21 Best client management tools for any company size in 2025

Finding the right client management tool starts with solving what slows your team down. Many businesses outgrow spreadsheets, but the next step isn’t always clear. You need one platform that manages clients, tracks work, and simplifies payments.

After testing dozens of platforms, I narrowed the list to the best 21 I’ve found. Some, like Assembly, focus on the client experience with a branded portal and post-sales CRM. Others, such as HubSpot and Zoho, combine sales and communication tools in one place to help teams stay organized and work more efficiently.

21 Best client management tools: At a glance

Client management tools range from simple CRMs to full client portals with billing and automation. Each one has strengths that make it a fit for different types of businesses. Here’s a side-by-side look at pricing, best use cases, and key advantages:

1. Assembly: Best for client-facing businesses needing a CRM and portal

• What it does: Assembly is a client portal and CRM in one platform. We bring together messaging, contracts, billing, and updates so you can manage clients professionally in a single space.
• Who it’s for: Service-based businesses and agencies that want a branded client experience without juggling multiple apps or long email threads.

We built Assembly as a post-sales CRM and client portal in one platform. Service firms often use separate tools for billing, messaging, and contracts, which slows work and adds extra admin. Assembly brings everything together so clients can log in once and find what they need in one organized space, including invoices, signed contracts, updates, and messages.

The billing and contracts app includes invoicing, e-signatures, subscriptions, and payments. Secure messaging and file sharing also help teams keep communication in one place instead of long email threads. That makes it easier for staff to stay focused and for clients to see progress without asking for updates.

We also recently added Assembly Assistant, an AI feature that surfaces notes, history, and files before a call. Teams get quick context, respond faster, and spend less time searching for details. Assembly connects with Airtable, Calendly, and ClickUp, plus Zapier and Make for automation. Each client has a dedicated, branded portal that keeps every interaction clear and professional.

Key features

• Branded client portal: One login for clients to see files, invoices, and updates.
• Billing and contracts: Built-in invoicing, e-signatures, and payments.
• AI Assistant: Organizes notes and client history so your team has context without digging.

Pros

• Professional, branded experience that strengthens client relationships
• Replaces multiple tools for billing, file sharing, and communication
• Integrates with Airtable, ClickUp, Calendly, and more

Cons

• Higher starting price than lightweight CRMs
• Stronger fit for agencies with ongoing clients than for one-off projects

Pricing

Assembly starts at $59 per month. Higher tiers add more client seats, advanced integrations, and full white-label branding.

Bottom line

Assembly is a strong option if you want a client portal and CRM in one. It works well for agencies and professional services, but if outbound sales is your focus, a sales-first CRM may be a better fit.

2. HubSpot: Small teams that want a CRM they can grow into

• What it does: HubSpot is an all-in-one CRM that combines sales, marketing, and service tools. It gives teams a central place to track contacts, deals, and campaigns.
• Who it’s for: Businesses that want to start with a free CRM and scale into paid sales and marketing features as they grow.

I’ve used HubSpot enough to see why many small teams start there. It’s approachable, well-organized, and makes it easy to manage contacts, track communication, and see where clients are in the pipeline. The layout is structured without being complicated, which helps teams adopt it quickly.

The main drawback is pricing. Advanced features like automation, detailed reporting, and marketing workflows come at higher tiers, and costs can climb as usage grows. 

Key features

• Contact management: Store and track leads, deals, and client interactions.
• Email tracking: Get notified when prospects open emails or click links.
• Meeting scheduler: Book calls directly through calendar links.

Pros

• Free plan with strong core CRM tools
• All-in-one option with sales, marketing, and service features
• Large ecosystem with many integrations

Cons

• Pricing jumps quickly for automation and advanced reporting
• Interface can feel heavy for small teams

Pricing

HubSpot CRM is free for up to 2 users. Paid plans begin at $15 per seat per month for the Starter plan.

Bottom line

HubSpot works well if you want to start with a free CRM and grow into more advanced features over time. But if you only need a lightweight system for managing clients, a simpler platform may be a better fit.

3. Zoho CRM: Best for small teams needing flexibility

• What it does: Zoho CRM is an affordable platform that helps teams manage leads, track pipelines, and automate client communication.
• Who it’s for: Small businesses and teams that want a flexible CRM without high upfront costs.

I’ve spent enough time with Zoho CRM to understand why it appeals to cost-conscious teams. It delivers solid value for its price, offering automation, contact management, and reporting even on lower tiers. The setup is straightforward, and teams can create workflows quickly to manage day-to-day operations without technical support.

Navigation can take extra time, especially as more features are added. Some tools sit deep within menus, and scaling often means upgrading to Zoho’s broader product suite. 

Key features

• Omnichannel communication: Manage calls, email, and chat in one system.
• AI assistant (Zia): Provides sales predictions and lead scoring.
• Workflow automation: Automates routine tasks for small teams.

Pros

• Affordable starting price
• Good mix of features across sales and support
• Offers a free tier for small teams

Cons

• Navigation can feel cluttered
• Advanced features often require upgrades

Pricing

Zoho CRM offers a 15-day free trial, with paid plans beginning at $20 per user per month.

Bottom line

Zoho CRM is a flexible option for small businesses that want automation and reporting at a manageable cost. Larger teams may outgrow it faster.

4. Salesforce Sales Cloud: Best for large teams needing deep customization

• What it does: Salesforce Sales Cloud is a CRM that covers lead tracking, pipeline management, and reporting with advanced customization options.
• Who it’s for: Large teams and enterprises that need workflows and integrations tailored to complex processes.

Salesforce Sales Cloud stands out for its depth and flexibility. It lets teams build dashboards, create custom workflows, and tailor data fields to match their exact processes. That level of control makes it a strong fit for large organizations that need detailed reporting and cross-department coordination.

The downside is complexity. Implementing Salesforce takes time, and smaller teams often use only a fraction of its features. Pricing also rises quickly as add-ons come into play. While I think Salesforce remains a powerful choice for enterprises that want full customization, teams that value speed and simplicity may prefer a lighter platform.

Key features

• Custom dashboards: Track data and KPIs specific to your business.
• AppExchange marketplace: Thousands of third-party integrations.
• Automation tools: Build custom workflows for sales and client management.

Pros

• Extremely customizable workflows
• Broad range of integrations
• Strong reporting and forecasting tools

Cons

• Steeper learning curve than simpler CRMs
• Pricing structure can get expensive

Pricing

Salesforce Sales Cloud starts at $25 per user per month for the Starter Suite.

Bottom line

Salesforce offers extensive customization for large teams that need flexibility and control. But if you only need basic contact tracking, its complexity may be more than you need.

5. monday CRM: Best for teams that want visual project tracking

• What it does: monday CRM builds on monday.com’s project management platform with CRM tools for leads, pipelines, and workflows.
• Who it’s for: Teams that want a visual way to track client projects and sales pipelines together.

monday CRM takes a visual approach to client management that feels closer to project tracking than traditional CRM work. The setup is fast, and its customizable boards make it easy to align client projects with deal pipelines in one place. The visual structure helps teams see progress at a glance and connect sales activity with ongoing client work.

The limitation comes from the scope. A three-seat minimum raises the starting cost, and CRM-specific tools are simpler than what you’ll find in platforms like Zoho or Salesforce. 

Key features

• Custom dashboards: Visual boards for projects and pipelines.
• Automations: Rules for updating statuses, sending alerts, or moving tasks.
• Integrations: Connects with Slack, Google Workspace, and other tools.

Pros

• Highly visual and customizable boards
• Easy to manage both projects and sales pipelines
• Wide range of integrations

Cons

• Three-seat minimum raises entry cost
• CRM-specific features feel limited

Pricing

monday CRM starts at $15 per seat per month with a minimum of 3 seats.

Bottom line

monday CRM is a good fit if you want visual project tracking alongside CRM features. If you only need simple contact management, lighter tools may be a better match.

6. Freshsales: Best for sales-driven businesses

• What it does: Freshsales is a CRM built for sales teams that want automation, lead scoring, and built-in communication tools.
• Who it’s for: Businesses that focus heavily on sales pipelines and want AI features to help prioritize leads.

I see Freshsales as a practical option for sales-focused teams that want automation and communication in one place. It organizes leads, contacts, and deals clearly, keeping pipelines visible without extra dashboards. 

The built-in calling and email tools work smoothly, and the AI assistant helps surface warm leads and prioritize follow-ups that matter. Managing calls, emails, and tasks in the same space keeps daily work simple and connected.

The downside is that customization and reporting are more limited than what larger CRMs like Salesforce offer. I also think the setup for detailed analytics takes time.

Key features

• AI assistant (Freddy): Scores leads and recommends next actions.
• Built-in communication: Send emails and make calls directly inside the CRM.
• Pipeline management: Visualize deals and follow-ups in one dashboard.

Pros

• Easy setup and quick learning curve
• AI tools for faster sales insights
• Integrated phone and email options

Cons

• Limited customization for complex workflows
• Reporting can take practice

Pricing

Freshsales offers a 21-day free trial and starts at $11 per user per month.

Bottom line

Freshsales is a solid option for sales-focused teams that want automation and communication tools in one system. But smaller teams that need deeper customization or advanced reporting might find it limiting.

7. Keap: Best for service businesses automating sales and marketing

• What it does: Keap combines CRM, marketing automation, and payment processing to help service-based teams handle client relationships and sales in one platform.
• Who it’s for: Small businesses that want to automate follow-ups, invoicing, and marketing from a single tool.

I think Keap is a strong option for service businesses that rely on automation to manage recurring clients. It connects client management, billing, and marketing in one platform, which helps teams handle the entire client journey from first contact to final payment. Having sales and billing data together makes it easier to maintain visibility and consistency across accounts.

The tradeoff is cost and setup time. Pricing starts higher than most CRMs, and building automations requires some trial and error. 

Key features

• Automation builder: Create triggers for emails, invoices, and reminders.
• Invoicing and payments: Send quotes and accept online payments.
• CRM database: Track contacts, deals, and project status.

Pros

• Combines CRM, payments, and automation
• Great for recurring client relationships
• Reduces repetitive admin work

Cons

• Higher entry price than competitors
• Takes time to learn automation setup

Pricing

Keap starts at $249 per month for 2 users and up to 1500 contacts.

Bottom line

Keap suits businesses that want automation tied directly to client communication and billing. It’s less ideal if you only need simple contact management.

8. Asana: Best for teams managing client projects

• What it does: Asana is a project management platform that also functions as a light CRM for client work.
• Who it’s for: Teams that want a single tool to plan projects, assign tasks, and track client deliverables.

I used to use Asana to organize projects and team work, and it’s easy to see why so many teams rely on it. The board and timeline views make planning straightforward, helping map out projects, assign tasks, and track progress in one place. Team members can comment directly on tasks, which keeps updates and feedback organized without long email threads.

Asana isn’t built as a full CRM. It doesn’t manage deals, sales pipelines, or detailed reporting, but I still like it for teams focused on project delivery and collaboration.

Key features

• Task tracking: Organize jobs and client milestones.
• Timeline view: Visualize deadlines and project progress.
• Collaboration tools: Share files and updates within each project.

Pros

• Clean interface and easy onboarding
• Great for project and client visibility
• Strong collaboration tools

Cons

• Limited CRM functionality
• Missing sales tracking tools

Pricing

Asana starts at $13.49 per user per month with access to project dashboards.

Bottom line

Asana works well for managing client projects and communication. It’s less suited for teams that need CRM-level deal tracking.

9. HoneyBook: Best for freelancers and creative professionals

• What it does: HoneyBook manages proposals, contracts, payments, and client communication in one tool.
• Who it’s for: Freelancers and creative professionals who want to manage their client flow from inquiry to payment.

I see HoneyBook as a focused tool for independent professionals who need structure without the weight of a full CRM. It centralizes proposals, contracts, and payments in one place, which reduces tool fatigue and keeps client communication consistent. The design favors simplicity over scale, giving freelancers a straightforward way to manage work from first contact to payment.

What I find lacking are the deeper CRM features that growing teams eventually need. Pipeline tracking, reporting, and collaboration tools are limited, which makes it harder to scale beyond individual use. 

Key features

• Proposals and contracts: Send branded quotes and agreements.
• Automated reminders: Follow up with clients on payments or documents.
• Payments: Accept credit cards and ACH transfers.

Pros

• Simple setup and clear workflows
• Built-in contracts and payment tools
• Helpful automation templates

Cons

• Lacks deeper CRM features
• Not ideal for larger teams

Pricing

HoneyBook offers a 30-day free trial and starts at $36 per month. On top of the subscription fees, they also charge transaction fees of 2.9% + 25¢ for card payments (Visa, Mastercard, Discover, and American Express) and 1.5% for ACH transfers.

Bottom line

HoneyBook makes client management easy for freelancers who handle every step themselves. It’s not as scalable for larger teams or multi-service agencies, and the transaction fees can add up quickly.

10. Dubsado: Best for solopreneurs

• What it does: Dubsado combines CRM, contracts, and workflow automation to help solopreneurs manage projects and clients efficiently.
• Who it’s for: Freelancers or solo business owners who want to manage every client stage in one tool.

Dubsado gives solo professionals a level of workflow control that most lightweight CRMs don’t. Its automation tools make it possible to trigger emails after form submissions, collect onboarding questionnaires, and manage contracts and invoices all in one system. 

I also like the built-in templates, which help create a consistent client experience through standardized proposals, service packages, and welcome messages. The main limitation is the setup. The interface takes time to learn, and configuration can feel heavier than in simpler tools like HoneyBook. 

Key features

• Workflow automation: Send forms and emails automatically.
• Contracts and invoices: Keep all client documents in one place.
• Client portal: Share updates and resources securely.

Pros

• Highly customizable workflows
• Great for solo business owners
• Strong contract and payment tools

Cons

• Longer setup time
• Interface could be simpler

Pricing

Dubsado starts at $20 per month for unlimited projects and clients.

Bottom line

Dubsado helps solopreneurs organize projects and automate client communication. It takes longer to set up, but saves time once everything is in place.

Special mentions

I couldn’t cover every platform in depth, but there are others I tested that still earned a spot. Here are more client management tool examples that fit different business types and workflows:

• Airtable offers flexibility for teams that want to structure client data like a database. It’s strong for tracking projects and information but functions better as a data organizer than as a full client relationship tool.
• Notion works well for teams that need a collaborative space for client notes and documentation. It handles shared pages and wikis effectively, though it lacks native CRM features for tracking deals or communications.
• Zendesk Sell focuses on pipeline management and sales tracking. It’s reliable for sales teams managing outreach and deals, but its design caters less to service-based businesses handling long-term clients.
• Insightly bridges project management and CRM functionality. It combines client data with task tracking, though setup takes more time compared to tools with simpler onboarding.
• Capsule is a clean, lightweight CRM that suits small teams. It handles contact management well but offers limited automation, making it better for straightforward client tracking than complex workflows.
• Vtiger CRM provides a wide range of CRM features at a competitive price. The platform is capable, but configuration requires more time and effort than many modern alternatives.
• Podium stands out for local businesses that rely on messaging and reviews. It simplifies communication but doesn’t extend far enough into broader client management or project coordination.
• Moxo focuses on client portals that create branded spaces for communication. It delivers a polished client experience, but its CRM features are lighter than those platforms like Assembly provide.
• Motion combines scheduling and task automation for individual productivity. It’s useful for managing daily priorities but isn’t comprehensive enough to serve as a dedicated client management system.
• Pipedrive provides a clear, visual approach to pipeline tracking. It’s great for keeping sales progress visible but requires additional tools for invoicing, reporting, and broader client communication.
• ClientFlow CRM combines email, workflows, and billing together in one space. It helps teams manage communication, send invoices, and collect client approvals without moving between apps. 

How I tested these client management tools

I focused on how each platform supports business outcomes like client retention, project visibility, and efficiency for growing teams. The goal was to see how well they help teams manage relationships, reduce admin work, and deliver a better client experience.

I also looked at:

• Contact tracking: I checked how easily each system stored, searched, and displayed client history. Tools that made information quick to find created a smoother workflow.
• Billing and contracts: I reviewed how each platform handled quotes, invoices, and e-signatures. Systems that tied payments directly to client profiles provided better visibility for service teams.
• Ease of use: I measured setup time and navigation. Platforms that offered flexibility without confusion worked better for smaller teams without technical support.
• Integrations: I tested the quality and reliability of third-party connections with accounting, communication, and project tools. The best platforms fit easily into existing workflows.

To test the tools, I created sample client accounts, sent test invoices, and used client automation features to handle repetitive communication. This helped identify which tools save time and which add extra steps.

Which client management tool should you choose?

No single tool fits every business. The right choice depends on your client volume, how your team collaborates, and how much structure you need for billing and communication. Choose:

• Assembly if you want a branded client portal with post-sales CRM features for communication, billing, and contracts in one place.
• HubSpot if you need a scalable CRM that grows with your sales and marketing needs.
• Salesforce if your business requires deep customization and advanced reporting for large teams.
• Zoho CRM if you want an affordable CRM with automation and reporting built in.
• monday CRM if you prefer a visual system for managing projects and pipelines together.
• Freshsales if you want built-in calling, email, and AI-assisted lead management.
• Keap if you manage recurring clients and need automation connected to billing.
• Asana if your priority is organizing client projects and team collaboration.
• HoneyBook if you run a freelance or creative business and need a simple client workflow.
• Dubsado if you’re a solo professional who wants customizable automation and client templates.
• Airtable if you need database-style flexibility for organizing client data.
• Notion if you want a shared workspace for client notes and documents.
• Zendesk Sell if your team focuses on outbound sales and deal tracking.
• Insightly if you want a hybrid system that combines CRM and project management.
• Capsule if you prefer a lightweight CRM for simple contact tracking.
• Vtiger CRM if you want broad CRM functionality at a lower cost.
• Podium if your business depends on local messaging and client reviews.
• Moxo if you need branded client portals for secure communication.
• Motion if you want to combine scheduling and task automation for personal productivity.
• Pipedrive if you focus on pipeline visibility and deal tracking.
• Zapier Interfaces if you want to connect tools and create custom dashboards for clients.

Each option solves a different part of client management. The key is finding the platform that fits how your team works without adding unnecessary tools or extra steps.

My final verdict

All the tools I’ve tried solve different parts of client management. Some focus on sales tracking, others on collaboration, automation, or billing. The best choice depends on how your team works and what kind of client experience you want to deliver.

We built Assembly to solve many of these same challenges. It brings contracts, billing, communication, and reporting together in one space so teams can stay organized after the deal closes and give clients a clear view of progress.

Other platforms still play an important role. HubSpot and Salesforce stand out for sales visibility, monday CRM and Asana excel at project delivery, and HoneyBook and Dubsado fit solo professionals who want simple, repeatable workflows. The right mix depends on your goals, but each platform helps create a smoother, more connected client experience.

Get started with Assembly

Most client management tools stop at sales or project tracking. They manage contacts, invoices, or tasks, but they don’t connect everything that happens after the deal closes. 

Assembly brings those pieces together and gives businesses one platform to manage everything that happens after the deal closes. It combines a client portal, CRM, and automation tools so teams can stay organized and communicate with clients more effectively.

With Assembly, each client has a dedicated, branded space that keeps updates, invoices, contracts, and messages in one place. The portal makes it easy for clients to check progress, send documents, or make payments without chasing email threads. On the team side, managers can track activity, assign jobs, and review communication history in a single view.

Here’s what you can do with Assembly:

• See the full client record: Notes, files, payments, and communication history stay linked in one place. You never have to flip between systems or lose context when switching from sales to service.
• Prep faster for meetings: The Assistant pulls past interactions into a clear summary so you can walk into any call knowing exactly what’s been discussed and what’s next.
• Stay ahead of clients: Highlight patterns that may show churn risk or upsell potential, making outreach more timely and relevant.
• Cut down on admin: Automate repetitive jobs like reminders, status updates, or follow-up drafts that used to take hours. The Assistant handles the busywork so your team can focus on clients.

Ready to simplify your client management? Start your free Assembly trial today.

Frequently asked questions

What is a client management app?

A client management app helps you organize client information, track communication, and manage projects in one place. You use it to store contact details, assign work, and monitor progress without switching tools. Many businesses start with a client management app before moving to a more advanced platform that also covers billing, contracts, and automation.

What is client tracking software used for?

Client tracking software lets you monitor every interaction with your clients, from messages to invoices. It gives you visibility into who contacted you, when follow-ups are due, and how each project is progressing. Using client tracking software keeps your team aligned and ensures no client updates fall through the cracks.

What does a CRM do?

A customer relationship management software (CRM) helps you track, organize, and manage every client interaction from first contact to long-term retention. It stores contact data, messages, and deal history so you can build stronger relationships and track performance across accounts. 

What is a client collaboration portal?

A client collaboration portal gives your clients a secure, shared space to view updates, files, and payments. You can use it to share reports, send documents for signature, and communicate directly without relying on long email threads. A well-designed client collaboration portal improves transparency and helps clients feel more connected to your team.

How does onboarding software help client management?

Onboarding software helps you welcome new clients smoothly by automating early steps like form collection, contract signing, and initial communication. It ensures every client receives the same consistent experience and gives your team a repeatable process to follow. Using onboarding software reduces admin time and helps you start each client relationship on the right foot.