I used to spend 15–20 minutes before every coaching call scrambling through notes, Slack messages, and Stripe dashboards trying to remember where a client left off.
Multiply that by 8–12 calls a week and you’re looking at 3+ hours gone — just on prep. Not coaching. Not strategy. Not revenue-producing work. Just trying to remember what happened last Tuesday.
That’s dead now. I replaced all of it with an AI system that preps every single call in under 2 minutes. And I’m going to show you exactly how it works.
The Problem Every Coach Refuses to Talk About
Here’s something nobody in the coaching space wants to admit: most coaches are winging their calls.
Not because they’re bad at coaching. Because the admin around coaching is brutal. You’ve got clients in different stages, different offers, different problems. One person is stuck on their webinar funnel. Another just hit $15k/mo and needs help scaling their ad spend. Someone else joined three days ago and you haven’t even reviewed their intake form yet.
And all of that context lives in 47 different places. Your CRM. Your DMs. Your call notes app. Your email. That voice memo you left yourself at 11pm that you never listened to.
So what happens? You hop on the call, spend the first 5 minutes asking “So… where did we leave off?” and the client notices. They notice that you don’t remember. They feel like a number. And that’s the beginning of a cancellation.
I know because I’ve been there. Running Wealthy Coach Academy and my VIP program, I’ve got clients at $3k/mo trying to hit $10k, and clients at $20k/mo pushing toward $40k. The range of context I need to hold is massive. And my ADHD brain does not hold context well across 50+ active clients.
So I stopped trying to hold it myself.
The AI System That Changed Everything
About a year ago I started building an AI-powered workflow using Claude and a platform called OpenClaw. Think of it like having a research assistant who never sleeps, never forgets, and works in seconds.
Here’s what it does before every coaching call:
Pulls the client’s full history — every past call summary, action item, and milestone
Checks their current metrics (revenue, ad spend, funnel stats if they’ve shared them)
Reviews their recent messages and questions
Generates a one-page prep brief with a suggested agenda
Flags anything that needs follow-up from last time
All of that happens automatically. I open the brief, scan it for 90 seconds, and I’m ready to coach. That’s it.
No more scrambling. No more “where did we leave off.” No more feeling unprepared.
How It Actually Works (Step by Step)
Let me break this down so you can see the actual workflow. This isn’t theoretical — it’s what runs in my business every single day.
Step 1: Client History Gets Logged Automatically
Every time I finish a coaching call, my AI agent generates a structured summary. Not a transcript dump — a clean summary with:
Key topics discussed (what we actually covered)
Decisions made (what the client committed to)
Action items (specific next steps with deadlines)
Blockers identified (what’s in their way)
Emotional state (are they fired up or overwhelmed?)
This gets saved to that client’s file. Over time, each client builds up a complete history — like a medical chart, but for their coaching journey.
The AI doesn’t just record what happened. It tracks patterns. If a client keeps saying they’ll launch their webinar but hasn’t done it in three sessions, that gets flagged. If their revenue jumped 40% since last month, that gets highlighted.
Step 2: Pre-Call Intelligence Gathering
30 minutes before a scheduled call, the system kicks in automatically.
It:
Pulls the client profile — their offer, pricing, current revenue, target revenue, stage of business
Reviews the last 3 call summaries — what was discussed, what was assigned, what’s still open
Checks for updates — any messages they’ve sent, questions they’ve asked, wins they’ve reported
Cross-references their progress — are they on track with the roadmap we set? What milestones have they hit?
All of this gets compiled into a single prep document that’s usually about half a page.
Step 3: The Prep Brief
Here’s what a typical prep brief looks like (details changed for privacy):
Client: Sarah M. — VIP Program
Revenue: $12,400/mo (↑ from $8,200 last month)
Last Call: Feb 13 — Focused on Facebook ad creative testing
Open Action Items:
- Launch 3 new ad variations (DONE ✅)
- Set up retargeting audience (NOT DONE ⚠️)
- Review webinar registration page copy (IN PROGRESS)
Suggested Agenda:
1. Celebrate the revenue jump — acknowledge what’s working
2. Dig into why retargeting isn’t set up — blocker or avoidance?
3. Review registration page copy together
4. Set targets for next 30 days
Flag: Sarah mentioned feeling overwhelmed in her last message. Check in on capacity.
That’s what I see when I open my prep. Everything I need. Nothing I don’t.
I scan it in 90 seconds. I know exactly what to focus on. The client gets on the call and within the first minute they can tell — this coach remembers everything. That’s the experience that keeps people enrolled for 12+ months.
Step 4: Post-Call Summary and Follow-Up
After the call, I don’t write notes. The AI generates the summary from our discussion, pulls out the action items, and updates the client file.
But here’s the part most people miss — it also generates the follow- up message. A quick recap that goes to the client:
“Hey Sarah — great call today. Here’s what we covered: [summary]. Your action items for this week: [list]. You’re crushing it — that revenue jump is no accident. Let’s keep the momentum going.”
I review it, make a tweak or two if needed, and send. Total post-call time: maybe 2 minutes. Compare that to the 15 minutes I used to spend writing notes and follow-ups manually.
Step 5: Pattern Recognition Across Clients
This is where it gets really powerful. The AI doesn’t just prep individual calls — it sees patterns across my entire client base.
It can tell me things like: - “7 of your clients are stuck at the same revenue plateau — here’s the common blocker” - “Clients who complete the webinar module in Week 2 have 3x higher retention” - “Your VIP clients are averaging 47% revenue growth over 90 days”
That’s data I can use in my marketing, my curriculum, and my coaching. It turns every call into an intelligence asset, not just a service delivery moment.
The Results
Since implementing this system, here’s what changed:
Call prep time: From 15–20 minutes down to under 2 minutes
Client satisfaction: Retention in WCA went up because clients feel seen
Coaching quality: I’m sharper on calls because I’m not wasting mental energy trying to remember context
Follow-up consistency: Every client gets a recap within hours, not days (or never)
Scalability: I can handle more clients without dropping quality
The math is simple. If you’re saving 15 minutes per call across 10 calls a week, that’s 2.5 hours back every single week. Over a year, that’s 130 hours. That’s over three full work weeks you can reinvest into actually growing your business.
But the real ROI isn’t the time savings. It’s the quality of coaching. When you show up prepared, when you remember the details, when you follow up consistently — clients stay longer, get better results, and refer more people. That compounds.
Why Most Coaches Won’t Do This
I’ll be honest — setting up an AI workflow like this takes some upfront effort. You need to think through your process, decide what data matters, and configure the system.
Most coaches hear “AI” and think it means replacing the human element. That’s backwards. AI handles the admin so you can be MORE human on your calls. I’m not reading from a script. I’m using the brief as a launching pad to have a better, more focused conversation.
The coaches in my programs who adopt some version of this — even a simpler one — consistently outperform those who don’t. Not because the AI is coaching for them. Because they’re showing up with more context, more consistency, and more energy.
You don’t need to use the exact tools I use. You could start with something as simple as:
After every call, spend 3 minutes dictating a summary into a notes app
Before every call, review the last summary and write down 2–3 focus areas
After that becomes a habit, look into AI tools that can automate the summary and review steps
The principle matters more than the technology: systematic preparation beats talent every single time.
What This Means for Your Coaching Business
If you’re a coach doing $5k–$20k/mo and you’re still prepping calls from memory, you’re leaving money on the table. Not because you need to charge more. Because your current clients would stay longer and get better results if you showed up more prepared.
And if you’re scaling past $20k/mo with a growing roster of clients, this isn’t optional anymore. You literally cannot hold the context for 30, 40, 50+ clients in your head. You need a system.
AI isn’t coming for coaches. AI is what separates the coaches who scale from the coaches who burn out.
Ready to Build Systems That Scale?
This is exactly the kind of operational leverage we build inside Wealthy Coach Academy. Not just marketing tactics — the actual systems and workflows that let you coach more clients without
working more hours.
If you’re a coach doing at least $3k/mo and you want to scale to $10k, $20k, $40k+ without burning out, [check out WCA here]. We’ll build your systems together — AI-powered and otherwise.
Because the coaches who win in 2026 aren’t the ones who hustle harder. They’re the ones who build smarter.