, contact support and we can issue account credits applied to future invoices. You can cancel auto-renewal at any time from your subscription settings — your plan remains active through the period you have already paid for.

Yes. On the free and Starter plans, ClientFlow provides WhatsApp deep links (wa.me) for manual one-tap reminders. On PRO and Team plans, ClientFlow offers fully automated WhatsApp reminders via the WhatsApp Business API — payment reminders, appointment confirmations, and overdue follow-ups are sent automatically without any manual action.

Yes. ClientFlow includes appointment scheduling with recurring sessions (daily, weekly, monthly, yearly patterns), cancellation tracking, Google Calendar and iCloud CalDAV sync (Starter and above), automated reminders at configurable intervals before sessions (e.g. 24h + 2h + 15m), no-show tracking, per-appointment staff assignment, and online meeting URL fields for Zoom/Google Meet sessions.

Yes, ClientFlow supports 20 languages: English, Turkish, German, Spanish, French, Italian, Portuguese, Dutch, Polish, Russian, Ukrainian, Swedish, Finnish, Arabic, Hindi, Japanese, Korean, Simplified Chinese, Traditional Chinese, and British English. The interface, reminders, and client-facing pages are all translated.

Yes, ClientFlow includes built-in invoicing. You can generate professional invoices for your clients with your business branding, itemized services, and payment status tracking. Invoices can be shared digitally via WhatsApp or email, and payments against invoices are tracked automatically. This eliminates the need for separate invoicing software like FreshBooks or Wave.

Yes, ClientFlow includes expense tracking to help you monitor your business costs. You can log expenses with categories, dates, amounts, and notes. Expenses flow through an approval workflow (draft, pending, approved, rejected) and are factored into your business analytics, giving you a clear picture of your profit margins alongside your revenue data.

Yes, ClientFlow includes inventory management for service professionals who sell products alongside their services. You can track stock levels, set low-stock alerts, record product sales, and view inventory analytics. This is especially useful for beauty professionals, personal trainers selling supplements, or therapists offering wellness products.

Yes, ClientFlow supports customizable intake forms that you can send to new clients before their first session. Forms go through a lifecycle of draft, published, and archived states. You can collect health information, preferences, consent agreements, and any other details relevant to your profession. Responses are stored securely alongside the client profile for easy reference.

ClientFlow tracks time through its appointment and session management system. Each appointment records start time, duration, and completion status, giving you a clear log of time spent with each client. Combined with payment data, this lets you analyze your effective hourly rate and optimize your schedule for maximum productivity.

Two things move the number, and neither is a longer cancellation policy. The first is a reminder that arrives close enough to matter — roughly a day ahead, not a week, because a week-old reminder is filed and forgotten. The second is a channel the person actually reads; for most service clients that is the one they last replied on, not the one you prefer to send from. A reminder that lands in an unread inbox is the same as no reminder. Everything after that is marginal. In ClientFlow appointment reminders are automated by email on every plan, and WhatsApp delivery becomes automatic once a WhatsApp Business account is connected, on Pro and above. Below that the message is prepared for you and you tap to send — a real difference worth knowing before you rely on it.

For genuinely automatic sending, yes. The distinction that catches people out is between a prepared message and a delivered one: a wa.me link is not automation, because it still needs a human to open it and tap send. Delivery that happens whether or not you open the app that morning goes through the WhatsApp Cloud API, and that requires a WhatsApp Business account connected to whatever tool is sending. Any tool claiming automatic WhatsApp without one is preparing messages, not sending them — worth checking before you choose. ClientFlow works both ways: connect a WhatsApp Business account on Pro or above and reminders send themselves; below that it prepares the message and you tap.

Send a link rather than a PDF, let the client answer on a phone without creating an account, and make sure the answers land on the client record rather than in an inbox. The last two are the ones worth insisting on. Paper survives because the usual alternatives create a second problem: a PDF you still have to read and retype, or a form tool whose answers live somewhere your client record cannot see. Both recreate the filing you were trying to escape, so the question to ask of any tool is not "can I build a form" but "where does the answer end up". In ClientFlow the answers attach to the client. Be aware of the plan boundary: intake forms are not part of the free plan at all — the limit there is zero, not a small number. Starter includes three, Pro ten, Team unlimited.

Store a preferred language on each client record, then send from message templates that already exist in that language. At send time the message is selected, not translated — which is what makes it safe to automate, because nothing goes out in wording no one has read. Any system can implement this; what differs between tools is how far the language travels. Most apply it to one channel and stop, so the test worth applying is whether the client's language reaches the invoice and the portal login or only the reminder. ClientFlow ships built-in reminders, invoices and portal pages already translated across its supported locales. The honest limit: it does not machine-translate wording you write yourself — for your own message text you add a version per language, and it falls back to your business language where one is missing.

ClientFlow tracks all client payments with status (paid, pending, overdue), amount, date, and payment method. It sends automated reminders for upcoming and overdue payments via WhatsApp and email. Clients can pay online via 3D Secure card payments. The dashboard shows total revenue, outstanding balances, collection rate, and payment trends.

No — ClientFlow tracks client payments, it does not collect them. You can share an invoice as a link your client opens and views, send automated WhatsApp and email reminders, and record the payment yourself once it arrives, whether by bank transfer, cash or your own card terminal. Online card payments through iyzico cover your own ClientFlow subscription, not the money your clients owe you.

Make the follow-up a schedule rather than a decision. Chasing feels awful because every message is a fresh judgement call — whether it is too early, whether it will sound rude. Fix the timing in advance (the due date, then a set number of days after it), write the wording once as a template so you are not composing under discomfort, and keep what is outstanding in one list rather than in your head. The schedule, not the wording, is what removes the dread. In ClientFlow payment reminders send themselves by email on every plan including the free one, and automatically over WhatsApp once a WhatsApp Business account is connected, which is a Pro feature. Note the boundary: ClientFlow tracks what is owed and chases it, but the money does not move through it.

ClientFlow is built to be GDPR-ready. Customer data is stored in the EU (Frankfurt, Germany); a few sub-processors operate outside the EEA and are listed on the sub-processors page. The platform supports right to erasure (data deletion on request), data portability (export all your data), explicit consent tracking, and encrypted data storage (AES-256 encryption at rest, TLS 1.3 in transit). ClientFlow does not sell user data to third parties.

All ClientFlow data is stored in Frankfurt, Germany (EU) with daily automated backups. Sensitive personal data is encrypted at rest with AES-256-GCM, and all traffic uses TLS 1.3 in transit. The platform is actively monitored, with incidents and maintenance windows posted on the public changelog, and payment data is handled by PCI-DSS-certified iyzico.

If you cancel your ClientFlow subscription, your account is downgraded to the free plan rather than deleted. You retain access to your data, though some features may be limited. If you request full account deletion, ClientFlow complies with GDPR right to erasure — all your data is permanently removed from EU servers within 30 days of the request.

Yes, ClientFlow supports full data export as part of its GDPR data portability commitment. On the Starter plan and above, you can export your client list, payment history, appointments, and other business data in CSV format. This ensures you are never locked into the platform and can take your data with you at any time.

Yes, ClientFlow performs daily automated backups of all data stored in its Frankfurt, Germany data center. Backups are encrypted with AES-256 and stored redundantly to protect against data loss. In the unlikely event of a server failure, your data can be restored quickly from the most recent backup, ensuring business continuity.

Attach every note to the person rather than to the appointment or the date, keep one entry per session, and before you rely on any system check two things: that you can search inside the notes, and that you can get them out again. Those two are what turn a pile of entries into a history. The failure mode is not losing notes — it is losing the thread. Notes spread across a calendar, a notebook and a messaging app are individually fine and collectively useless, because the question you ask months later is "what happened with this client", not "what did I write on the 14th". Storage that cannot answer the first question is filing, not a record. In ClientFlow notes hang off the client record and are searchable and exportable; AI structuring of loose text into bullets and a next action is a Pro feature and drafts only — nothing is saved until you approve it.

Yes, ClientFlow is built for personal trainers. It tracks client sessions, manages payment packages (prepaid blocks of 5/10/20 sessions), sends automated workout reminders, tracks no-shows with cancellation policy enforcement, syncs with Google Calendar, and provides revenue and client retention analytics. Starter task templates and custom fields come tailored to personal training.

Yes. ClientFlow is well-suited for therapists, counselors, and coaches. It provides secure client data storage (GDPR-ready, client data stored in the EU), appointment scheduling with recurring sessions and buffer time, payment tracking with insurance-friendly features, automated WhatsApp and email reminders sent before every session, and administrative notes separate from clinical documentation.

Yes. ClientFlow supports tutors, music teachers, language teachers, and driving instructors. It tracks student sessions and progress, manages lesson packages, sends automated reminders to students (or parents), handles recurring scheduling, and provides payment tracking with overdue follow-ups. The platform supports 20 languages for international students.

Yes, ClientFlow is an excellent fit for beauty professionals including hairdressers, nail technicians, estheticians, and makeup artists. It manages client appointments with buffer time between sessions, tracks product inventory and stock levels, handles payment packages, and sends automated reminders to reduce no-shows. The inventory management feature is particularly valuable for tracking beauty supplies and retail products.

Yes, ClientFlow is widely used by life coaches, business coaches, executive coaches, and wellness coaches. It provides session scheduling with recurring appointments, payment package management for coaching programs, automated session reminders, client progress notes, and intake forms for onboarding new coachees. The platform supports 20 languages, making it ideal for coaches with international clients.

Yes, ClientFlow works well for photographers who manage recurring client relationships such as family portrait sessions, headshot clients, or event photography retainers. It handles appointment scheduling, payment tracking with package management, client communication via WhatsApp and email, and expense tracking for equipment and supplies. The invoicing feature is especially useful for sending professional quotes and collecting session fees.

Yes, ClientFlow is well-suited for driving instructors and driving schools. It manages student lesson schedules with recurring sessions, tracks lesson packages (e.g., 10 or 20 lesson blocks), sends automated reminders to students before their lessons, and handles payment tracking with overdue follow-ups. The platform supports sending reminders to parents for underage students and integrates with Google Calendar to keep your driving schedule organized.

Signing up for ClientFlow is simple and takes less than a minute. Visit clientflow.center, click "Get Started Free," and create your account with an email address or Google sign-in. No credit card is required for the free plan, and you can start adding clients immediately after registration.

Most users are fully set up within 10-15 minutes. After signing up, you select your profession, customize your business profile, and start adding clients. ClientFlow pre-loads templates and custom fields that match your profession, so you are not starting from a blank page. If you have existing client data, you can import it via CSV on the Starter plan and above.

Yes, ClientFlow supports CSV import on the Starter plan (from $15/month) and above. You can export your existing client list from Excel, Google Sheets, or any other tool as a CSV file and import it directly into ClientFlow. The import wizard maps your columns to ClientFlow fields, making migration quick and painless.

ClientFlow is a Progressive Web App (PWA) — you can install it directly from your browser onto your phone's home screen for a fast, app-like experience with full access to client management, appointments, payments, and notifications on the go. The native iOS app is available on the App Store (not yet available in EU countries). The Android app is still in development and not yet on Google Play, so on Android the PWA is the way to use ClientFlow.

No, ClientFlow is a cloud-based platform that runs entirely in your web browser. There is nothing to install, update, or maintain — just visit clientflow.center and log in. Your data is always backed up and accessible from any device. For mobile access, you can add the PWA to your home screen, or install the native iOS app from the App Store (not yet available in EU countries; the Android app is in development, not yet on Google Play).

Export to CSV, decide what each column actually means, preview how it maps into the new system, and only then import. Migrations lose data at the mapping step, not the export step — a column called "Notes" routinely holds three different things in the same sheet: an address, a preference, and a warning about a client. Decide before the import, because afterwards everything looks tidy and the ambiguity is invisible. Then keep the spreadsheet untouched until the new system has run one full billing or booking cycle. That is your rollback and it costs nothing. In ClientFlow CSV import with a mapping preview is available from Starter upward; it is deliberately switched off during the free trial and on the free plan, which is an anti-abuse limit rather than an oversight.

Yes, ClientFlow integrates with Google Calendar on the Starter plan (from $15/month) and above. Appointments created in ClientFlow automatically sync to your Google Calendar, and changes in either direction are reflected in real time. This ensures you never double-book and can see your ClientFlow sessions alongside personal events.

iyzico, for your own ClientFlow subscription — card payments with 3D Secure, supporting Visa, Mastercard, American Express and Troy. iyzico is PCI DSS certified and ClientFlow never stores raw card data. ClientFlow does not process payments from your clients to you: you record those yourself, and ClientFlow tracks what is still outstanding and reminds the client by WhatsApp or email.

Yes, ClientFlow offers WhatsApp integration at two levels. On the Free plan, you get wa.me deep links for one-tap manual messaging to clients. On the Pro plan ($29/month) and above, ClientFlow connects to the WhatsApp Business API for fully automated reminders — payment due dates, appointment confirmations, and overdue follow-ups are sent automatically without any action on your part.

ClientFlow does not currently have a native Zapier integration. However, the Team plan ($59/month + $15/seat) includes API access and webhooks, which allow you to build custom integrations with third-party tools and automation platforms. This gives advanced users the flexibility to connect ClientFlow to virtually any service through custom development.

Yes, ClientFlow includes built-in email functionality for client communication. All plans include email reminders for upcoming appointments and pending payments. The platform sends automated email notifications based on your configured reminder schedule, helping reduce no-shows and improve payment collection rates without requiring a separate email marketing tool.

Calendly is a scheduling-only tool, while ClientFlow is a complete Business OS for service professionals. ClientFlow includes appointment scheduling plus client management, payment tracking, invoicing, WhatsApp and email reminders, expense tracking, inventory management, and business analytics — all in one platform. If you need more than just booking links, ClientFlow replaces a stack of separate tools.

ClientFlow is purpose-built for recurring-client service professionals (trainers, therapists, tutors, coaches), while HoneyBook focuses more on project-based creative businesses. ClientFlow offers WhatsApp Business API integration, support for 20 languages, profession-specific workflows for trainers, therapists, tutors, coaches, and more, and a free forever tier — features HoneyBook does not provide. For professionals managing ongoing client relationships rather than one-time projects, ClientFlow is the stronger choice.

Yes. Spreadsheets require manual data entry, have no automation, and become unmanageable as your client base grows. ClientFlow automates payment reminders, appointment scheduling, and follow-ups. It also provides real-time dashboards, client histories, and professional invoices that spreadsheets simply cannot offer. The free plan costs nothing, so there is no reason to stay on spreadsheets.

Practice Better is designed primarily for health and wellness practitioners, while ClientFlow serves every service profession — health, fitness, education, beauty, coaching, creative, and home services. ClientFlow offers WhatsApp Business API integration, 20-language support, and a generous free tier with no time limit. It also includes inventory management and expense tracking that Practice Better lacks. For professionals outside the health and wellness niche, ClientFlow provides a more versatile solution.