For consultants and coaches
Every hour you spend booking sessions, writing recaps, chasing proposals and nurturing leads is an hour you cannot bill. Your hero schedules sessions, sends recaps and action items, tracks proposals and follow-ups, and keeps your pipeline warm, from WhatsApp and Telegram, with your approval on every message.
Nothing goes out without your OK.
A consultant or coach has one thing to sell: time with you. Yet a large part of every week goes to work nobody pays for. Twelve messages to book a session. Recaps you promise and send two days late, or never. Proposals that go out and disappear into silence. Leads who were interested in March and forgot you by May because you never followed up. Content and nurturing that are always "next week".
It is not that any of it is hard. It is that it never stops, and it all depends on you remembering. When you are busy with client work, the admin slips. When the admin slips, the pipeline dries up. Then you are not busy anymore, and you spend a month rebuilding it.
HeroKit gives you the assistant that keeps the business side of your practice running while you do the work. Your hero books sessions with real open slots, turns your voice notes into recaps and action items, tracks every proposal and chases it politely, keeps past clients and leads warm with timely check-ins, and prepares you before every first call. Every message that goes out in your name waits for your approval.
Picture this
Illustrative scenarios. Names and clients are examples.
Picture this: a consultant with no time to prepare
The moment
Back-to-back client calls left no time to prepare deliverables, so the work happened at night.
You send your hero
“Keep two hours free every morning for deep work and never offer those slots.”
Your hero
Remembers the rule, offers only afternoon slots to clients and warns you if someone asks for a morning.
The result
The thinking happens during the day, and the evenings are yours again.
Example: a monthly check on a client's results
The moment
Before every monthly call you log into the client's dashboard and copy numbers into your notes.
You send your hero
“Before each monthly call, send me the client's key numbers and what changed.”
Your hero
Pulls the figures from the connected dashboard and sends a short summary the day before the call.
The result
You walk in with the numbers and the story already clear.
Picture this: a client you saw three months ago
The moment
A past client books again. Your notes from last time are scattered across a notebook, an app and your memory.
You send your hero
“What did Dana and I work on last time, and what did she commit to?”
Your hero
Brings back the recaps, commitments and outcomes from her earlier sessions in a short summary.
The result
You start the new engagement as if no time had passed.
Example: a corporate client with slow accounts payable
The moment
A corporate client pays at 60 days if you remind them, 90 if you do not. Reminding feels awkward.
You send your hero
“Chase the Northwind invoice politely at 30, 45 and 60 days.”
Your hero
Drafts each reminder in a friendly, professional tone, addressed to the right person in accounts, for your approval.
The result
You get paid on time without becoming the debt collector in the relationship.
Picture this: an event organiser emails
The moment
An invitation to speak at an industry event sat in your inbox under client email until the deadline passed.
You send your hero
“Flag speaking and partnership invitations and summarize them once a week.”
Your hero
Collects invitations into a weekly list with dates, audience and deadlines, and drafts replies for the ones you accept.
The result
Opportunities that grow your practice stop slipping past.
Picture this: the start of a coaching week
The moment
You start the week scrolling messages to work out which clients are stuck and which sessions need preparation.
You send your hero
“Nothing. The morning brief arrives on its own.”
Your hero
Lists this week's sessions, clients whose commitments are due, proposals waiting for an answer, invoices unpaid and people due a check-in.
The result
The week has a plan before your first coffee.
Example: a promising first call
The moment
A great discovery call ends with "send me something". The proposal takes a week, and the energy fades.
You send your hero
“Voice note after the call with the scope, the timeline and the fee.”
Your hero
Drafts the proposal in your usual structure from your voice note and your last similar proposal, in a Google Doc for your edit.
The result
The client gets the proposal the same day, while they are still excited.
Picture this: a twelve-person group coaching programme
The moment
Twelve participants ask the same logistics questions in the programme group: links, dates, homework.
You send your hero
“@hero when is the next call and where is this week's worksheet?”
Your hero
Answers in the group from the programme schedule and the shared Drive, tagging whoever asked.
The result
You spend the programme coaching, not answering logistics.
Example: sessions across time zones
The moment
A long-term client moved abroad. Every booking became a time-zone puzzle and two sessions were missed.
You send your hero
“Book Ari in his time zone and show both times in every message.”
Your hero
Remembers the client's time zone, offers slots that fall in both working days and writes both times in confirmations and reminders.
The result
No more missed sessions because of mental arithmetic.
Example: back-to-back coaching sessions
The moment
You promise every client a recap with action items. With four sessions a day, half of them go out late and some never.
You send your hero
“A 30-second voice note after each session with what was agreed.”
Your hero
Drafts a clean recap with the commitments and dates, waits for your approval, and tracks the action items so the next session starts with them.
The result
Clients get their recap within the hour and arrive at the next session having done the work.
Picture this: a proposal sent two weeks ago
The moment
You sent a proposal and heard nothing. You did not want to seem pushy, so you waited, and the deal faded.
You send your hero
“Follow up on proposals after five days, then after twelve.”
Your hero
Tracks every proposal you send, drafts a short, friendly follow-up on day five and a second one on day twelve, both for your approval.
The result
You get a yes, a no or a "next quarter", instead of silence.
Example: a new client wants to start
The moment
A new client asks to book. You exchange eight messages over two days to find a time.
You send your hero
“Offer Dana two slots next week for a 90-minute kick-off.”
Your hero
Checks your calendar, offers two real slots in a message for your approval and sets reminders for both of you once she picks.
The result
The first session is booked the same day the client said yes.
Picture this: six months after a project
The moment
A great client from last year would hire you again, but nobody reminded either of you.
You send your hero
“Remind me to check in with past clients three and six months after a project ends.”
Your hero
Tracks every finished engagement and drafts a personal check-in at the right time, mentioning what you worked on.
The result
Repeat work arrives without a sales campaign.
Example: a discovery call tomorrow
The moment
You know the company's name and little else, and there is no time to research tonight.
You send your hero
“Research Levi Logistics before tomorrow: what they do, size, recent news, likely challenges.”
Your hero
Delivers a one-page summary you can read in five minutes.
The result
You ask sharper questions in the first ten minutes and stand out from the other consultants they are talking to.
Picture this: a coaching client who forgets
The moment
A client forgot their session. You waited, then had to reschedule.
You send your hero
“Remind clients the day before each session with the link and what to bring.”
Your hero
Drafts a reminder for each of tomorrow's clients, with the meeting link and their open action items, and sends the round after your approval.
The result
Clients turn up on time and prepared.
Example: a newsletter you mean to write
The moment
Your monthly newsletter is three months late because client work always wins.
You send your hero
“Draft this month's newsletter from my session themes and the two articles I liked.”
Your hero
Writes a first draft in your tone from the themes you gave it and the articles you shared, in a Google Doc.
The result
Editing a draft takes twenty minutes; writing from scratch never happened.
Picture this: end of an engagement
The moment
You finish a project and send the invoice weeks later, then wait weeks more to be paid.
You send your hero
“When I close an engagement, draft the invoice and chase it after 14 days.”
Your hero
Drafts the invoice from the agreed fee, waits for your approval and drafts a polite reminder if it is unpaid after 14 days.
The result
Cash flow that matches your calendar.
Example: a half-day client workshop
The moment
A workshop means attendee lists, dietary questions, the room, the agenda, pre-reading and reminders, all by email.
You send your hero
“Run the logistics for the Northwind workshop on the 12th.”
Your hero
Tracks the attendee list in a Google Sheet, drafts the invitation, the pre-reading email and the reminders for your approval, and lists who has not confirmed.
The result
You focus on the content of the workshop, and the logistics just happen.
Picture this: a coaching client who loses momentum
The moment
A client commits to three actions, then does nothing until the next session two weeks later.
You send your hero
“Nudge clients halfway between sessions about their commitments.”
Your hero
Drafts a short, encouraging check-in halfway to the next session with the client's own commitments, for your approval.
The result
Clients make progress between sessions, and your coaching gets better results.
Example: an introduction from a happy client
The moment
A client introduced you to a colleague by email. You meant to reply properly, and a week passed.
You send your hero
“Flag introductions right away and draft a warm reply with two call times.”
Your hero
Spots introduction emails, drafts a thank-you to the introducer and a warm reply to the new contact with two real slots.
The result
Referrals become calls the same day, while the introduction is still fresh.
Picture this: a retainer client
The moment
Every month you compile the same report for each retainer client from their dashboards.
You send your hero
“On the 1st of each month, draft each retainer client's report from their dashboard.”
Your hero
Pulls the numbers from each connected dashboard and drafts a short report in your format for your review.
The result
Reporting day becomes editing hour.
Example: too many sessions in one week
The moment
Six sessions landed on Tuesday and none on Thursday. You were exhausted on Tuesday and idle on Thursday.
You send your hero
“Keep my sessions to four a day and suggest moving the extras.”
Your hero
Remembers the rule when offering slots, and drafts polite reschedule offers for sessions that break it.
The result
A sustainable week, and better sessions because you are not running on empty.
Picture this: a successful engagement ends
The moment
Happy clients leave, and you never ask them to say so publicly.
You send your hero
“At the end of each engagement, draft a short thank-you that asks for a few words about working together.”
Your hero
Drafts the message in your tone for your approval and reminds you once if there is no reply.
The result
Real words from real clients, collected without awkwardness.
An AI assistant for consultants handles the business around the expertise: scheduling, recaps, follow-ups, proposals, invoices, research and the nurturing that keeps a pipeline full. It is the practice manager most independent consultants and coaches never hire, because their work does not fill a full-time role, but the gaps cost them every week.
HeroKit works from WhatsApp and Telegram, where many clients already message you, and from your Gmail, Google Calendar and Drive. Your hero has its own number, understands voice notes in any language, remembers your clients and their goals, and drafts every message for your approval before it goes out.
Ask any consultant how many of their working hours are billable and the honest answer is rarely high. The rest goes to the business: booking, chasing, writing recaps and proposals, invoicing, and the constant low-level marketing that keeps new clients coming.
Some of that work needs you: a proposal is a judgment, a relationship is personal. Most of it does not: finding a time, sending a reminder, chasing a reply, formatting a recap, drafting an invoice. Those are the hours a hero gives back, and for someone who sells hours, they are the most valuable hours in the week.
Real slots offered, confirmations and reminders drafted.
Try: “Book Maya for 60 minutes next week.”
From a voice note to a clean recap with commitments and dates.
Try: “Recap today's session with Dana.”
Tracked for you and your client, and brought up next session.
Try: “What did Ari commit to last time?”
First drafts in your format, and follow-ups until you get an answer.
Try: “Draft a proposal for Northwind like the Cohen one.”
Check-ins with leads and past clients at the right moment.
Try: “Who should I check in with this month?”
Client and market background before a first call.
Try: “Research Levi Logistics before tomorrow.”
Newsletters, posts and workshop outlines drafted from your themes.
Try: “Draft a post about this month's session themes.”
Drafted at the end of each engagement and chased when late.
Try: “Which invoices are unpaid?”
A reminder to the client with the link and their open action items, and a prep note for you with last time's recap.
Your voice note becomes a recap for approval and tracked commitments on both sides.
Nudges to clients whose commitments are due, drafted for your OK, so progress happens between meetings, not only in them.
The invoice, a thank-you, a request for a testimonial in your words if you want one, and a check-in scheduled for three months later.
Many clients, weekly sessions and commitments to track between them.
Confidential sessions, careful recaps and busy clients who need reminders.
Proposals, research, deliverables and the client follow-ups that win the next project.
Research, reports from client dashboards and monthly updates for each client.
Session booking, reminders and check-ins between sessions. Your hero handles admin only and never gives health advice.
Workshop logistics, attendee reminders and follow-up materials.
Illustrative.
An hour of booking messages. Last week's recaps still unwritten.
Sessions booked in one message each. Every recap went out the day of the session.
A proposal sent last week, no answer, no follow-up. A no-show.
The proposal was followed up on day five. Clients were reminded the day before.
Invoices to send, a newsletter to write, a pipeline you have not looked at.
Invoices out, a newsletter draft ready to edit, and a list of five people to check in with next week.
Ten requests to send your hero.
Sessions, prep and follow-ups.
Try: “What does today look like?”
Last time's recap and open items.
Try: “Prep me for my session with Maya.”
From a voice note.
Try: “Recap: Ari will test pricing by Friday.”
Real slots for a client.
Try: “Offer Dana two slots next week.”
Proposals and leads waiting.
Try: “Which proposals have not been answered?”
Check-ins due this month.
Try: “Who should I check in with?”
Before a first call.
Try: “Research this company before Thursday.”
A proposal or plan.
Try: “Draft a three-month coaching proposal for Levi.”
What is unpaid.
Try: “Which invoices are late?”
The end of the day.
Try: “Wrap up today.”
A same-day recap does three things for a client relationship. It shows the client you listened. It turns a good conversation into commitments with dates. And it gives both of you a record to start the next session from. Clients who get recaps make more progress, and clients who make progress stay longer and refer more.
The reason most consultants do not send recaps is time. Writing a careful summary after every session, on a day with four sessions, does not happen. With a hero, it takes thirty seconds: a voice note after the session, a quick read of the draft, one tap to send. The habit becomes automatic because it stops costing anything.
Your hero handles booking, invoices and follow-ups, so you can spend your time finding and serving the first clients.
Your hero protects your capacity, keeps recaps and reminders flowing and keeps the pipeline warm while you deliver.
Group programmes and workshops bring logistics at scale; your hero answers the group and tracks participants.
Your hero joins the team group, tracks who owns which client and keeps everyone on the same schedule.
Independent consultants and coaches know the cycle. When you are busy with clients, you stop following up, stop posting and stop checking in. Three months later the projects end, and the pipeline is empty because nothing was planted while you were delivering.
The fix is boring and consistent: follow up on every proposal, check in with past clients, reply to every introduction, publish something useful every month. Nobody has trouble knowing this. Everybody has trouble doing it while their calendar is full.
Your hero does the consistent part. It remembers who to follow up with and when, drafts the message in your tone and puts it in front of you for one tap. The pipeline keeps getting watered even in your busiest month, so the busy months stop being followed by empty ones.
It also keeps you honest about where work comes from. Ask your hero which past clients, referrals and introductions led to paid work this year, and you know where to spend the time you have for business development.
Create your hero with your practice name and logo. Connect Gmail, Google Calendar and Drive.
Tell your hero your session length, working hours and how many sessions a day you take.
After each session, send a 30-second voice note and approve the recap.
List your open proposals and the date you sent each; your hero starts the follow-up schedule.
List past clients and when you last worked together; your hero schedules check-ins.
Hand over invoices and the monthly newsletter draft.
They still get you. Your hero handles the admin around the sessions, and every message goes out in your words after your approval.
You choose the timing and the tone, and you read every follow-up before it goes. Polite and timely is not pushy.
Your data is never shared, passwords and keys stay in a secure vault, and you can see and edit what your hero remembers.
If you can send a voice note, you can use HeroKit. There is no new app.
It is monthly, cancel any time, and it replaces the booking chases, the late recaps and the forgotten follow-ups that cost you clients.
Client conversations are confidential. With HeroKit, nothing goes to a client without your approval of the exact text, and messages from people your hero does not know are summarized for you rather than answered. Passwords and keys stay in a secure vault, your data is never shared, and you can see and edit what your hero remembers about each client.
Nobody else lets you shape the assistant you talk to. Many consultants give their hero their practice name and logo, so clients recognise every reminder and recap.
Call your hero whatever you like. The display name updates on WhatsApp and on Telegram together, so it is the same person on both apps.
Use a photo, a logo or one of our eight example looks. You upload it once and it shows on both channels. There is no generated face: the picture is the one you choose.
Short and formal, warm and chatty, or somewhere in between. Your hero keeps the tone you set in every chat and every draft.
Each account has one hero. The look is only the look: every hero handles email, calendar, tasks, groups, research and reports the same way.
| What matters | HeroKit | Virtual assistant | Booking and CRM tools | Doing it yourself |
|---|---|---|---|---|
| Hours | 24/7 | Agreed hours | When you set them up | Evenings |
| Booking and reminders | Yes, from chat | Yes | Yes, via links | Back-and-forth |
| Recaps and action items | From a voice note, same day | If you brief them | No | When you find time |
| Proposal follow-ups | Tracked and drafted | If asked | Sometimes, as sequences | If you remember |
| Research and drafts | Yes | Sometimes | No | Yes, slowly |
| Cost model | Monthly subscription, cancel any time | Hourly or retainer | Several subscriptions | Unbilled hours |
Sessions booked in one message with real open slots, plus reminders so clients turn up prepared.
Action items from every session become tracked tasks, for you and for your client.
Proposals that were not answered and leads that went quiet get a polite nudge, drafted for your approval.
Session recaps, proposals, plans and slide decks written and formatted in Google Docs and Slides.
Background research on a new client or market, delivered as a one-page summary before the first call.
And everything else a great executive assistant does, 24/7.
See all featuresYour hero gets their own WhatsApp and Telegram number. Save them as a contact like anyone else.
Connect Gmail, Google Calendar and the other apps you use, so your hero can work where your work already is.
Text your hero, send a voice note, forward them anything or add them to a group. They draft, you approve.
Nothing goes out without your OK. Messages and emails to other people are sent only after you approve the exact text.
Approval levels. Choose what your hero does on their own, what they ask first, and what they only plan.
No auto-replies to strangers. Incoming messages are summarized for you with a suggested reply.
Private by design. Passwords and keys stay in a secure vault, and your data is never shared.
Weekly usage report. See exactly what your hero did and what it cost.
Yes. Send a short voice note after a session and your hero drafts a recap with the commitments and dates. You approve it before it goes to the client.
Yes. Your hero tracks every proposal and drafts polite follow-ups on the schedule you choose, sent only after your approval.
Yes. It offers real open slots from your Google Calendar and sets reminders for both of you once the client picks.
No. Your hero handles admin: scheduling, recaps, reminders, follow-ups and drafts. The coaching and advice are yours.
Yes. It tracks leads and past clients and drafts personal check-ins at the moments you choose, for your approval.
Passwords and keys stay in a secure vault, your data is never shared, and you can see and edit what your hero remembers.
Yes. Share a few earlier proposals and new drafts follow the same structure and tone, ready for your edit.
HeroKit is a monthly subscription. You can cancel any time and your hero keeps working until the end of the month you paid for. There are no refunds, because a dedicated server and your hero are set up the moment you pay.
Yes. It tracks attendees in a Google Sheet and drafts invitations, pre-reading and reminders for your approval.
Yes. Your hero tracks what each client committed to and drafts encouraging check-ins between sessions, sent after your approval.
Yes. Voice notes in any language become recaps, tasks, bookings and drafts, and your hero can answer you by voice too.
