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9 Best Client Management Tools You Can Use In 2023

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Client management tools is the need of the hour for every business.

If you’re into sales or someone who deals with clients, you’d agree that calling your clients or customers the lifeblood of your business isn’t an exaggeration. 

According to studies, 20% of a company’s present clients will provide 80% of its future revenue. That is why it is critical to establish and maintain a positive and long-term relationship with each of your clients.

It gets increasingly difficult to maintain track of all of your customers’ data and progress as your customer base grows. It usually happens when you do not have a centralized platform to keep track of clients and things start falling through the cracks.

This is where a client management system steps in to organize and make your work easy. 

What is a Client Management Tool?

A client management tool is a system that keeps track of a company’s specific interactions with each of its clients. Data from the Client Management System is frequently used by sales, marketing, and support teams to create and nurture customer relationships so that they become loyal customers.

Client management tools enable organizations to manage their connections with future and existing consumers in a seamless manner.

Client management tools are fantastic at organizing and automating processes so that you can efficiently track client data and activities. A client management tools or customer relationship management system (CRM) can help you stay organized and effective, which is critical for overall business productivity.

It helps you in managing sales, simplifying operations, and arranging targeted customer conversations. As a result, businesses may better serve their consumers, cultivate stronger client relationships, and increase profits.

Collect, track, and manage all your client data effortlessly in one place. Sign up for ProofHub today!

Below you’ll learn about the best client management apps that will help you manage your clients seamlessly. 

Top 9 Client Management Tools in 2023

1. ProofHub

ProofHub is best Client Management Software

ProofHub is one of the best client management tools. It provides effective solutions to plan work schedules, organize resources, and automate managerial functions. 

ProofHub allows project managers to take charge of the overall workload and form productive teams that meet project objectives. It provides you with features like task management, file proofing,  notifications, file management, note-making, and even in-built chat so you can stay in touch with your most critical clients in one place.

The tool is designed to centralize all of your client management requirements for quick access. ProofHub eliminates the need for multiple apps to track client information, share changes, collaborate, or manage assignments; it does it all in one location.

ProofHub offers a variety of solutions to help teams of all sizes improve client satisfaction.

Mentioned below are all of the notable ProofHub features you’d like to have in your client management system.

Standout features

task management in ProofHub

ProofHub’s task management section allows you to create, manage, and track project tasks. The Kanban boards and Gantt chart allow you to visualize tasks related to client management for the entire team as well as schedule them according to your needs. 

Like a dynamic Excel spreadsheet, ProofHub’s Table view organizes all of your client data and tasks. Because it’s jam-packed with column functions, it’s incredibly handy for someone who has spent their entire working life working with tables. Custom fields allow you to tailor the task view to your client’s specific requirements.

You can see all of the essential events and duties you’ve been assigned throughout the week in the calendar view, so you’re always aware of when you need to follow up or contact a client about important tasks.

ProofHub’s task management section makes way for effective lead management. 

  • Team Collaboration 

ProofHub Chat

ProofHub makes it simple for teams to collaborate effectively and encourages active participation. The dedicated discussion section allows you to have real-time conversations with your team members and organize them by specific subjects linked to your clients. 

You may also use ProofHub’s built-in chat function to swiftly communicate with your team and clients (both personal and group).

ProofHub’s notes area allows you to rapidly scribble down client-related vital information in one location, organize your notes into ‘notebooks,’ and share them with your teammates.

The Proofing tool allows you or your clients to provide detailed feedback on files and documents using markup tools and annotated in-file comments. 

  • File management

File management in ProofHub

ProofHub is a great file management solution that lets you manage client file copies, and versioning, and categorizes them all in one place. It offers a well-organized file system and 100 GB of file storage capacity (expandable) for all of your project data.

ProofHub allows you to upload all of your project files and organize them into folders so that your clients and team members can easily access them. You can also attach files to communication modules such as team Chat, Discussions, and Tasks, and all of your attachments will be stored in the Files section.

Under the files area, you can also make many versions of the same file, each with its own version history. With ease, you may upload new versions, revert to an older version, and share your final work with your colleagues.

Keep your important files organized in one place and share them with your clients in a single click! Switch to ProofHub. 

Notable companies using ProofHub 

  • Taco bell
  • Netflix
  • Trip advisor
  • Pinterest

2. Bitrix24 

Bitrix24 is a client management software

Bitrix24 is a client management tool that can be used on-premises or in the cloud. It is specially created for salespeople and is jam-packed with features that will help you convert prospects into loyal customers. The best thing about this client management system is that it has a free option available. 

It has a sales funnel view that shows the percentage of customers that are in development, waiting for details, negotiating/reviewing, and closed-won. This CRM tool allows you to see where you can improve your sales process.

It simplifies customer management with automated sales funnels. Similarly, its automation rules enable you to establish automated lead answers. 

Standout features

  • Team collaboration tools
  • Customer contacts database
  • Storage with cloud editions
  • Desktop apps for Windows and Mac
  • Custom applications

Notable companies using Bitrix24

  • Forbes
  • PC Magazine
  • TechRadar

3. Salesforce 

Salesforce is popular client management solution

Salesforce is one of the most popular client management solutions available today. Contact management, opportunity management, lead management, email integration, and sales forecasting are among the features.

One of Salesforce’s most useful products is its sales forecasting tool. You can obtain a real-time picture of all your sales reps’ forecasts using sales forecasting, including in-line forecast revisions and override visibility, based on the management hierarchy.

It allows you to examine your company’s full pipeline, grouped by sales rep, so you can determine who your top performers are. You can set realistic targets and tackle problems before they affect your revenue by measuring and forecasting your sales. Finally, technologies such as sales forecasting assist managers in making judgments.

Standout features

  • Contact management
  • Quote management
  • Lead management
  • Dynamic dashboard and custom reports
  • Email integration

Notable companies using Salesforce

  • BBVA
  • Unilever
  • Red

4. Freshworks CRM

Freshworks CRM is a client management software

Freshworks CRM is a client management tool with a twist: it’s an all-in-one package that includes sales, marketing, chat, and a built-in phone. Freshsales allows you to keep track of your leads, customers, deals, marketing email journeys, and more all in one location.

The built-in phone and email are the best features of Freshworks. Rather than integrating with other platforms, your sales reps can call, email, and contact prospects directly from the CRM. You can buy local and toll-free lines in Freshworks and assign them to sales agents so they have their own phone line when calling prospects.

Furthermore, because communication occurs within the CRM, it is automatically logged. Calls, emails, and any other activity are automatically logged, saving you time on data entry.

Standout features

  • Pipeline management
  • Lead scoring
  • AI-powered insights
  • In-built audio calls
  • Sales reports

Notable companies using Freshworks CRM

  • Blue Nile
  • Dyson
  • Sify
  • PharmEasy

5. Hubspot 

HubSpot is an all-in-one CRM platform

HubSpot is an all-in-one CRM platform known for providing efficient solutions to manage your clients well. It is adaptable, unified, and simple to use. HubSpot provides you with solutions like email tracking and notifications, prospect tracking, meeting scheduling, and even live chat so you can stay in touch with your most critical customers.

HubSpot CRM can be integrated with Gmail, G Suite, Office 365, and Outlook, allowing you to spend less time logging notes and more time creating relationships.

Whether you’re a small team or a large corporation, HubSpot gives you unlimited users, data, and up to 1,000,000 contacts with no time restriction or expiration date.

Standout Features

  • Contact management
  • Deal stages
  • Daily dashboards
  • Task management
  • Automated data capture

Notable Companies Using HubSpot

  • WWF
  • Trello
  • Suzuki
  • VMware

6. Apptivo

Apptivo is another one of the best client management app

Apptivo is another one of the best client management app that makes it simple to handle prospects and customers. You may embed forms on your website with Apptivo, and the application will create new leads automatically once a prospect fills out the form. 

You can also import manually or using a CSV file. You have complete control over the onscreen layout thanks to the software’s extensive customization.

Apptivo offers a variety of visualization choices for tracking sales. You can track the performance of individuals and your entire sales team using the dashboard. Dials and other types of displays help you make sense of the data and display information like Projection and Attainment.

Standout features

  • Automatic lead generation
  • Apps customization
  • Lead conversion
  • Sales tracking
  • G-suite integration

Notable companies using Apptivo

  • Aqua Lung America
  • General Supply and Services
  • Zeltic Aesthetics

7. Dynamics 365

Dynamics 365 is a client management software

Dynamics 365 is a client management tool solution that enables you to manage your clients better and faster. Whether your sales cycle is lengthy or short, you’ll find this application useful because it allows you and your team to quickly onboard new clients. 

Dynamics 365 employs applications that work in tandem with other Microsoft products such as

Outlook. Hence, you do not have to put much effort into cobbling together a whole client management ecosystem with unrelated solutions and more time creating relationships with your customers on platforms you’re familiar with.

Standout features

  • Lead generation and prioritization
  • Sales insights
  • Customer service dashboard
  • Activity log

Notable companies using Dynamics 365

  • Unicef
  • Toyota
  • Dr. Martens
  • Columbia 

8. Pipedrive

Pipedrive is a client management tool

Pipedrive is a client management tool that includes features such as pipeline management, web forms, chatbots, workflow automation, and AI-powered sales help.

Pipedrive’s AI sales assistant is a one-stop solution as it not only provides training to your sales staff but also employs algorithms to analyze their previous performance and provide them specific insights and automation recommendations.

Pipedrive syncs your contacts and calendar with Google and Microsoft, as well as provides you with a complete history of your contact activity. It even provides tools for managing leads and deals.

Standout features

  • Sales automation
  • Lead management
  • Insight and reports
  • Contact management

Notable companies using Pipedrive

  • Beaumont & Co.
  • Wedding Jam
  • Escrow.com

9. Keap

Keap is client management software

Keap is another one of the best client management tool that keeps track of all customer communications, marketing, payments, and activities in one place. This tool assists you in gathering leads and converting them into customers.

Keap’s email and SMS marketing solutions assist you in segmenting your leads into prospects depending on specified criteria. It even offers a form builder that allows you to design custom forms that can be immediately integrated into your website. It takes action automatically to ensure follow-up!

Keap also lets you select from a library of pre-written emails and automates the sending of messages to new prospects. It’s also compatible with Gmail and Outlook.

Standout features

  • Custom forms
  • Pre-written emails
  • Advanced reporting
  • Automated lead capture

Notable companies using Keap

  • Affinigent
  • Backbone
  • Beautycounter

What should you look for in a client management system for your business?

Whatever you’re searching for, make sure you take the time to select a customer relationship platform that can provide you with all you require.

Here are a few things to look out for in your search to give you a good start.

  • Lead management

There’s no need to explain how vital lead management is in the sales process.

Each stage of the sales funnel, entails building and sustaining a relationship with the buyer. This increases your chances of converting them from a potential customer to a paying customer.

It’s critical that your CRM system has a customer database that helps you to track and manage new leads efficiently. When deciding which platform to use, keep this in mind.

*Pro-tip*– Using Custom Fields to manage client data streamlines the process and keeps vital information in the forefront.

  • Collaboration

The ability to interact internally is a highly useful feature of any client management tool, especially in a world where the majority of enterprises operate remotely.

Consider how these collaboration capabilities can help your firm become more efficient with client management, whether it’s sharing files, posting comments, or offering company-wide updates.

*Pro tip*– Having an in-built chat application at your disposal saves you from the chaos of dealing with long email threads and makes way for instant communication with your clients. 

  • Data Visibility

If you want to see all of your vital client data in one place, data visibility is super essential. It provides you with immediate visibility into how things are progressing and allows you to make quick and smart business decisions.

It also allows you to rapidly discover any areas in need of development without having to trawl through all of the system’s data.

*Pro tip*- Keeping track of overall project reports allows you to gain a detailed understanding of how your project is progressing and come up with effective plans to avoid bottlenecks.

  • Integrations

If your company works with a range of different tools, you’ll need a platform that can integrate with at least some of those platforms.

As a result, your workflow will be more streamlined and efficient, and your consumers will have a better experience.

  • All-in-one platform

It is super important for a company to make sure that they deliver their projects on time in order to keep their clients happy and satisfied. Switching between multiple platforms will not just make you feel distracted but also cost you more money and time.

Hence, you should select a platform that can handle all of your client management requirements in one place. 

*Pro-tip*– Using a centralized platform to manage client information, tasks, files, and more helps you save time and money. 

What are the benefits of a Client Management Tool?

  • Increased Sales

A client management platform can help you automate important processes, improve your sales process, and evaluate all of your sales data in one central location, thereby increasing sales and productivity. A CRM enables you to create a step-by-step sales procedure that your staff can trust and that you can easily change as problems emerge.

  • Analytical details

It’s one thing to have a lot of customer data, but you also need to understand what it means and how to use it. Client management tool often includes built-in analytics to contextualize data and break it down into actionable items and clearly understandable KPIs. Metrics like click-through rates, bounce rates, and demographic data help you assess the success of a marketing campaign and make adjustments as needed.

  • Centralized database

Another benefit of the client management tool is that it creates a consolidated database with all of your customers’ information, making it conveniently available to anybody in your company who requires it. This makes it simple for a sales representative to know, for example, what products a particular consumer is interested in. If a customer has previously communicated with the company, the CRM will contain records of that interaction, which can be used to inform future marketing and sales efforts. This saves your employees time searching through old files and records, as well as provides a better and more productive customer experience.

  • Better communication

A client management app can make it easier for your staff to communicate with one another, in addition to improving communication between your business and your consumers. A CRM allows you to monitor how other employees interact with potential customers, allowing your team to keep a consistent brand voice. It also allows team members to give notes or alerts to one another, tag one another on projects, and send messages and emails all from one system.

Wrapping up!

So there you have it; the best client management tools in 2023. Despite the fact that the business world has seen plenty of new tools in recent years, these 9 have surely left an imprint on the market.

With millions of teams and businesses relying on these tools to help them improve their client service management efforts, it’s time you gave them a try to discover which one best fits your needs and company.

Say goodbye to multiple apps and start managing your clients in one location seamlessly with ProofHub. Sign up for a 14-day free trial today!

 Vartika Kashyap
Vartika Kashyap

Vartika Kashyap is the Chief Marketing Officer at ProofHub and has been one of the LinkedIn Top Voices in 2018. Her articles are inspired by office situations and work-related events. She likes to write about productivity, team building, work culture, leadership, entrepreneurship among others and contributing to a better workplace is what makes her click.


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