Managing clients effectively is one of the most critical factors for business success in 2025. As customer expectations grow, businesses can no longer rely on spreadsheets or scattered tools to track interactions. This is where client management software comes in, offering centralized platforms to organize client data, streamline communication, and automate repetitive tasks. Whether you're a small business owner, a startup founder, or part of a growing enterprise, the right system can save time, strengthen relationships, and drive growth.
In this article, we'll define client management, explore its benefits, highlight essential features, and review the top 15 client management tools, including:
1. Lark: All-in-one collaboration and client management platform
2. Salesforce: Enterprise-grade CRM with advanced automation and analytics
3. HubSpot CRM: Free client management solution with built-in marketing tools
4. Zoho CRM: Affordable multichannel CRM with customizable reporting
5. Freshworks CRM: Customer support–driven CRM for service-oriented businesses
6. Pipedrive: Sales-focused CRM built for pipeline visibility and conversions
7. Monday Sales CRM: Flexible CRM integrated with project workflows
8. Insightly: Client relationship management combined with project execution
9. Keap: CRM with powerful automation for small business growth
10.Bitrix24: Free all-in-one CRM and collaboration suite
11. Apptivo: Budget-friendly CRM with invoicing and client tracking
12. Nutshell: Easy-to-use CRM with sales automation and reporting
13. Copper CRM: Google Workspace–native CRM for seamless integration
14. Microsoft Dynamics 365: Enterprise CRM with ERP and AI integration
15. SugarCRM: Customizable CRM tailored for unique business workflows
What is client management & why does it matter
Client management is more than just keeping contact details in a spreadsheet. It's the structured process of organizing, tracking, and nurturing relationships with clients to ensure long-term satisfaction, loyalty, and retention. At its core, client management involves:
Maintaining accurate client records and histories.
Managing communication across multiple channels like email, chat, and video.
Delivering projects and services on time.
Tracking key performance indicators such as customer satisfaction and revenue contribution.
The difference between a client management system and general customer management software is significant. While customer management tools primarily log interactions and data, client management systems go further by integrating CRM, client management, collaboration, workflow automation, and analytics. This allows businesses not only to store client data but to act on it in real time scheduling tasks, sending reminders, and monitoring progress all within one platform.
For example, a digital marketing agency may use a client management app to track campaign deliverables, automate client reporting, and communicate directly with clients without leaving the platform. This level of integration reduces errors, improves transparency, and strengthens trust with clients.
Key features of the best client management software
The best client management systems stand out because they combine data organization with tools that simplify collaboration and reduce manual work. Here are the must-have features:
Contact and client tracking software: Keep all client profiles, activity logs, and interaction histories in a centralized database for quick access. This ensures that sales, support, and service teams have the full context of every client interaction.
Integrated client communication software: Modern businesses need more than email. Built-in chat, video conferencing, and voice call tools let teams manage conversations without switching between platforms. This also improves client communication software efficiency and responsiveness.
Task and project management: Assign tasks, set deadlines, and track deliverables linked to each client project. With features like approvals and progress dashboards, teams can ensure that nothing slips through the cracks.
Automation and reminders: Automate routine processes like follow-ups, client onboarding, and recurring invoices. Smart reminders keep teams on track, while reducing time spent on repetitive manual work.
Analytics and reporting: Real-time dashboards provide insights into revenue, customer health, team performance, and client satisfaction. These reports help businesses make data-driven decisions to improve service quality.
Together, these features make client management software not just a tracking system but a client management solution that improves efficiency, collaboration, and customer service.
Client management software for small businesses and startups
For startups and small businesses, adopting client management software for small business can be transformative. Many small teams rely on spreadsheets, email chains, or disconnected apps leading to miscommunication, missed deadlines, and lost opportunities. With limited staff and resources, every error can feel costly. A well-designed client management tool offers:
Affordability: Many solutions, like Zoho CRM or Bitrix24, provide free or low-cost plans suitable for small teams.
Ease of use: Simple interfaces and mobile apps make onboarding easy without requiring extensive training.
Scalability: As the business grows, these systems can scale up with advanced features, automation, and integrations.
Efficiency: Automating repetitive tasks, such as client follow-ups or invoice generation, frees up time to focus on growth.
For example, a freelance consultancy or boutique agency might start with a free plan from Lark or HubSpot CRM, using it to store client data and track communication. As client demands grow, they can upgrade to advanced features like automation, workflows, and analytics, ensuring smooth scaling without disruption. By adopting a client management app early, small businesses build a strong foundation for client relationships, prevent inefficiencies, and position themselves for long-term success.
Overview of the following client management systems
Here's a quick comparison of leading client management tools:
Top 15 best client management software in 2025
1. Lark: All-in-one collaboration and client management platform
Lark is more than just a client management software, it's a unified collaboration suite that combines communication, workflow management, and client tracking in one platform. By combining essential tools like chat, video meetings, document sharing, and task approvals, it eliminates the need for businesses to juggle multiple disconnected apps. This makes it a powerful option for SMBs, startups, and even enterprises that want to centralize client operations.
Base: Client tracking system with automation
Lark Base is a versatile client tracking system that helps businesses store client information, project details, and interaction history in one structured view. Unlike basic spreadsheets, Base supports customizable fields, Kanban boards, and Gantt views that adapt to each business's workflow. Automation rules can trigger reminders, send notifications, or move tasks between stages when progress is updated. This saves time and reduces the risk of human error in managing multiple clients at once. With pre-built templates such as client relationship management, or sales& CRM, Base ensures smooth, automated client lifecycle management.
Docs & Wiki: Store client records and communication history
Instead of relying on scattered files and email attachments, Docs & Wiki in Lark act as a central knowledge hub. Businesses can store client contracts, meeting notes, onboarding documents, and even FAQs in a secure, cloud-based environment. Wiki pages make it easy to create internal or client-facing resources that can be updated in real time. Collaborative editing allows multiple team members to work on client documents simultaneously, ensuring accuracy and efficiency. With search and tagging, finding past client records takes seconds, making Docs & Wiki a powerful asset for any client management system software.
Tasks & Approvals: Manage client deliverables efficiently
Lark combines task management directly into client workflows, so projects stay on track without third-party tools. Teams can assign responsibilities, set deadlines, and link tasks directly to client accounts. Approvals add an extra layer of accountability, ensuring that client deliverables such as contracts, creative assets, or proposals are reviewed adequately before being finalized. The ability to track progress visually across lists, Kanban boards, or timelines helps managers identify bottlenecks early. By embedding task and approval workflows within the client management process, Lark boosts productivity and client satisfaction.
Messenger & Meetings: Instant communication & share infoCommunication is critical to effective client management, and Lark brings it front and center with its Messenger and Meetings features. Teams can chat instantly, share files, and jump into video meetings with clients without leaving the platform. Unlike traditional CRMs that rely heavily on email integrations, Lark provides a native messaging system that supports group chats, private discussions, and even topic-based channels. Video meetings come with built-in recording, screen sharing, and scheduling, making client interactions seamless. By combining communication and CRM functions, Lark reduces tool-switching and ensures clients always get timely responses.
Why it stands out: Unlike traditional client management systems that focus only on CRM features, Lark bridges the gap between client management tools and real-time communication. Its collaboration-first design reduces tool-switching, cuts operational costs, and ensures clients are managed in a connected ecosystem.
Starter plan: Free forever plan that includes 11 powerful tools for up to 20 users. It also comes with 100GB of storage, 1000 automation runs, AI translations, and more.
Pro plan: $12/user/month (billed annually) for up to 500 users. It includes everything in Starter plus group calling for up to 500 attendees, 15TB of storage, 50,000 automation runs, and more.
Enterprise plan: Contact sales for custom pricing. Supports unlimited users and includes even more automation runs and advanced security, compliance, and management features.
Best for: SMBs, startups, and enterprises seeking an online client management platform that combines CRM capabilities with collaboration, automation, and secure document management.
2. Salesforce: Enterprise-grade CRM with advanced automation and analytics
Image source: salesforce.com
Salesforce is a global leader in CRM client management, built for enterprises that need advanced customization and scalability. Its strength lies in automation, analytics, and integration with thousands of business tools. With AI-powered insights and tailored dashboards, Salesforce helps large organizations manage client relationships at scale.
Key features:
Advanced CRM automation: Automates repetitive tasks such as lead scoring, pipeline updates, and email workflows, saving large organizations hours of manual work.
Analytics and AI-driven insights: Provides predictive analytics through Salesforce Einstein AI, helping businesses forecast sales trends and identify client risks.
Extensive integration ecosystem: Connects with thousands of third-party applications, from ERP tools to marketing automation systems.
Customizable dashboards: Enterprises can create tailored reporting dashboards to monitor KPIs across sales, service, and marketing teams.
Why it stands out: Salesforce's ability to scale across industries and departments makes it the gold standard for enterprise client management.
Pricing: Starts at ~$25/user/month for basic plans; enterprise packages cost significantly more.
Best for: Large enterprises with complex sales and service operations.
3. HubSpot CRM: Free client management solution with marketing tools built-in
Image source: hubspot.com
HubSpot CRM is a popular choice for small and growing businesses, thanks to its generous free plan and intuitive design. It combines client tracking software with built-in sales and marketing tools, making it easy to nurture relationships from day one. With visual pipelines and integrations, it's a powerful yet accessible option.
Key features:
Free CRM core: Manage unlimited contacts, deals, and pipelines without cost.
Marketing and sales integration: Includes email templates, ad management, and lead tracking for small teams.
Pipeline management: Visual pipelines make it easy to track client deals at every stage.
Reporting dashboards: Basic analytics included in the free plan, with advanced reporting available in premium tiers.
Why it stands out: HubSpot offers one of the best free client management apps in the market with optional upgrades.
Pricing: Free plan available; paid tiers start at $20/month for advanced features.
Best for: SMBs and startups looking for a cost-effective client management solution.
4. Zoho CRM: Affordable multichannel CRM with customizable reporting
Image source: zoho.com
Zoho CRM provides affordability without compromising on features, making it ideal for SMBs and startups. It supports multiple communication channels like email, chat, and phone, while offering customizable dashboards for deeper insights. With AI-powered recommendations and seamless integration across Zoho apps, it delivers strong value.
Key features:
Multichannel communication: Engage with clients via email, chat, social media, and phone from one interface.
Custom reporting: Build tailored dashboards to analyze sales and client engagement data.
AI-powered assistant (Zia): Suggests the best times to contact clients and predicts deal outcomes.
Integration with Zoho apps: Works seamlessly with Zoho's HR, finance, and marketing tools.
Why it stands out: Zoho balances affordability with advanced features, offering enterprise-level tools at SMB-friendly prices.
Pricing: Plans start around $14/user/month.
Best for: SMBs and startups seeking affordable, customizable client management tools.
5. Freshworks CRM: Customer support–driven CRM for service-oriented businesses
Image source: freshworks.com
Freshworks CRM is built to align sales and customer support, making it perfect for service-based organizations. It integrates client communication across phone, chat, and email, while providing AI-driven lead scoring. Combined with Freshdesk for ticket management, it creates a unified experience for managing both sales and service clients.
Key features:
Client communication suite: Built-in phone, email, chat, and SMS for end-to-end communication.
AI-powered lead scoring: Identifies high-value clients based on behavior and interactions.
Customer support integration: Syncs with Freshdesk for seamless support ticket management.
Sales pipeline visibility: Helps service businesses track leads and conversion opportunities.
Why it stands out: Freshworks bridges CRM and customer support, making it ideal for service-focused businesses.
Pricing: Starts at $15/user/month.
Best for: SaaS companies and service providers managing ongoing client relationships.
6. Pipedrive: Sales-focused CRM built for pipeline visibility and conversions
Image source: pipedrive.com
Pipedrive is a client tracker designed specifically for sales teams that want clear pipeline visibility. Its drag-and-drop interface simplifies deal management, while workflow automation saves time on repetitive tasks. With strong mobile access, Pipedrive helps sales reps stay productive whether in the office or on the move.
Key features:
Visual sales pipelines: Drag-and-drop interface for tracking deals through stages.
Workflow automation: Automates repetitive sales tasks like email follow-ups and deal updates.
Customizable fields: Adaptable to different industries and sales processes.
Mobile app: Allows sales reps to update client interactions on the go.
Why it stands out: Its simplicity and focus on sales pipelines make it a favorite for small sales-driven teams.
Pricing: Starts at $14.90/user/month.
Best for: Small sales teams needing a visual, easy-to-use client management tool.
7. Monday Sales CRM: Flexible CRM integrated with project workflows
Image source: monday.com
Monday Sales CRM is built on the popular Monday.com platform, combining CRM functions with project management flexibility. Teams can customize dashboards, automate client workflows, and collaborate on shared deliverables. Its adaptability makes it especially attractive for agencies and SaaS teams balancing sales and project work.
Key features:
Customizable dashboards: Track client pipelines alongside project deliverables.
Automation workflows: Automates repetitive client-related tasks like notifications and reminders.
Collaboration tools: Teams can work on tasks, timelines, and goals linked directly to client accounts.
Integrations: Syncs with Gmail, Outlook, and marketing tools for a seamless experience.
Why it stands out: Its flexibility allows businesses to adapt the CRM to fit their workflows.
Pricing: Starts at $10/user/month.
Best for: Agencies and SaaS teams combining project and client management.
8. Insightly: Client relationship management combined with project execution
Image source: insightly.com
Insightly blends CRM and project management into one platform, making it a practical choice for growing businesses. It tracks client deals alongside project milestones, integrates with tools like G Suite and Office 365, and offers tailored dashboards. This dual focus ensures smooth handoffs from sales to delivery.
Key features:
Pipeline and project management: Manage client deals and related projects in the same platform.
Email tracking: Track opens, clicks, and responses to client emails.
Integration ecosystem: Works with G Suite, Office 365, and hundreds of other apps.
Custom dashboards: Provides visual insights into client performance and project outcomes.
Why it stands out: It bridges the gap between sales and delivery by combining CRM and project management.
Pricing: Starts at $29/user/month.
Best for: Mid-sized businesses needing both sales and project management.
9. Keap: CRM with powerful automation for small business growth
Image source: keap.com
Keap is designed to help small businesses save time and grow through automation. It combines client management tools with marketing, invoicing, and payments, reducing the need for multiple systems. With advanced workflows and a strong mobile app, Keap supports busy entrepreneurs and solopreneurs.
Key features:
Marketing automation: Automates email campaigns, reminders, and lead nurturing.
Client database: Stores detailed client profiles with notes and activity logs.
Payment and invoicing integration: Helps small businesses manage billing and client payments.
Mobile app: Manage client communications and tasks on the go.
Why it stands out: Keap's powerful automation helps small businesses save time and focus on growth.
Pricing: Starts at $129/month.
Best for: Small businesses and solopreneurs looking for an automation-first client management program.
10. Bitrix24: Free all-in-one CRM and collaboration suite
Image source: bitrix24.com
Bitrix24 stands out for its generous free client management software offering, which includes CRM, collaboration, and project tools. Teams can manage contacts, chat, hold video calls, and even store documents at no cost. For businesses on a tight budget, it delivers an impressive all-in-one solution.
Key features:
Free CRM: Manage unlimited contacts and pipelines at no cost.
Collaboration tools: Includes chat, video calls, and document management.
Project management: Built-in task boards and timelines for client deliverables.
Integrations: Connects with email, telephony, and third-party apps.
Why it stands out: It offers a generous free plan with features that rival many paid tools.
Pricing: Free plan; paid tiers start at $39/month.
Best for: Teams needing robust client management systems on a budget.
11. Apptivo: Budget-friendly CRM with invoicing and client tracking
Image source: apptivo.com
Apptivo is a versatile client management system built for small and mid-sized businesses that need affordability and flexibility. It goes beyond basic CRM by combining client tracking with invoicing, project management, and integrations — making it a true all-in-one solution for growing teams.
Key features:
CRM core; Manage leads, opportunities, and client records.
Invoicing tools: Create, send, and track invoices directly within the platform.
Project and task management: Link projects and deliverables to client accounts.
Integrations: Works with G Suite, Office 365, QuickBooks, and more.
Why it stands out: Combines CRM, invoicing, and project tools in one affordable platform.
Pricing: Starts at $8/user/month.
Best for: SMBs seeking cost-effective client and billing management.
12. Nutshell: Easy-to-use CRM with sales automation and reporting
Image source: nutshell.com
Nutshell is designed for small and mid-sized businesses that want simplicity without sacrificing functionality. It focuses on easy-to-use sales pipelines, automation, and reporting, helping teams manage clients more effectively without a steep learning curve.
Key features:
Visual pipelines: Drag-and-drop interface for managing deals.
Sales automation: Automates tasks like follow-ups and reminders.
Reporting dashboards: Track performance and sales metrics in real time.
Integrations: Connects with Gmail, Outlook, Slack, and more.
Why it stands out: Offers powerful automation in a simple, user-friendly package.
Pricing: Starts at $16/user/month.
Best for: SMB sales teams looking for straightforward client management tools.
13. Copper CRM: Google Workspace–native CRM for seamless integration
Image source: copper.com
Copper CRM is purpose-built for businesses that rely on Google Workspace. It integrates natively with Gmail, Calendar, and Drive, allowing teams to manage clients directly from the tools they already use every day.
Key features:
Native Gmail integration: Manage leads and contacts within your inbox.
Google Calendar sync: Track meetings and client follow-ups automatically.
Deal and contact management: Organize opportunities and client histories.
Automation: Streamline workflows for faster client tracking.
Why it stands out: Provides the most seamless CRM experience for Google Workspace users.
Pricing: Starts at $23/user/month.
Best for: Businesses heavily invested in Google Workspace.
14. Microsoft Dynamics 365: Enterprise CRM with ERP and AI integration
Image source: microsoft.com
Microsoft Dynamics 365 is a comprehensive client management platform for large organizations. It combines CRM with ERP, advanced analytics, and AI features, making it an enterprise-ready solution for managing both clients and operations.
Key features:
CRM + ERP integration: Manage sales, service, finance, and operations.
AI-powered insights: Predict client needs and forecast sales trends.
Microsoft ecosystem integration: Seamless with Office 365, Teams, and Azure.
Customization: Tailor workflows and dashboards to enterprise needs.
Why it stands out: Combines CRM, ERP, and AI for end-to-end enterprise management.
Pricing: Starts around $65/user/month.
Best for: Large enterprises with complex multi-department requirements.
15. SugarCRM: Customizable CRM tailored for unique business workflows
Image source: sugar.com
SugarCRM is known for flexibility and customization, making it ideal for businesses with unique client management needs. It offers strong automation, reporting, and deployment options, giving teams complete control over how they manage client workflows.
Key features:
Customizable CRM modules: Adapt the system to fit any workflow.
Automation: Streamline sales, service, and marketing tasks.
Analytics dashboards: Track KPIs and client engagement metrics.
Deployment flexibility: Choose between cloud or on-premise hosting.
Why it stands out: Offers unmatched customization for specialized workflows.
Pricing: Starts at $49/user/month.
Best for: Businesses needing tailored client management solutions.
Benefits of client management software
Adopting client management software brings measurable improvements to how businesses operate. From centralization to automation, the right system helps teams save time, improve service quality, and scale operations. Here are the main benefits:
Centralized client tracking: Instead of juggling spreadsheets, emails, and notes, client management tools store all client data in one place. This creates a single source of truth, making it easier for teams to understand client history, preferences, and needs improving consistency and accuracy.
Improved customer service management tools: With features like messaging, ticketing, and support tracking, businesses can respond to client issues faster. Better communication ensures stronger relationships and higher client satisfaction, which directly impacts retention and referrals.
Scalability for SMBs and enterprises: Client management software grows with your business. Startups can begin with free or affordable plans, while enterprises can scale into advanced automation, analytics, and integrations. This flexibility ensures the system adapts to evolving client volumes and complexity.
Enhanced team collaboration and communication: Teams no longer need to jump between chat apps, email threads, and project boards. Integrated communication tools improve coordination across departments, ensuring everyone stays aligned when serving clients.
Data-driven insights through reporting and analytics: Modern client management systems provide dashboards that highlight KPIs like client health, conversion rates, and service performance. These insights empower managers to make informed decisions, allocate resources wisely, and improve strategies.
Automation of repetitive tasks for higher efficiency: From follow-up emails to reminders and approvals, automation eliminates repetitive manual work. This not only increases team productivity but also reduces the risk of missed deadlines or overlooked clients.
Conclusion
In today's competitive business environment, adopting client management software is no longer optional, it's essential. The right platform enables businesses to centralize client data, streamline communication, automate repetitive tasks, and leverage analytics for smarter decision-making. From SMBs and startups to large enterprises, effective customer management systems help improve service quality and drive sustainable growth. While tools like Salesforce, HubSpot, Zoho, and Freshworks provide excellent options, Lark stands out by combining client management tools, collaboration, and communication in one seamless platform.
FAQs
What is client management software?
Client management software helps businesses organize client data, track interactions, and streamline communication. It also manages deliverables and reporting to improve client retention. Lark offers an all-in-one client manager software with collaboration and automation features.
What is the best client management software for small businesses?
The best client management software for small business includes Zoho CRM, HubSpot CRM, and Bitrix24 for their affordability and free tiers. Lark's free plan is also ideal for startups and SMBs wanting collaboration plus automation.
What is the difference between CRM client management and client tracking software?
CRM client management combines data, workflows, automation, and analytics to provide a complete system. Client tracking software, by contrast, focuses mainly on activity logs, contact records, and basic communication history.
Is a client management software free trial available?
Yes, several customer management systems, such as Bitrix24, Zoho CRM, and Lark offer free trials or free plans. These allow businesses to explore client management features before committing to a paid plan.
What are the best client communication software options?
Top client communication software options include Lark Messenger with integrated Docs and Meetings, Freshworks CRM, and HubSpot CRM. These tools centralize chat, email, and video to improve client engagement.
Table of Contents
