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Small Businesses: Do You Need Client Management Software?

As a small business owner, you're juggling a hundred things at once. Managing clients, projects, finances, marketing, fixing the coffee machine... It's overwhelming, especially when you're trying to grow your business. 

That's where solid client management software (aka customer relationship management, or CRM) can be your life raft to save you from drowning in admin overwhelm. 

A CRM helps you manage customer relationships by keeping all your customer info in one place, automating tasks and comms, and giving you helpful data to improve how you work with customers.

There are hundreds of CRM platforms available, so let's help you get started with choosing the right one for your small business. 
Here's what we cover:

  • The benefits of CRM for your business

  • How to choose the best CRM software for your business needs

  • Key features to look for in small business CRM solutions

  • How to optimize CRM systems for growth

Let’s get to it. 

Best Client Management Software for Small Business

Discover the benefits of client management software and how to pick the best CRM tool for your small business. 


Benefits Of CRMs For Small Businesses

How do you know that investing in a CRM will actually help your business rather than being one more thing you waste resources on? 

Here are a few legit benefits you should expect with the right CRM for your team:

Get more efficient

A CRM is like having a super-assistant that keeps all your customer interactions organized and up to date,  automates any repetitive tasks, and gives you quick and easy reports of things like your sales pipeline, so you can make better decisions, and faster. 


This can save hundreds of business hours, and free up more time for billable work and creative thinking. 

Have a single source of truth for your business

The best small business CRMs don't just focus on one thing (like customer info or sales). They include project management tools and other organizational tools to streamline all your customer interactions. 

No more trying to hunt down different emails or documents or spreadsheets for each and every client - your CRM can provide a single source of truth that's easy to organize and reference for every client and project you're working on.  

Become more effective

A CRM doesn't just make you more efficient by getting your daily, weekly and monthly tasks more organized and streamlined. It's about the end benefit: becoming more effective. 

When the day-to-day efficiency is handled with a better system, you can pour your focus into the aspects of your business that matter most and need your undivided attention - like developing your team and serving your customers and clients well.  

Create a better customer experience  

When your business runs more efficiently and effectively, your clients and customers get a better experience overall. But it's also about the details - CRMs help you provide more personalized and professional service through support features like client portals where clients can access the updates or information they need at any time.


And when your customers have a smoother experience, they're obviously more likely to stick around.

Lower business expenses 

A CRM may appear to be an additional cost at the outset. But when you add up the tangible and intangible benefits over the short and long-term, having the right CRM will actually lower your business expenses, save you money and increase customer retention and revenue in the long run.


How to Choose the Best CRM Software for Small Business Needs?

Finding the best CRM for your small business can be a challenge if you're new to CRM or aren't sure what to look for. 

The needs of small businesses are different from large enterprises, so you don't want to just go with the biggest or most popular option on the market. The top CRM companies out there are highly rated for good reason. But the truth is, the best CRM for small business is the one that's the best fit for your unique needs and style. 

Here's a step-by-step guide to help you pick the best CRM for your business in 2024: 

Step 1: Get Clear on Priorities and Goals

Before you even start looking at CRM options, take a step back and think about what you really want to achieve. What are your biggest challenges right now?

What would make the biggest difference in your business if you could wave a magic wand?

Step 2: Identify Your Team's Pain Points

Talk to your team and find out what's driving them crazy on a daily basis. What tasks are sucking up all their time? What information do they need quick access to?

Get a good understanding of their biggest pain points so you can find a CRM that actually solves them.

Step 3: Determine Key Features

Based on your priorities, goals, and team's needs, make a list of the non-negotiable features you need in a CRM. This might include things like contact management, sales pipeline tracking, project management tools, or integrations with other software you use.

Step 4: Plan Your Budget

Budget matters for small businesses. Figure out how much you can realistically invest in a CRM, both upfront and on an ongoing basis. Keep in mind that some CRMs charge per user, so factor in how many team members will need access.

Step 5: Research the best CRM Apps and Software Options

Now that you know what you need and how much you can spend, it's time to start exploring your options. Check out different CRM platforms aimed at small businesses. Read reviews and case studies, compare features and pricing, and make a shortlist. Then take advantage of free trials to test drive a few options before making a decision. 

Should I use a free CRM?

It's tempting to go with freeware when you're just starting out or on a tight budget. And there are some decent free CRMs out there that can cover basic needs. 

Just keep in mind that these free options usually come with limitations that prevent you from getting the full benefits and scaling up as your business grows. And don't expect any customer support if things go wrong 🙄 

Plus, you want to be sure you're getting something you know actually works because someone's put the time and money into building it. 

While a free CRM is better than nothing in a pinch, rather consider the value you'd get from investing in budget-friendly CRM software designed for small businesses. One that can grow with you so you don't have to go through the headache of switching systems down the line.  

Shameless plug here: ClientManager is designed specifically for entrepreneurs and small businesses that need a clean and effective CRM without all the fluff, or the price tag.


We keep things simple and affordable so you can quickly get up and running with the tools you need, and stay focused on growing your business.   


Key Features to Look for in Small Business CRM Solutions

Looking for the best client management software to match your business needs?

Here are some key CRM features you'll want to have on your list when choosing a CRM:  

User Experience

If your CRM is a pain to use, your team won't use it. You want an intuitive interface and easy navigation, so your team can quickly find what they need and get stuff done.

Customer & Pipeline Management

The core of any good client or customer management system is the ability to track all your interactions and data in one place. 

Look for a CRM with robust contact management features so you always have a 360-degree view of each customer. Bonus points if it includes sales pipeline tracking to help you stay on top of deals and revenue.

Team Collaboration

Any CRM for small business should come with built-in team collaboration features, like shared calendars, task assignments, and real-time updates. That way, everyone's on the same page and can easily see who's working on what.

Scope Creep: 

When the project inflates beyond what was originally agreed, it can put strain on your team and make it tough to meet deadlines and expectations.


To save time and hassle, many CRMs integrate seamlessly with the other tools you use to run your business, like your email marketing software or accounting and payments systems. 


Any CRM worth the investment should help you automate repetitive tasks like follow-up emails, task assignments, and data entry. The more you can automate, the more time you can spend on the stuff that really matters.

Value for money

You want a CRM that offers the right balance of features and pricing for your needs. Those added features might sound cool, but you don't want to be paying for stuff you'll probably never use.

ClientManager offers an a simplified client management software tool that gives you all the features above and more, like:


  • White label software to easily create and customize proposals, contracts & invoices

  • Quick and easy client onboarding - send simple urls instead of typing emails 

  • Clean & user-friendly client portal

  • Lead management to stay on top of sales

  • Easy time-tracking for all your jobs   


How Can Small Business Owners Optimize CRM Systems for Growth?

Let's say you've found the perfect CRM for your small business. Now what? How do you make sure you're getting the most out of it? 

Here are a few tips for small businesses that want to optimize their CRM for long-term growth:

1. Set it up right, from the start

Take the time to implement your CRM properly from the start. Have a clear plan for how you'll use it, make sure it's integrated with other business tools where needed, and get your team up to speed as fast as possible. 

2. Automate and analyze

Two of the biggest benefits of a CRM are automation and data. Look for opportunities to automate repetitive tasks and free up time for high-value activities. Do regular reviews with your team to see how you can put the data to good use and decide where you need to focus your efforts.

3. Keep improving 

Your CRM should grow alongside your business. Stay on the lookout for new features and integrations that can help you work smarter, and then adjust your processes as needed. Regularly review and optimize to make sure you're always getting the most out of your CRM.

Ready to get started with CRM?  

We’d love it if you tried ClientManager's free trial. 

​Most users tell us they love the interface, user experience, and simplicity. 


Here's to your business growth (and less admin headaches!) this year 😊

Thanks again,
​Kyle & CM Team

Onboard & manage your clients with ease.

Take control of your business. Save time and money - and actually enjoy the process, with ClientManager.


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