The Best Tools for Managing Client Relationships

In any coaching or service-based business, your client relationships are everything.

They’re the reason you get referrals, repeat projects, and glowing testimonials.

But as your client list grows, keeping track of conversations, deadlines, and deliverables can get messy fast especially if you’re juggling everything manually.

That’s where the right Client Relationship Management (CRM) tools come in.

A good CRM doesn’t just store client data. It helps you nurture relationships, streamline communication, and deliver a professional, consistent client experience every single time.

Here are some of the best tools to manage client relationships with ease and efficiency.

1. Dubsado - Best for Service-Based Coaches and Consultants

If you run a done-for-you or coaching business, Dubsado is a powerhouse for managing clients from first inquiry to offboarding.

Key features:

• Customizable workflows (contracts, invoices, forms, emails)

• Automated follow-ups and appointment scheduling

• Client portals for sharing resources

• Branded proposals and onboarding forms

Why it’s great: Dubsado helps you create a seamless, branded client journey without manual work. You can automate repetitive tasks and focus on serving clients not chasing admin.

Pro tip: Use Dubsado to trigger a personalized welcome email as soon as a client pays complete with next steps and your onboarding guide.

2. HoneyBook - Best for Solo Service Providers

HoneyBook is another CRM that’s loved by creatives, coaches, and consultants alike.

Key features:

• Templates for proposals, contracts, and invoices

• Integrated calendar and payment processing

• Project management dashboard for tracking each client

• Easy-to-use mobile app

Why it’s great: HoneyBook is simple and visually clean perfect if you’re managing a few clients and want everything in one place without overcomplicating it.

Pro tip: Use the built-in pipeline view to track where each client is in your process (lead, booked, active, offboarding).

3. ClickUp - Best for Managing Client Projects and Tasks

While ClickUp isn’t a traditional CRM, it’s excellent for ongoing project management and client delivery.

Key features:

• Custom dashboards to track client progress

• Templates for recurring workflows

• Task and deadline automation

• Real-time team collaboration

Why it’s great: ClickUp helps you organize all client deliverables in one place so nothing slips through the cracks.

Pro tip: Combine ClickUp with Dubsado. Dubsado handles onboarding, while ClickUp manages execution and delivery.

4. Airtable- Best for Data Tracking and Custom Dashboards

If you love a visual and flexible system, Airtable offers a mix of spreadsheet simplicity and database power.

Key features:

• Custom tables for leads, clients, and projects

• Linked records for tracking client history and communication

• Views for dashboards, calendars, or Kanban boards

• Automation and integration with tools like Zapier

Why it’s great: Airtable gives you a big-picture view of your business - client metrics, payment tracking, and relationship health all in one customizable hub.

Pro tip: Create a “Client Overview Dashboard” in Airtable with columns for renewal dates, project stage, and key notes from each call.

5. Notion- Best for Building Personalized Client Hubs

If you’re into creating tailored client experiences, Notion is a flexible and aesthetic choice.

Key features:

• Customizable client portals

• Templates for check-ins, progress tracking, and resources

• Linked pages for notes, feedback, and deliverables

• Integration with task tools like ClickUp or Google Drive

Why it’s great: Notion lets you design a clean, branded space where clients can access everything they need without endless email threads.

Pro tip: Create a Notion “Client Dashboard” with a progress tracker, session notes, and links to shared resources.

How to Choose the Right CRM for You

When selecting a tool, think about:

• Your business model: Coaching, consulting, or done-for-you?

• Team size: Are you solo or managing a small team?

• Volume: How many clients do you manage monthly?

• Budget: Some CRMs charge per user or workflow.

• Integration: Does it connect with your current tools (email, scheduler, payment apps)?

If you’re just starting out, HoneyBook or Dubsado are great all-in-one options. As you grow, combining Dubsado (client management) with ClickUp (delivery management) offers the perfect balance of structure and scalability.

Mini Example:

A marketing strategist I worked with used to track all her clients in Google Sheets until she missed a contract renewal and nearly lost a retainer.

We set her up in Dubsado for client management and ClickUp for project tracking. Now she gets automatic reminders before renewals, and every client workflow runs on autopilot.

The result? Less admin, more revenue, and happier clients.

Quick Checklist: Setting Up Your Client Relationship System

• Choose your primary CRM tool (Dubsado, HoneyBook, etc.)

• Automate contracts, payments, and onboarding

• Use ClickUp or Airtable for ongoing client tracking

• Create client dashboards or portals for visibility

• Review and optimize your system quarterly

  
  

The right CRM tools don’t just make you look organized they help you deliver excellence consistently.

When your client relationships are managed smoothly, you free up time to focus on what truly matters: results, connection, and growth.

Ready to streamline how you manage your clients? Let’s set up your CRM system together. Book a discovery call today.