Grow Smarter. Lead Better.
You’ve built something amazing—now it’s time for your systems to catch up. Lead Better HQ gives coaches, therapists, and small business owners the tools to fill your calendar, nurture every lead, and grow with confidence.
Does this sound like you?
Inconsistent Lead Flow
The nagging uncertainty of where your next high-value client will truly come from, leading to revenue spikes and disheartening dips.
Marketing Overwhelm
Drowning in a sea of tactics, platforms, and endless tasks that steal your time and leave you feeling scattered.
Uncaptured Impact
The painful reality that your expertise isn't reaching every one who desperately needs it, simply because your message isn't cutting through the noise.
This isn’t about adding more to your plate—it’s about finally having a growth engine that works as hard as you do.
If you’re like most coaches, therapists, or wellness practitioners, your business is stitched together with too many tools: Calendly for booking, Mailchimp for emails, Wix or Kajabi for your site, Zapier for connections, and a dozen sticky notes to follow up with leads.
This scattered system costs you more than money:
Missed Opportunities: Calls go unanswered, website chats linger, DMs sit unseen outside business hours.
Scheduling Chaos: The endless back-and-forth of appointment booking, confirmation, and reminders.
Lead Leakage: Prospects interested today are lost tomorrow due to slow follow-up and inconsistent nurturing.
Fragmented Systems: Juggling a separate CRM, email platform, scheduling tool, and communication apps – each a silo, each a monthly fee, each a drain on your mental energy.
Unpredictable Growth: Relying on word-of-mouth or sporadic efforts, leaving your calendar prone to frustrating dips.
This relentless manual grind doesn't just steal your time; it costs you clients and customers, revenue, and the peace of mind to truly focus on your mission.
Introducing Lead Better HQ.
This is the ultimate AI-powered + your personalized marketing team experience, that is designed to take your business from overlooked to overbooked (AKA - your waiting list is growing, just like your bank account).
Brands who trust our team.
Simplify Your Systems. Amplify Your Impact.
For over 10 years, we haven't just been a marketing agency; we've been the trusted architects behind the growth of the best small businesses in the space. We've lived and breathed our clients' mission, understood their unique customer journeys, and mastered the art of articulating complex systems for clarity and impact.
Designed for Businesses Like Yours
We specialize in helping:
- Coaches & consultants (business, life, leadership, relationship)
- Private-pay therapists & counselors
- Wellness professionals (nutritionists, health coaches, bodyworkers, acupuncturists, yoga/pilates studios)
- Memberships, group programs, and retreats
- Small businesses
A message from our founder,
Nicole Harlow
The AI Revolution Is Here: Is Your Business Leading Or Lagging?
The marketing landscape is undergoing its most profound transformation in decades, and it's powered by AI. This isn't a future trend; it's the present reality shaping who wins the patient acquisition race.
While others are still contemplating what ChatGPT is, your most forward-thinking competitors are already quietly deploying advanced AI to out-engage, out-optimize, and ultimately, out-acquire the very patients you aim to serve.
Consider the stark reality:
Your Competitors are Watching: They're evaluating how to streamline their operations, automate their lead flow, and ensure their phone lines are never un-answered – all via AI.
The Cost of Hesitation: Every day you delay deploying this intelligence, you're not just missing out on leads; you're conceding ground to other small business owners who are leveraging AI for 24/7 customer engagement, hyper-personalized outreach, and relentless optimization.
The Unfair Advantage: This isn't about working harder. It's about working smarter, faster, and at a scale no human team can match. AI processes data, crafts responses, and books appointments with lightning speed and unwavering precision.
The question is no longer if your business needs AI; it's whether you'll be among the pioneers who reap its exponential rewards, or among those who are left behind scrambling to catch up.
Lead Better HQ doesn't just offer you a seat at the table of the AI revolution; it hands you the controls to lead it. We've integrated this cutting-edge intelligence, ready-to-deploy, ensuring your clinic is not just participating in the future of marketing, but actively defining it. The choice is clear: lead the charge with AI, or risk watching your market share erode to those who do.
The Human Heart of Your AI-Powered Marketing Engine.
While Lead Better HQ harnesses the unparalleled power of cutting-edge AI, we want you to know this isn't a hands-off, automated black box. Far from it.
We are a full 360-degree marketing agency, deeply specialized in the unique world of functional medicine for over a decade.
Our AI is a brilliant accelerant, yes, but the driving force, the strategic mind, and the empathetic understanding behind your success is unequivocally human.
This is a high-touch, highly personalized partnership.
Strategic Partnership for Soulful Growth
You'll have a dedicated Senior Strategist, equipped with the most cutting-edge techniques, who intimately understands your clinic's mission and your deepest aspirations for patient impact.
Dedicated Guidance
Your senior strategist is your trusted advisor, ensuring your unique vision is reflected in every campaign.
Continuous Optimization
A human expert relentlessly fine-tuning your AI-powered systems for peak performance and exponential results.
Monthly Performance Insights
Not just raw data, but strategic analysis and actionable recommendations delivered directly to you.
Your Marketing, Simplified & Supercharged
We harness the power of Lead Better HQ – our robust all-in-one marketing platform – to centralize every aspect of your client acquisition.
And even better: we run it for you.
No tech headaches, just results
How It Works
We map your client journey → From first touchpoint to booked session.
We build your system → AI bots, calendars, funnels, automations, all branded for you.
You grow with ease → More leads captured, more bookings, less stress.
One System. Every Tool You Need.
Lead Better HQ replaces 6–8 disconnected apps with one growth-focused, AI-powered platform.
Unified Patient Communication Hub
The Problem It Solves: Scattered messages, missed inquiries, slow responses.
The Solution: An intelligent, single inbox for all your patient interactions – email, SMS, phone calls, voicemail, Facebook™ Messenger, Instagram™ DMs, and Google® Business Messaging. See every conversation trail in one place, ensuring no lead is ever left waiting.
Replaces: Gmail™, Outlook™, Messenger, Instagram™ DMs, PhoneBurner™, HubSpot™, Salesforce™ (for communications).
AI-Powered Appointment Booking & Smart Calendars
The Problem It Solves: Missed booking opportunities, administrative time spent on scheduling, patient no-shows.
The Solution: Integrated booking calendars for you and UNLIMITED TEAM MEMBERS, seamlessly synced with Google Calendar™. Our advanced AI Booking Bot automatically schedules appointments, intelligently reduces no-shows with automated reminders, and optimizes your calendar for maximum conversions.
Replaces: Calendly™, Acuity™, ScheduleOnce™, traditional reception scheduling.
Intelligent Automation Workflows
The Problem It Solves: Manual follow-up, inconsistent nurturing, wasted hours on repetitive tasks.
The Solution: Deploy smart automation campaigns that engage leads across multiple channels (SMS, Email, Calls, DMs). Automate lead nurturing, appointment reminders, patient onboarding, invoicing, and contract management – delivering response rates up to 80% and saving countless hours
Replaces: Zoho™, ClickFunnels™, Ontraport™, ActiveCampaign™, AWeber™, MailChimp™, Keap™.
Effortless Reputation Management
The Problem It Solves: Overlooking patient feedback, struggling to collect reviews, reactive reputation defense.
The Solution: Automate your review requests, proactively monitor customer feedback, and manage your online reputation effortlessly. Our system ensures you consistently collect positive reviews, boosting your authority and attracting new patients with a stellar online presence.
Replaces: Birdeye™, Reputation.com™, Grade.us™, Podium™, Yext™.
Comprehensive Digital Asset & Team Management
The Problem It Solves: Fragmented digital presence, complex membership/course hosting, disjointed team workflows.
The Solution: Access a library of pre-built, high-converting funnels and website templates. Host unlimited online courses and private member communities directly within Lead Better HQ. Manage all your staff with individual logins, assign leads, track tasks, and launch calendars with ease.
Replaces: WordPress™, Squarespace™, ClickFunnels™, Kajabi™, Teachable™, Skool™, Mighty Networks™, Pipedrive™.
Streamlined Payments & Agreements
The Problem It Solves: Manual invoicing, scattered contracts, delayed payments.
The Solution: Fully automate your invoicing, contract management, and secure payment processing. Generate professional contracts with e-signing capabilities and ensure you get paid faster and more efficiently, all within the same unified system.
Replaces: HoneyBook™, DocuSign®, FreshBooks™, QuickBooks™, Wave™.
Ultimate Mobility & Integration
The Problem It Solves: Being tied to your desk, or using systems that don't talk to each other.
The Solution: Manage your entire practice on-the-go with our powerful mobile app. Respond to leads, track statuses, complete reminders, and conduct business anywhere. Plus, seamlessly integrate Lead Better HQ with over 2,000 other tools via custom integrations and Zapier.
Replaces: Desktop-only CRMs, inefficient remote workarounds.
Website Builder, Funnels & Landing Pages
The Problem It Solves: The headache of juggling disparate website builders, external hosting providers, and the constant struggle with plugins, updates, and security across fragmented platforms.
The Solution: Lead Better HQ provides your clinic with a robust, intuitive, all-in-one platform for building, hosting, and managing your entire online ecosystem. Utilize our user-friendly drag-and-drop builder and pre-loaded templates to create stunning, high-converting websites, sales funnels, and landing pages that are seamlessly integrated with your CRM and all marketing automations. Enjoy secure, reliable hosting without the external hassle
Replaces:
WordPress™, Squarespace™, Wix™, Shopify™ (for basic store/membership), GoDaddy™, Bluehost™, HostGator™ (hosting providers), countless individual plugins.
Is Lead Better HQ Right For Your Business?
This is not a service for every small business.
This IS For You If...
You run a coaching, therapy, or small business that doesn’t rely on insurance or an EHR (we have a HIPAA-Compliant solution for that!)
You want more consistent bookings and fewer no-shows
You’re tired of juggling 6–8 different tools and want one system that does it all
You love the work you do but don’t love the admin and marketing grind
You’re ready to use AI and automation to grow—without losing the human touch
You want predictable revenue and a practice that feels scalable, not chaotic
This ISN'T For You If...
You rely on an insurance-based model or must run everything through an EHR (we have another HIPAA-compliant solution for you!)
You’re looking for a quick fix without investing in systems or support
You aren’t open to automation or AI helping with parts of your client journey
You want to manage 8+ separate tools instead of simplifying your tech stack
You’re not ready to grow your practice and prefer to keep things “as is”
With Lead Better HQ, you gain an entire human-powered marketing automations team and a sophisticated AI-powered system working tirelessly to grow your business, allowing you to focus on what you do best.
Everything You Get With Lead Better HQ
Still wondering if Lead Better HQ is the singular solution your business needs? Let's dismantle every component, unveil every advantage, and unequivocally lay bare the unparalleled value you're about to receive.
Here's the definitive breakdown of what you're investing in, and what you're gaining:
Your Monthly Command Center & Growth System includes:
Done-For You Lead Better HQ (CRM) Activation & Optimization: Your entire client journey, from lead capture to nurturing, flawlessly automated, tested, tracked and updated monthly.
AI-Powered Appointment Booking & Smart Calendars: Automated scheduling and reduced no-shows.
Unified Communication Hub: All emails, SMS, DMs, and calls in one smart inbox.
Intelligent Automation Workflows: Streamlined follow-up, nurturing, and operational tasks across channels.
Performance Tracking Dashboard & Monthly AI Insights: Real-time data and actionable intelligence for continuous, optimized growth.
Effortless Reputation Management: Automated review collection and brand monitoring.
Comprehensive Digital Asset Management: Pre-built funnels, website builder, courses, and memberships all in one place.
Streamlined Payments & Agreements: Automated invoicing, contracts, and secure payment processing.
Team Management & Collaboration: Add staff, assign leads, manage tasks effortlessly.
UPGRADE TO BUSINESS GROWTH ENGINE you'll also receive:
Strategic Social Media Content Creation: Expertly crafted, branded social media posts (12/month) to elevate your online presence, build community, and attract ideal clients.
Dedicated Marketing Assistant Support (5 Hours/Month): Expert tactical implementation and optimization support (hours do not roll over).
Engaging Email Marketing & Lead Nurture: Professionally crafted email campaigns and automated sequences (welcome, nurture, education, promotions) that build deep relationships and drive bookings.
Book Your FREE Growth Strategy Session Now
From Missed Leads to Fully Booked.. You've seen the power of Lead Better HQ. Now, it's time to bring that vision into sharp focus for your business.
This is a no-pressure, high-value conversation designed to equip you with the strategic clarity needed to make your next best decision for growth. Let us show you how the future of predictable leads is ready to be activated within your business.
Your questions, answered.
What if I'm already using another CRM?
We seamlessly migrate you from other platforms to our Lead Better HQ CRM as part of the full-suite service to ensure maximum integration and efficiency.
Am I on a contract or month-to-month?
We are so profoundly confident in the transformative power of Lead Better HQ that we don't believe in locking you into restrictive long-term contracts. Your investment is refreshingly straightforward: a month-to-month commitment.
This means you experience unparalleled flexibility while benefiting from continuous, compounding growth.
Should your needs evolve, or if you ever decide to transition away from our full-service management,
you maintain complete control.
Even more brands we've worked with.
Book Your FREE Growth Strategy Session Now
From Missed Leads to Fully Booked.. You've seen the power of Lead Better HQ. Now, it's time to bring that vision into sharp focus for your business.
