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Client Management Software & Strategies For Agencies

Kyle Prinsloo

Founder, ClientManager

17 Feb 2024

Published On:


As your agency grows from just you into a team, it becomes even more important to have the right client management software to manage clients and your team.

In this article, I'll cover:

● Best client management tools / software

● Strategies to deal with an increasing number of clients

● Best practice methods for effective communication

Let's get into it!

Best Client Management Software & Tools

When it comes to client management tools, quality over quantity is key.

Let's take a look at some of the best client management software for agencies.



ClientManager is specifically designed for freelancers and agencies.

It simple - the way it should be, with features like:

  • Onboarding clients

  • Generating proposals and contracts

  • Managing invoices

  • Task and calendar management

  • Collaborating seamlessly with team members

  • Tracking leads accurately

  • And more

Create and send Proposals fast with our default template or create your own:


With the Contract Builder, you can easily create and e-sign contracts, saving time and simplifying the process.


Managing invoices is also straightforward.

The Calendar Dashboard provides a bird’s eye view of all your important events and tasks, keeping you on top of deadlines, meetings, and milestones without feeling overwhelmed.


Task management is emotional.

You can manage projects, assign tasks to team members, and track progress all in one place.

Collaboration is simplified through tagging, mentioning, and assigning features within tasks and client dashboards, ensuring easy communication with team members and keeping everyone in the loop.


The Client Dashboard serves as a central hub for managing each client, providing a comprehensive overview of all their information in one place.

From contact details to project history, everything is easily accessible.


Onboarding clients is also a breeze.

You can send questionnaires to gather their information and streamline the process, eliminating the need for emails or chasing missing details.




When it comes to managing projects and tasks, Trello is a game-changer.

This visual tool empowers teams to stay organized, collaborate effectively, and achieve their goals with ease.

With Trello, you can create boards, lists, and cards to get a clear view of who’s doing what and what needs to get done.

Each card in Trello is like a virtual hub, keeping all the information your team needs organized in one place.

You can assign members, set due dates, leave comments, and attach files.

No more digging through endless email chains to find attachments - simply drag and drop them onto the card and they’ll stay with the task.



In today’s fast-paced and interconnected world, effective communication and collaboration are essential for the success of any agency.

This is where Slack comes in, revolutionizing the way teams work together.

With its user-friendly interface and powerful features, Slack has become a game-changer in the realm of messaging platforms.

One of the key advantages of Slack is its ability to organize workspaces into channels.

Each channel represents a specific topic or project, allowing team members to easily find and access relevant information.

With all conversations, files, and messages related to a particular topic in one place, productivity soars.

No more digging through endless emails or juggling multiple communication tools – everything you need is right there in Slack.



When it comes to software to keep track of clients, agencies need a tool that can handle multiple aspects of their work efficiently.

That’s where Notion comes in.

Notion is an all-in-one workspace that offers a wide range of features to help agencies streamline their workflows, collaborate effectively, and stay organized.

With Notion, agencies can centralize all their knowledge in one place.

Its wiki feature allows you to create a comprehensive repository of information, making it easier for your team to find what they need quickly.

No more wasting time searching for documents across different platforms or struggling to remember where you stored that important file.



Toggl is a powerful time-tracking tool designed to optimize productivity and billing efficiency for agencies.

With its user-friendly interface and intuitive features, Toggl makes time tracking easy for teams of all sizes.

One of the key benefits of Toggl is its ability to help you record more billable hours and improve profitability.

By accurately tracking your time, you can eliminate guesswork and ensure that every minute worked is accounted for.

This will not only improve your operational efficiency but also maximize your profits.

Strategies To Deal With An Increasing Number Of Clients

Build Trust from the Start

Regardless of the size of your agency, building trust should always be a top priority.

Establishing trust with clients begins with clear and transparent communication.

Be honest about what you can deliver and set realistic expectations from the outset.

Avoid making promises you can’t keep, as this will only lead to dissatisfaction down the line.

Foster Effective Communication

Communication is at the heart of successful client management.

As your team grows, it’s essential to have a centralized system in place to manage communication efficiently.

Consider using client management tools, such as ClientManager, which allows you to create dedicated dashboards for each client.

Keeping all conversations and deliverables organized in one place.

Understand Your Client's Needs

To provide outstanding service, you must understand your client’s needs.

Take the time to listen and ask probing questions to gain a clear understanding of their goals and objectives.

By aligning your work with their vision, you’ll build stronger relationships and deliver results that not only meet but exceed their expectations.

Invest in Team Development

As you transition from a single-person agency to a large team, invest in team development.

Team collaboration will become one of your key strengths as your business grows, so invest in their growth, and you will reap the rewards long-term.

Provide ongoing training to enhance technical skills and foster a culture of continuous learning.

This investment will not only benefit your team but also enable them to better serve your clients.

Prioritise and Categorize

As your client base grows, it becomes essential to prioritize and categorize clients based on their importance or urgency.

This will help you allocate resources efficiently and ensure that you’re giving adequate attention to each client.

Utilise client management platforms like ClientManager or Trello to keep track of client details, project status, and deadlines.

Best Practice Methods For Effective Communication

Transparent communication culture

Encourage an environment where everyone feels comfortable expressing their thoughts and ideas.

This helps build trust and ensures that all team members are on the same page. It also sets the tone for client communication, as they will appreciate being kept in the loop.

Set clear expectations

Communicate project goals, timelines, and deliverables to both your team and clients.

This helps manage everyone’s expectations and avoids misunderstandings down the line. Regularly update all parties on progress and any changes to the plan.

Be concise and clear in your messages

Avoid using jargon or technical terms that may confuse your team or clients. Instead, strive for simplicity and clarity in your communications.

Break down complex information into digestible chunks, use bullet points or headings to highlight key points, and provide examples or visuals whenever possible.

Be responsive and timely

Promptly respond to messages from both your team and clients.

This shows that you value their input and are committed to open communication.

If you need more time to provide a comprehensive response, acknowledge the message and let them know when they can expect a detailed reply.

Seek feedback and continuous improvement

Regularly seek feedback from both your team and clients on the communication processes you have in place.

Ask for suggestions on how communication can be improved and implement any necessary changes.

Now, let's explore how to improve client management by utilizing effective software.


Effective client management is essential for the success and growth of any web design agency.

By adopting the right strategies and utilizing the appropriate tools, agencies can:

  • Enhance communication

  • Streamline workflows

  • Build stronger client relationships

Until next time 🙂

If you're still here, consider trying out ClientManager for free to see if it works for your needs.

About Author

Hey, I’m Kyle Prinsloo. Founder of ClientManager, StartupStarship & FreelanceFam.


I enjoy business and helping people create a business around their desired lifestyle. 

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