Because your expertise deserves a system that works as intelligently as you do
The All-In-One CRM for speakers, coaches, facilitators, mentors & consultants
Why Viveka?
As coaches, consultants, and thought leaders, we know what it's like to juggle multiple systems just to keep your business running.
Viveka is the centralised hub where your entire business can finally breathe and flow naturally. We've brought together all the essential tools you need in one place, designed specifically for coaches, consultants, mentors, and speakers who are ready to elevate their impact without the technological overwhelm.
Named after the Sanskrit principle of "clear discernment," Viveka helps you separate what truly matters from what's just noise.
This isn't about adding another complicated system to your life, it's about simplifying everything so you can focus on your zone of genius.
By streamlining your operations and bringing intelligent insights to your fingertips, we help you:
Make confident, data-driven decisions that align with your vision
Reclaim precious time and mental space for creativity and client work
Stay ahead of industry trends without constant research
Transform your marketing effectiveness through integrated tools that work together
Your business success shouldn't come at the cost of your wellbeing.
Viveka was built for;
SPeakers
Coaches
Mentors
Facilitators
Consultants
TRAINERS
All the wonderful things that Viveka
handles in a centralised place
Client Relationship Management
- 1:1 emailing and conversation history
- Unlimited Contacts
- Smart contact lists & tagging
- Conversation box - where email, SMS and social media all come to one place
- Engagement scoring & tracking
Calendars & Appointments
- Unlimited calendars
- 2-way sync with your existing - Google or Outlook calendar
- Multiple calendar types
- Attach custom forms to calendar bookings
- Advanced scheduling options
- Automatic appointment booking
- Option for upfront payments for appointments
Pipelines & Opportunities
– Unlimited pipelines
– Create customised pipelines
– Automate customer journey/lead nurturing.
Marketing Tools
– Email campaigns
– Drag-and-drop email creator
– Drip scheduling
– Email Preferences centre for custom subscribe/unsubscribe
– Social media management and post-scheduling
- ScoreApp integration
Sales Tools
- Invoicing
- Unlimited products and services
- Proposals & Contracts (including signatures)
- Coupon generator
- Payment links
- Stripe & PayPal integrations
Operations
- Forms
- Surveys & quizzes
-
Dashboards & Reporting
– Customisable dashboard
- Dashboard templates to track:
Pipeline & Invoices
Appointments & calendar
Contacts and list health
Email & lead nurture engagement
– View Google and Facebook ad data
Websites, Communities & Courses (Creator plan only)
– Unlimited courses and communities
– Course builder and templates
– Community creation tool
– Course completion certificates
- Free + paid courses
- Free + paid communities
- Community event calendar
– Unlimited sites
– Funnel builder and templates
– Website builder and templates
– Blog builder and templates
The Cost of "Making It Work"
You're running a successful expertise-based business, but behind the scenes, it's held together with digital duct tape.
Every morning starts the same way: jumping between 7+ platforms just to see your leads, send follow-ups, check bookings, and chase payments.
By 10 AM, you've spent 45 minutes on admin instead of your expertise, and that's just the beginning.
This isn't just inefficiency, it's energy theft.
Every platform switch steals mental bandwidth from what you do best, creating missed follow-ups, frustrated clients, revenue leaks, and the nagging feeling that you're working harder, not smarter.
You didn't build your expertise to become a software juggler, yet here you are, spending more time managing tools than serving clients.
There has to be a better way. And there is.
We're not drowning in work.
We're drowning in tools.
Savings Scenario
While revenue is exciting and shiny, your profit is what truly matters. By simplifying your platform suite, you open up a huge opportunity for cost savings (hello more profit!).
Here's an example case study (the math ain’t mathin)
Migrate from Active Campaign (Pro plan, 2,500 contacts) $2,688 p/a
Cancel Calendly (1 seat) $120 p/a
Cancel video a storage (Vimeo 1TB) $530 p/a
Cancel DocuSign (Personal) $168 p/a
Cancel Later (Social media scheduling) $588 p/a
Total saved: $3,900 AU
Other bonuses:
No increased fees as your email list grows
Enhanced team and customer visibility
Reduced friction in your day
Centralised home for all tools and data
What you can replace with Viveka
CRMs such as;
E-Signatures/ Contracts: Panda Doc, DocuSign etc
Hubspot, Active Campaign, Moxie, Kartra, Kajabi, Ontraport, Dubsado, Honeybook and similar.
Social media scheduling: Hootsuite, Later, Loomly, Tailwind and the like.
Online Calendar booking tools like Calendly & Cal.com
Email marketing such as MailChimp, Mailerlite, Flodesk, ConvertKit and similar.
Payment processing: ThriveCart, SamCart or similar
Course and community platforms such a Teachable, Kajabi, Circle and Mighty Networks*
Forms & Surveys/ Quizzes: JotForm, Typeform, HelloSign and more
Platforms you may still need:
ClaudeAi/ ChatGPT.
ScoreApp for diagnostics - You can integrate ScoreApp to track leads in Viveka
Xero/ Quickbooks with Hubdoc or ReceiptBank for accounting and bookkeeping.
Asana, Notion or ClickUp for Project Management.
Fathom /Otter for meeting notes/ recordings
Zoom or teams for hosting meetings
3 Plans to choose from,
meeting you where you're at.
Launch
The startup marketing & sales stack - without the complexity tax.
$120
AUD /MONTHLY + GST
Sales Pipeline & Opportunities
Contacts & CRM management
Email Marketing
Forms & Surveys
1 domain, and up to 5 users
10,000 marketing email sends per month*
14 days for free to get you started
Once off $160AUD Setup fee applicable for all new users
Essentials
Professional systems that work as smart as you do
$250
AUD /MONTHLY + GST
Sales Pipeline & Opportunities
Contacts & CRM management
Email Marketing & Workflows
Forms & Surveys
Proposals, Contracts & Electronic signatures
Online Calendar & Booking System
Invoicing & Payments
Social Media scheduling
Centralised Inbox
Up to 2 domains, and 5 users
10,000 marketing email sends per month*
14 days for free to get you started
Option add ons - see details below.
SMS & WhatsApp
Meta Ads Management
Word Press Integration
Once off $380AUD Setup fee applicable for all new users.
Creator
Transform expertise into
lasting impact
$480
AUD/MONTHLY + GST
Everything In Essentials+
Courses
Memberships / Client Portals
Website builder
Funnel builder
Certificates
Up to 3 domains, and unlimited users
14 days for free to get you started
Option add ons - see details below.
SMS & WhatsApp
Meta Ads Management
Word Press Integration
Once you've chosen your plan and signed up, you can opt in to these additional features.
Optional Add On's
For every additional 10,000 emails sent per month - $20 USD
Verify email addresses (Increase domain health & reduce spam rates) - 0.025 USD per email address (about $10USD for 2700 emails) -You only need to do this once per email.
What'sApp integration & messaging service - $15 USD per month, plus 0.222 per WhatsApp messaging (including voice memos)
Meta Ads Manager (One account) - $15 USD
"Mental exhaustion is the
new currency drain"
Who is behind Viveka?
That's me! Katee Gray. (Yep, like "Katie" but with two E's)
Mentor, Facilitator & Business Design Specialist
After a decade of helping thought leaders streamline their operations, I kept hitting the same wall: clients faced impossible choices between $10-15k annual platforms or cobbling together cheaper tools that created integration nightmares.
As a fractional COO, I've seen under the hood of countless businesses, watching brilliant entrepreneurs leak energy and money through operational mess. I got frustrated (and frankly bored) with this recurring problem, so I became determined to create another way.
Enter Viveka CRM.
Born from the Sanskrit principle of viveka - clear discernment - it's designed around a simple belief: your expertise deserves systems that work as intelligently as you do, without the price tag that compromises your success.
My Core Principles
Protecting energy as the primary metric of business success
Creating systems that simplify rather than complicate
Designing experiences that energise both you and your clients
In a world of constant hustle, Viveka represents a calmer way to run a successful business, one centralised hub that brings clarity to every decision and simplicity to every process.
Because your expertise deserves a system that works as intelligently as you do
Frequently Asked Questions
Features & General
What's included in the setup fee?
Contact Import & Field Mapping (up to 500 contacts)
We'll transfer your existing contact database, map all fields correctly, and add up to 20 custom tracking fields specific to your business needs.
Branded Experience Setup
Form Customisation
All your forms updated with your brand fonts, colours, and visual identity for a consistent professional experience.
Essential Workflows Activated
Preference Centre Management
Professional opt-in/opt-out system configured to maintain healthy email lists and respect client preferences.
Calendar & Communication Setup
One fully configured calendar with branded confirmation and reminder emails.
Once you've provided us with your assets, your set-up will be completed within 10 business days.
PLUS: Your Complete Business Foundation Snapshots (Pre-Loaded)
Every Viveka account comes with our Expert Business Snapshot, a complete system foundation built from years of working with thought leaders and solopreneurs:
Smart Contact Tracking
Pre-built custom fields to track:
Webinar & event registrations
Content downloads
Job titles & roles
Communication preferences by expertise area
Sophisticated Opportunity Management
Track what matters with custom fields for:
Service offering types
Engagement duration & payment terms
Decision maker identification
Testimonial collection
Delivery methods & budget confirmation
Professional Sales Pipeline
Ready-to-use pipeline stages that reflect how expertise-based businesses actually sell
Intelligent Automation Workflows
Pre-configured systems for:
Communication Preferences Centre - Professional opt-in/out management
Event Registration - Webinar and masterclass automation
List Health Management - Automatic bounce and spam handling
Pipeline Progression - Opportunity movement based on client actions
Session Tracking - Coaching/mentoring session counts and expiry management
Ready-to-Use Calendar Systems
Three professionally configured calendars:
1:1 Coaching sessions
Group workshops
Discovery calls
Professional Forms Library
Complete set of branded forms:
Newsletter & blog sign-ups
Free resource downloads
Coaching booking with session notes
Discovery calls with qualifying questions
Contract & Proposal Foundation
Professional contract template ready for your branding, with automated payment and invoicing triggers
Design Resources
Canva templates for proposals, contracts, and background designs
What Type Of Businesses Is Viveka CRM For?
Viveka CRM is designed for thought leaders and solopreneurs who understand that their expertise deserves a system that works as intelligently as they do.
We're perfect for coaches, consultants, educators, service providers, and knowledge-based entrepreneurs who are ready to simplify their operations and focus on what truly matters.
If you offer coaching sessions, consulting services, online courses, memberships, workshops, or done-for-you services, Viveka brings everything together with the clarity and discernment your business deserves, without the complexity tax of managing multiple platforms.
Can I Use My Own Domain?
Yes, all tiers support custom domains. The Creator tier supports up to 3 domains with unlimited users.
Note: If your domain / DNS provider is with WIX a technical work around is required to setup your email sending domain.
What Social Media Platforms Does Viveka Integrate With?
Viveka connects with the platforms where thought leaders build meaningful relationships:
LinkedIn (perfect for B2B thought leadership)
Facebook and Instagram (including Stories and Reels)
YouTube (for video content)
Twitter/X (for real-time engagement)
Pinterest (for visual content creators)
What templates are available in Viveka?
The pre-built templates and workflows is where the value lies in Viveka. Built specifically with Speakers, coaches, mentors and facilitators in mind. These get automatically pre-loaded into your account, ready for you to customise for launch in just a few clicks.
New releases will automatically applied to your account, at no extra charge.
When you sign up you will receive:
CUSTOM CONTACT FIELDS
Webinars registered
Events registered
Job/ Role title
Collateral downloaded
Communication preferences (Update to your core IP themes)
CUSTOM OPPORTUNITY FIELDS to track on your pipeline;
Offering Type
Engagement Duration
Payment Terms
Decision Maker
Testimonial Tracker
Delivery Method
Budget confirmed
WORKFLOWS for;
Setting up a communication preferences centre - aka opt in/ opt out
Webinar/ Online Masterclass registration
Coaching/ mentoring session tracking system
CALENDARS for;
1:1 Coaching
Group Workshops
Discovery Call
FORMS for;
Newsletter/ blog sign up
Free download
Coaching or mentoring booking / notes
Discovery call with custom qualifying questions
CONTRACTS & PROPOSALS
example template ready for your design to be applied (Once signed this can initiate card payment or auto create invoices)
Each element will need your own customisation applied with tone of voice, branding, terminology and systems, but now you have the framework to cut the setup time in half.
Who is Viveka NOT suitable for?
The best CRM is the one you use! So if you're willing to lean in, the centralised nature of Viveka will make your life much easier!
Note: If your domain / DNS provider is with WIX a technical work around is required to setup your email sending domain.
What DOESN'T Viveka do?
Fair question because it does ALOT. We know, it all feels too good to be true. We felt the same.
- Project management - Viveka has task management, however we recommend utilising Asana or Notion to accompany Viveka.
- The Conversations box is amazing at centralising your email and social DM’s - however your LinkedIn Direct messages won’t sync to Viveka (yet!)
- Viveka integrates directly with Quickbooks, however not Xero (yet). If you’re a Xero user, you can use an connection tool to support you. As a Xero user, we recommend using the Invoice feature in Viveka for simple client experience management.
- Data storage is centralise to the USA, which means, for now, we recommend maintaining your website on Squarespace or Wordpress. You can review the data compliance here, and history of outages here. While Vivkea can do site builds and landing pages, this diversify’s your risk if an outage occurs.
- Geo-locating for online store/ e-commerce payments for Australian or New Zealand based businesses
Unique Use Case
Can I Run Multiple Businesses On Viveka?
Absolutely. The Essentials and Creator plans supports up to 3 domains with unlimited users, making it perfect for businesses with multiple ventures or those who separate different aspects of their expertise.
Each business maintains its own branding, workflows, and client management while benefiting from unified reporting and insights.
What If I Already Have A Website?
Viveka works beautifully alongside your existing website or as a complete replacement.
You can:
Integrate Viveka forms and booking systems into your current site
Use Viveka for business operations while maintaining your current website
Gradually migrate to Viveka's website builder at your own pace
Keep your existing domain and simply point specific functions to Viveka
What If I Want To Move To Another Platform?
If you wish to transfer your account to another platform, Viveka will provide export capabilities for your data. You are responsible for ensuring compatibility with other platforms.
Finance & Legal
Are There Lock-In Contracts? Can I Cancel Anytime?
There are no lock-in contracts. You can cancel your subscription at any time by submitting a cancellation request through our cancellation form or by emailing [email protected]. Cancellation requests are processed within 72 hours during business hours (Monday-Friday, 8am-6pm AEST/AEDT). You'll maintain access until the end of your current billing period.
We also provide full data export capabilities because your business information belongs to you.
Important:
We do not offer refunds, and upon cancellation, all your content will be permanently deleted. Please ensure you export any critical information before cancelling.
Are There Any Additional Costs?
Yes, some optional services incur additional charges:
Email Verification: $0.0075 USD per email verification (enabled by default to protect deliverability and domain reputation)
Additional Email Sends: $20 USD per 10,000 additional emails beyond your plan limit
SMS & Phone Services: $5 USD provides approximately 330~ US calls OR 300~ US SMS.
What Payment Integrations Does Viveka Support?
Viveka integrates with the payment processors that matter most:
- Stripe (full integration for one-time and recurring payments) - you can opt to pass on fee's to customers, or absorb them yourself.
- PayPal (including PayPal Pay Later options)
- Square (for in-person payments)
-Direct bank transfers for Australian businesses
-Buy now, pay later options (Afterpay, Zip)
Are There Any Additional Costs?
Yes, some optional services incur additional charges:
Email Verification: $0.025 USD per email verification
(enabled by default to protect deliverability and domain reputation)
What'sApp integration & messaging service - $15 USD per month, plus 0.222 per WhatsApp messaging (including voice memos)
Additional Email Sends: $20 USD per 10,000 additional emails beyond your plan limit
SMS & Phone Services: $5 USD provides approximately 330~ US calls OR 300~ US SMS.
See full terms for itemised details.
What Happens If I Miss A Payment?
Your account will be suspended if payment is not collected within 7 days of the due date. To reactivate a suspended account, all outstanding balances must be paid in full.
Can Viveka Sync with Accounting platforms?
Yes, Viveka directly connects to Quickbooks. The Xero integration is in development and should be a few months away. If you're using another platform you can connect them via integration tools such as Zapier, Make, Integrately, Pabbly.
Because Viveka has proposals, invoicing and contracting features, you can now manage these in one place without the need for third party software if you choose to.