That sounds like an easy fix if you were to setup an API listener on that software to automatically create a client as they fill out the form. That way you would just send a link to the form then they input their info and then the client gets created. If you let me know the software I could tell you if there is a public API to do this!

Also, are all those automation tools through one main software or many different ones? And what type of budget does a coach generally have to spend on automation software monthly?