The Best Tools for Client Management (And How to Use Them Together)
Why Client Management Tools Matter
Managing client relationships takes more than emails and sticky notes.
You need a system that keeps your projects organized, communication clear, and clients feeling taken care of.
But here's the thing: you don’t need every tool—you just need the right ones that work well together.
Let’s break down the best tools for each phase of client management—and how to connect them for a seamless experience.
1. Lead Capture & Inquiries
Tool Recommendations:
Tally – Simple, beautiful forms
Typeform – Interactive and stylish surveys
Zapier – Automate form submissions into your CRM or project board
How to Use Together:
→ Create an inquiry form in Tally
→ Use Zapier to auto-add the submission to your CRM or Notion database
→ Trigger a personalized email confirmation or questionnaire
| Pro Tip: Include a video or brand message on the “Thank You” page to build connection right away.
2. Scheduling & Discovery Calls
Tool Recommendations:
Calendly or SavvyCal – Streamlined scheduling
Google Calendar – Centralized calendar sync
Zoom – For video calls and screen sharing
How to Use Together:
→ Embed your Calendly link on your website
→ Collect pre-call questions with the booking form
→ Set up automatic reminders and follow-ups through your scheduling tool
| Bonus Tip: Add a custom welcome message and prep tips in the confirmation email.
3. Onboarding & Project Management
Tool Recommendations:
Notion – Custom client portals + checklists
ClickUp or Trello – Visual project tracking
Dubsado or HoneyBook – Contracts, invoices, onboarding workflows
How to Use Together:
→ Use Dubsado to send your contract, invoice, and onboarding form
→ Trigger creation of a personalized Notion portal using a template
→ Connect project milestones to ClickUp for task visibility and updates
| Pro Tip: Include a Loom video tour of their new client dashboard for a personal touch.
4. Communication & Updates
Tool Recommendations:
Slack – Casual client communication (optional)
Loom – For clear, engaging video updates
Notion – Centralize notes, updates, and deliverables
How to Use Together:
→ Share weekly or milestone updates via Loom and embed in Notion
→ Use Slack for clients who prefer real-time communication
→ Keep feedback organized in shared Notion pages
| Reminder: Over-communication beats under-communication—especially when clients feel unsure.
5. Payments & Follow-Ups
Tool Recommendations:
Stripe or PayPal – Secure online payments
Dubsado – Recurring invoices and auto-reminders
Notion – Track payment status and notes
How to Use Together:
→ Set up recurring invoices through Dubsado
→ Connect payment status to your Notion dashboard
→ Send automatic thank-you emails after payment clears
| Delight Tip: Include a small freebie or resource after payment as a surprise bonus.
6. Offboarding & Testimonials
Tool Recommendations:
Dubsado – Automate testimonial requests
Typeform – Create a feedback form
Canva – Design final reports or wrap-up deliverables beautifully
How to Use Together:
→ Trigger a final handoff email with all links and deliverables
→ Include a Typeform for feedback and a link to leave a testimonial
→ Offer an optional referral code or follow-up package
| Pro Tip: Record a short “farewell and next steps” Loom video to recap the journey.
How to Keep It All Connected
Use automation tools like:
Zapier or Make – Link tools together (e.g., form → CRM → email)
Notion API – Auto-update client dashboards
Dubsado Workflows – Run full onboarding or offboarding sequences with one click
Don’t over-complicate—start small and build as your process grows.
Final Thought
You don’t need all the tools—just the right ones set up with intention.
The right tech stack helps you:
Stay organized
Save time
Build a standout client experience
And best of all? It lets you spend less time managing and more time thriving.
Ready to build a client management system that works with you?
Let’s design your dream workflow—customized, branded, and stress-free.
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