CoachAccountable documents a full account export in JSON with your uploaded files, a client list download, per-client HTML records and CSV reports for worksheets, metrics, appointments and invoices. Those files are backups; they do not show that another platform can import them. Recurring billing runs on CoachAccountable's own invoices and Engagements, so plan that move separately.
Published by Coachway. The product instructions below come from the linked official documentation, checked September 25, 2026. They describe available exports, not a completed test of your account or a guarantee that another platform can import the files.
What you can export from CoachAccountable
Whole account: a JSON data file and your uploaded files
CoachAccountable's My Account page has an Export Data section, which it describes as a way to export all of your files and all of your data at any time. Its data security page says account content comes out in a raw, machine-readable format (JSON), and its privacy policy calls this the raw dump of all account data in JSON.
This is the most complete backup CoachAccountable documents, but a JSON file is not a migration by itself. These pages do not describe the file's fields or name a coaching platform that can import it. Keep it as your master archive, and ask any destination to show what it can use from a sample before you rely on it.
- Open My Account from your name at the top right, then Export Data.
- Export your data, then export your files.
- Open both downloads and store them outside CoachAccountable before you cancel anything.
Official instructions: CoachAccountable My Account · CoachAccountable data security · CoachAccountable Privacy Policy
Client list and per-client records
CoachAccountable's FAQ says the export button next to + Client on the Clients tab downloads a list of all your clients, active and inactive, with their contact information, and lets you choose active, inactive or both. The article does not name the file format, so open the file and check which fields it holds.
For history, the Export button for each client on the Client Dashboard produces a single HTML file. By default it covers the complete coaching history and all item types, and you can narrow the dates or the item types. The Download files... button in the same pop-up switches to downloading that client's uploaded files instead. The dialog pictured in the article also has separate options to include private items and team-only items; check them before you download if the copy is for your own records rather than for the client.
CoachAccountable presents these records as something to give clients or use as a case study. An HTML record is readable, not structured data for an import, so treat it as an archive of that client's history. Team Edition accounts can also export client records from the team client listing.
Official instructions: Download a client list · Exporting Client Records · Team Client Listing
Worksheets, session notes, metrics and appointments as CSV
CoachAccountable says most of its reports can be downloaded as CSV. The Worksheet Answers report in Reports > Data Lab collects responses from one form-based Worksheet or Session Template at a time into a table with a download CSV button. Inactive clients are left out unless you tick Inactive clients, and answers to inputs you never named only come out if you include Unnamed inputs.
The Single Field report exports metric data and form fields to CSV, but only fields with two or more recorded data points appear in its list. The Past Appointments report also has a CSV button. Worksheet Answers only covers form-based Worksheets and Session Templates, so use the HTML client records for anything that was not captured through one. Completed Worksheets can also be printed or saved as PDF from the client's Worksheets area.
- Run Worksheet Answers for each Worksheet and Session Template you use, with Inactive clients and Unnamed inputs included.
- Run Single Field for each metric you track.
- Open each CSV and compare a few rows with what CoachAccountable shows.
Official instructions: CoachAccountable Reports · Worksheet Answers report · Single Field report · Past Appointment Reports · Print or download Worksheets
CoachAccountable invoices clients through your Stripe, Square or PayPal
CoachAccountable bills clients with its own invoices. You pick Stripe, Square or PayPal under Business Center > Setup > Invoicing Config, and it processes payments of your invoices on your behalf. For Stripe, you click Connect and authorize CoachAccountable on Stripe's end. CoachAccountable says it does not connect to accounting software directly, and points you to your processor account, which holds the record of the payments that reach your bank.
Recurring billing is set up with Engagements, which CoachAccountable calls the way to set up automatic recurring billing; you can also schedule a series of invoices by hand. With Stripe or Square, a client can keep a card on file set to automatic payments, and the Business Center > Invoicing > Accounts list shows who has one. CoachAccountable says its server keeps a token rather than the full card details. With PayPal, Engagement invoices are not charged automatically and clients pay each one themselves.
Before you switch, download the invoicing reports (Totals By Accounts, Payments and Invoice Line Items), which all export as CSV, plus the complete Export CoachAccountable offers for your accountant. For each client, record the Engagement, the date of the next automated invoice and whether a card on file pays automatically. CoachAccountable does not say saved cards can be used by another platform, so ask both providers before assuming clients will not need to enter payment details again.
Agree the last CoachAccountable invoice and the first new charge for each client. Then close out or modify the Engagement, and check in the Accounts list that nothing is still scheduled. If you move to Coachway, its built-in payments pay out to your own Stripe account and carry 2.4% per transaction.
Sources: CoachAccountable Client Invoicing · CoachAccountable Online Payments · CoachAccountable PayPal Payments · Payment Cards on File · Client Invoicing Reports · CoachAccountable Engagements · Modifying Engagements · Scheduling Future Invoices · Accounting platforms
Cancelling takes effect at once, and data can be deleted
CoachAccountable's terms say that if you cancel before the end of your paid month, the cancellation is effective immediately, and that fees are non-refundable with no credits for partial months. You cancel yourself under My Account > Cancel Account; the terms say email or phone requests for cancellation are not accepted.
Its privacy policy says in-app and connected-app data is subject to deletion for expired accounts, including after cancellation. It also offers to retain coaching data for the owner as a courtesy, but do not plan around that. Finish and open every export first, and time the cancellation for the end of a paid month.
Source: CoachAccountable Terms of Service · How do I cancel? · CoachAccountable Privacy Policy
Deleting is permanent; deactivate clients as they move
CoachAccountable says deleting a client also deletes all their information and shared files, cannot be reversed, and suggests deactivating instead. Deactivating keeps client data but cancels all future appointments, and the system shows what else will be cleared before you confirm.
Inactive clients do not count toward your plan's client limit, and you can move to a smaller plan once your active clients fit it, with the new rate charged on your next billing cycle. The deactivation article does not say scheduled invoices stop, so check each client's Engagement before you deactivate them.
Source: Deleting Clients · Deactivating and Reactivating Clients · Changing your pricing plan
Read-only access and Offerings can bring clients back
When you deactivate a client who has registered their account, CoachAccountable gives you the option to grant them read-only access to their records. If you have also set up Offering Collections for in-app display, those clients find them in their user menu, and CoachAccountable says buying one automatically reactivates their account.
Unlist Offering Collections you no longer sell in CoachAccountable, and review where you have shared Offering links, so a former client does not sign up and pay in the old system by mistake.
Source: Deactivating and Reactivating Clients · Offerings for Existing Clients
Before you cancel CoachAccountable
- Run My Account > Export Data for your data and your files, then open both and store them outside CoachAccountable.
- Download the client list with active and inactive clients, plus HTML records and files for each client whose history you need.
- Export Worksheet Answers, Single Field and invoicing reports as CSV with inactive clients included, and spot-check rows against CoachAccountable.
- Record each client's Engagement, next automated invoice date and card-on-file status, and agree their last old and first new charge.
- Close out Engagements and deactivate, not delete, clients only once they are active in the destination, then cancel at the end of a paid month.
Choose the switch date after a sample migration passes. The required overlap depends on rebuild work, provider support, client availability and billing dates. Clear communication helps, but it cannot guarantee retention or repair missing data.
Use the full migration checklist and client message to plan each wave. If you are still evaluating the destination, use the software trial scorecard. Keep any sample shared for an initial assessment limited to what the provider needs.
Questions about leaving CoachAccountable
Can I export all my data from CoachAccountable?
Yes. Its My Account page has an Export Data section for all your data and files, and CoachAccountable describes the data as account content in a raw, machine-readable JSON format. It also documents HTML client records and CSV reports. None of these pages name a coaching platform that can import the files.
Can I download my client list from CoachAccountable?
Yes. The export button next to + Client on the Clients tab downloads your active clients, inactive clients or both, with their contact information. The help article does not name the file format, so open it and check the columns before you plan an import from it.
What happens to my CoachAccountable data when I cancel?
Cancelling before the end of a paid month takes effect immediately, and the privacy policy says account data is subject to deletion after cancellation. Export your data, files, client records and reports first, and check that each file opens before you cancel.
Considering Coachway? Bring a sample export and ask us which parts become editable plans, which need rebuilding, what remains an archive and how your existing billing would be handled. Agree the scope before inviting your clients. If you are still deciding whether to switch at all, the Coachway vs CoachAccountable comparison sets the two side by side.
The trial starts with a card held by Stripe and cancels under Billing before it renews, so you can run a few real clients in both tools before you move the rest.
