Questions and answers
HeartLedge is practice management software for independent coaches.
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About HeartLedge
What is HeartLedge?
HeartLedge is practice management software for independent coaches. It covers booking, offers and packages, intake, scheduling, a client portal, messaging, and check-ins. Clients pay through the coach’s own Stripe account.
Who makes HeartLedge?
HeartLedge is a product of Pulse ROI, LLC, a Texas limited liability company. The company is founded and operated by Patrick Sheehan. HeartLedge has been publicly available since September 2026.
Who is HeartLedge for?
HeartLedge is for independent coaches who want to spend less time on the administrative side of their practice and more on their clients. It is aimed at coaches operating in the US.
Does HeartLedge work on a phone?
Yes. HeartLedge is designed for both phone and desktop screens, for coaches and their clients. It runs in the web browser, so there is no app to download from an app store.
Is HeartLedge HIPAA compliant?
No. HeartLedge is not a HIPAA-covered service. It is built for coaching, not clinical care, and does not sign business associate agreements. Do not use HeartLedge to store information that requires HIPAA protection.
Can I use HeartLedge outside the US?
HeartLedge is aimed at coaches operating in the US and charges in US dollars only. Coaches serving clients in the EEA or the UK should contact HeartLedge before relying on it.
Pricing and billing
How much does HeartLedge cost?
HeartLedge has one plan, and it costs $20 a month. Subscribe before March 2027 and that price stays for as long as you keep your subscription. New subscribers after that pay $49 a month.
Is there a free trial?
Yes. Every HeartLedge account starts with a 14 day free trial, and no card is needed to start.
What happens when my free trial ends?
When the HeartLedge free trial ends, your workspace goes read only. Nothing is deleted. New clients cannot book until you subscribe.
Do you take a percentage of client payments?
No. HeartLedge charges no platform fee on client payments. Stripe’s processing fees apply, and the money goes to your Stripe account, not to HeartLedge.
Is there a limit on clients?
No. Every HeartLedge plan includes unlimited clients.
Can I cancel any time, and do you give refunds?
You can cancel HeartLedge any time, and you keep access through the period you have paid for. Subscription fees are not refundable, and partial months are not prorated, except where the law requires a refund.
Using HeartLedge
What do I need to accept payments from clients?
You need your own Stripe account. You connect it to HeartLedge, and client payments go directly to it.
Can I change my booking link?
No. Your HeartLedge booking link is created from your practice name when you sign up, and it cannot be changed later. You can still edit the practice name itself.
How do my clients sign in?
Clients sign in to HeartLedge with a one-time link sent to their email. They do not need a password.
Do my clients pay anything to use HeartLedge?
No. Clients pay nothing to HeartLedge. They pay only for what you sell them, through your own Stripe account.
Can my clients see my session notes?
No. Session notes in HeartLedge are private to you and never appear in the client portal. The session agenda is different: clients see it unless you mark it coach only.
Can I have clients sign my coaching agreement?
Yes. You upload your agreement to HeartLedge as a PDF, and clients sign it by typing their name and accepting. Each client gets a signed copy by email. The agreement is between you and your client.
Your data
Can I export my data?
Yes. You can export your practice’s data from HeartLedge at any time, from Settings. The export is a .zip file of JSON and CSV files covering clients, sessions, notes, payments, messages, and offers.
Who owns my data and my clients’ data?
You own the content you put into HeartLedge. Content your clients submit belongs to them, and you have access to it through HeartLedge.
Do you sell my data or use it to train AI?
No. HeartLedge does not sell your data or your clients’ data, or share it for advertising. HeartLedge does not use client personal information to train AI models.
Does HeartLedge store card numbers?
No. Card details are entered on Stripe’s own pages and never reach HeartLedge’s servers.
What happens if I delete my account?
Deleting your HeartLedge account starts a 30 day grace period. During that time, you can restore everything by signing in and confirming. After 30 days, your practice data is permanently deleted and cannot be recovered. A small set of records is kept longer, including minimal financial records for seven years.
What HeartLedge does not do
Does HeartLedge host video sessions?
No. HeartLedge does not host video calls. You add your own meeting link, such as Zoom, and clients get it with each session.
Can I charge in currencies other than USD?
No. HeartLedge charges in US dollars only.
Can I sell subscriptions or payment plans to clients?
Not yet. HeartLedge does not support recurring billing or payment plans for clients today. Offers and packages are paid once, and recurring billing is planned.
Can I add other coaches or staff to my account?
No. Each HeartLedge account has a single owner, and there are no seats for other coaches or staff.
Can I import clients from another tool?
No. HeartLedge has no import from other tools. You add clients one at a time, or they join through your booking link.
Does HeartLedge do email marketing, newsletters, or courses?
No. HeartLedge sends only the emails a practice needs to run, such as booking confirmations, reminders, and receipts. It does not offer newsletters, email marketing, or courses.