Is there a program that tracks client information for equine massage therapists?
If you’ve ever Googled “how to store client info” or “tracking equine massage notes” or “equine bodyworker client management system”… you’re not alone!
Maybe when you only had 3 or 4 horses a month it was easy to just text the owner to ask a few questions about their horse before you met them and when you were done with the session, send them a few notes about their horse.
But your business has grown.
You can barely remember what you had for lunch yesterday and you especially can’t remember if it was Sparky’s right or left tricep that was sore last session… you need a way to reliably track your client information (intake forms, phone numbers, barn gate codes, etc.), session notes (where was the horse sore? what did you feel?), and payment records (did Sue ever pay for Sal’s session…?).
That’s where a client management system comes in!
There are 3 main routes you can take when it comes to managing clients:
Willy nilly:Most people start here. You don’t really have a designated system. Some clients book via Messenger, others by text. You take notes (sometimes) but don’t have a real organizational structure. You don’t have actual invoices but just get payments through Venmo or Zelle or have random cash in the bottom of your pockets. This method just straight up doesn’t work. It makes you look disorganized and unprofessional and isn’t sustainable long-term.
DIY: This is where a lot of practitioners fall. They create a process that works for them (paper notes, digital forms, etc.) and organize their clients, session notes, and invoicing into multipart systems. They piece together their own management system (ex: intake forms via JotForm, invoicing through QuickBooks, etc.) with multiple softwares. This approach works well for some, but for others it’s just too many pieces in the puzzle. Multiple logins, multiple steps, and the easy ability to miss something along the way.
CRM: The practitioners who need more time and less stress choose a pre-made CRM (customer relationship management) system. Did you even know such a thing exists for equine bodywork businesses!? These are software programs designed by equine therapists for equine therapists and cover everything from the intake process, to session notes, to invoicing and scheduling sessions. They are a one-stop-shop for your business and client management. The designers know what you need and have thought of every question along the way. There are several great equine bodywork CRM options on the market:
These options run between $40-$100/month and all 3 have free trials so I encourage you to sign up, poke around, and see what option might be the best fit for you if you’re ready to explore a CRM.
So, what’s the best option for you?
The best client management system is the one that actually fits where you are right now. If you’re only seeing a few horses a month and a solid DIY setup works great for you, then stick with that! There’s no shame in keeping things simple when it’s working. But if you’re starting to feel overwhelmed, forgetting details, or spending too much time chasing payments, it might be worth trying one of the equine-specific CRMs.
Whichever route feels right for you, whether that’s leveling up your DIY system or signing up for a trial of a CRM, getting a little more organized will make your business feel smoother and give you more time to focus on what you love most: helping horses.
You’ve got this!
Did you know that statistically, most bodyworkers don’t make it past their 3rd business anniversary? 😢
If you need support building, scaling, or learning how to run your business like a pro so that you can make money and still love what you do - I’m here to help!
Visit my website for more information about Business Coaching and my comprehensive bodyworker business course, the Barrio Business Blueprint - I’d love to work with you to create a sustainable, profitable business.
