The best client tracking software in 2025 (free + paid)

At some point, it’s good to graduate from using spreadsheets or Google Drive.

While these tools are reliable and free, they can quickly become a bottleneck when it comes to syncing all of your client data with other important things like invoices, time tracking, or project collaboration.

 As your business grows, so does the complexity of managing clients. And relying on manual processes or disconnected tools can lead to inefficiencies and a lack of trust (more on that in the conclusion).

That’s where client tracking software comes in. These platforms are purpose-built to help you consolidate your workflows and provide a centralized hub for everything — from communication and file sharing to payments and task management.

Whether you’re running a small business, freelancing, or managing a larger team, the right client-tracking software can save time, improve client relationships, and support your growth. 

So, in this guide, we’ll explore the best options in 2025. This way, you can find the perfect fit for your needs. Let’s get into it.

What is client tracking software?

Client tracking software is a platform that allows service businesses to track all of their client interactions and get a birds-eye view of what’s happening across each of their clients’ relationship lifecycles.

These types of tools generally bring all of the things you need to sell and deliver your client services. Whether you’re a coach helping individuals or a large firm working with vendors, any business that sells a service can benefit from using client tracking software.

Things like contracts, documents, invoices, time tracking, messages, intake forms, project management, and payment processing can all be done with the right software. However, there are a lot of client tracking tools out there. And it can be tough to know which ones fit your needs perfectly and which ones are redundant and create inefficiencies in pricing.

So, let’s quickly talk about what you should look for when choosing a client tracking software from the list in this article.

What to look for in client tracking software

Due to the amount of client tracking tools out there, it can be tough knowing exactly what you should integrate into your business. From simple, free tools to complex paid tools — it’s a lot.

Here are some things I believe you should be aware of when searching for the right tool:

• Client experience: The software you pick should enhance your clients' interactions with your business. Look for user-friendly client portals, built-in communication tools, and self-service options that make your service business feel more like a piece of software clients can log into and interact with on their own time.
• Cost: Think about your budget and evaluate whether the price of the software you’re looking at aligns with the value you’re looking for. Try to balance affordability with core needs to avoid overpaying for features you won’t use.
• Security and scalability: When you’re dealing with NDAs and sensitive client data, you need to make sure the platform is secure and has encryption and compliance standards to protect your client’s information. Also, choose a tool that can grow with your client base and can increase data storage needs.
• Customization: Opt for tools that adapt to your existing workflows, brand identity, and unique client requirements. Customization options like white-label branding and custom workflows can improve joy and likeability when clients interact with you — helping with client retention.
• Automation: Automation features, like task reminders, invoicing, and email follow-ups, can save time and reduce errors, allowing you to focus more on client relationships.
• The right feature suite: Identify your core needs, whether it’s time tracking, file sharing, scheduling, invoicing, or CRM features, and make sure the platform has a suite of features to support them.
• Platform extensibility: Look for tools that integrate seamlessly with your existing tech stack. Whether it’s your email platform, payment processor, or project management software, extensibility gives you the option to scale smoothly across other systems in your business.

By focusing on these factors, you’ll find a client tracking software that not only simplifies your operations but also delivers a better experience for both your team and your clients.

Now, let’s go over some of my favorite client tracking tools on the market right now.

7 best client tracking software and tools in 2025

Here are our top picks for the best client tracking software:

1. Copilot
2. Notion
3. Moxo
4. Zendo
5. SuiteDash
6. Clinked
7. Practice

Let’s take an in-depth look at each of these.

1. Copilot

• Best for: Custom client portals
• Pricing: Starts at $39

Copilot is an all-in-one control center for anyone running a service-based business. Whether you’re a freelancer, agency, or large firm, Copilot is designed to help you manage your client relationships, invoices, contracts, and service delivery.

At its core, Copilot lets you create client portals for all of your client accounts and lets you see everything happening across your clients in your own admin portal dashboard. The platform acts as a client tracking system but also is extensible. Meaning, you can use the app store to add functionality to your client portal and overall client experience for your customers.

Think of it this way: if Shopify is for ecommerce businesses, Copilot is for service businesses.

If you want to play around with the platform, check out the demo portal here or get a sneak peak below:

Top features of Copilot

Here are some of Copilot’s popular features:

• White-label client portals: At the center, Copilot is a client portal software that helps you create branded experiences for your clients. It creates a “home” for all of your client interactions — from onboarding to getting paid.
• Client invoice tracking: Easily create branded invoices, or recurring subscriptions, and track down clients who have pending invoices through automated notifications.
• Contract generation: Create contracts and use e-signature features to get everything signed and stored in a secure file store that both you and your clients can access.
• Automated onboarding: Using intake forms and Copilot Automations, you can create an automated onboarding sequence that makes clients feel like they’re getting a personalized experience from you — with welcome chat messages and a helpdesk.
• Project management: Use the built-in task management app to create project roadmaps and track deliverables that your client can log in to see, without constantly asking you for project updates.
• Messages: Use Copilot’s built-in messages app to keep all of your client communications in one place, without jumping around email threads. You can also set these messages send as emails as well.

Ratings and reviews

Here’s what real customers have to say about Copilot on 3rd-party review sites:

• G2: 4.8 out of 5-star rating (from +207 reviews)
• Capterra: 4.7 out of 5-star rating (from +22 reviews)

2. Notion

• Best for: A free client CRM
• Pricing: Free (has paid plans)

There’s a good chance you’ve already heard about this one. At its core, Notion is a project management tool that allows you to create any sort of documentation related to your professional or personal life. It’s like a journal and filing cabinet in one.

From tracking client projects to creating spreadsheets to track your clients, you can literally use Notion for anything as it relates to planning and organizing information related to your service business. It’s not the traditional “client tracking” software per se, mainly because its use cases are so broad, but it can be used to track your clients very similarly to if you used Google Sheets or Google Drive.

Top features of Notion

Here are some of Notion’s top features:

• Docs: Notion Docs act as a blank canvas to write down thoughts, ideas, or project execution plans.
• Wikis: Notion Wikis is used by many companies to centralize all of their documents and create an internal knowledge base.
• Projects: Notion Projects is their project management feature that acts very similar to Copilot’s Tasks app and other task management tools.
• Notion AI: Notion’s AI feature learns everything about your workspace and gives you an “assistant” when accessing information or creating new information within your workspace.

Ratings and reviews

Here’s what real customers have to say about Notion on 3rd-party review sites:

• G2: 4.7 out of 5-star rating (from +5,942 reviews)
• Capterra: 4.7 out of 5-star rating (from +2,457 reviews)

3. Moxo

• Best for: Large organizations
• Pricing: Contact sales for more information

Moxo is a client management and tracking solution for large businesses to house all of their interactions with clients, vendors, or partners. Similar to Copilot, the platform brings everything from communications to client portals, and documents into one place.

You can also integrate your other tools in your agency tech stack, like QuickBooks, SAP, Jira, and Salesforce. So if you’re looking for a solution outside of just client tracking software, Moxo is an option to look into.

Top features of Moxo

Here are some of Moxo’s popular features:

• Customer onboarding: Leverage Moxo’s onboarding features to help eliminate drop-offs and create a clean B2B onboarding experience with the workflow builder.
• Customer success: Use the customer success feature to organize all of your reminders and client deliverables. Instead of jumping between emails, Teams messages, or Zoom calls, bring everything into a centralized and organized place.
• Secure file sharing: Share files and sensitive documents without the worry of them getting lost or in the wrong hands. Moxo is SOC 2 Type II and SOC 3 compliant.
• Mobile app: Use Moxo’s mobile app to manage and track your client interactions on the go.

Ratings and reviews

Here’s what real customers have to say about Moxo on 3rd-party review sites:

• G2: 4.5 out of 5-star rating (from +161 reviews)
• Capterra: 4.0 out of 5-star rating (from +22 reviews)

4. Zendo

• Best for: Productized services
• Pricing: Free (has paid plans)

Zendo is a productized service platform that allows you to package, sell, and deliver your client services. Similar to Copilot, it’s a full suite of tools that allows you to manage all aspects of your client business.

With Zendo’s workflow management feature, you can also track your clients, their progress, and any contracts or invoices. There’s also a central messaging platform that allows you to unify all of your client messages and requests into one place. If you’re a freelancer or small agency looking to use a tool that helps you organize all of your client interactions on a budget, Zendo is a great platform to look into.

Top features of Zendo

Here are some of Zendo’s popular features:

• Client portals: Easily create client portals for your customers and manage everything from communication, orders, client requests, and payments all in one place.
• Workflow automations: Use the automations feature to automate repetitive tasks like sending quotes, invoices, or payment reminders so you can get paid on time.
• Zapier integration: Similar to Copilot and other tools on this list, you can use Zapier to integrate almost any tool in your agency tech stack.
• Activity logs: Track all of your client interactions and project activities so you can better manage your team and accountability across everyone involved in a specific project.

Ratings and reviews

Here’s what real customers have to say about Zendo on 3rd-party review sites:

• G2: 4.9 out of 5-star rating (from +10 reviews)
• Capterra: 5 out of 5-star rating (from +1 review)

5. SuiteDash

• Best for: Client time tracking
• Pricing: Starts at $10 per month

Similar to Moxo, SuiteDash is an all-in-one platform that allows you to track and manage your client projects, assign tasks to team members, set deadlines, and collaborate with your clients. What makes SuiteDash a choice for a lot of service businesses is its white-label client portals that make it easy for you to create branded client experiences.

Just like many tools on this list, you can use SuiteDash as a client tracking tool, an invoicing tool, a file-sharing platform, and even a CRM for your projects and client data. You can also automate different client workflows to help you focus on higher-ROI tasks.

Top features of SuiteDash

Here are some of SuiteDash’s popular features:

• Time tracking: If you bill hourly for your services, you can use SuiteDash’s time tracking feature to make sure clients know how much time you’re investing in their projects.
• LMS: SuiteDash has a learning management system that allows you to sell courses and training material for your clients, so you can offer do-it-yourself services as well.
• Automated CRM: SuiteDash has an automated CRM that lets you track client data and set different workflows to trigger based on rules you set up for different clients.
• Scheduling software: There’s a “book me” feature that allows you to offer potential (and existing) clients to book a call with you to chat about your services or any client requests.

Ratings and reviews

Here’s what real customers have to say about SuiteDash on 3rd-party review sites:

• G2: 4.8 out of 5-star rating (from +571 reviews)
• Capterra: 4.8 out of 5-star rating (from +584 reviews)

6. Clinked

• Best for: Secure client file management
• Pricing: Starts at $119 per month

Clinked is another all-in-one suite of tools to help you manage your client services business. It allows you to manage all of your clients, team members, documents, and projects in a secure, white-label environment.

The platform is used by some interesting organizations and companies like the Metropolitan Police, Canon, Bacardi, and more. When it comes to using Clinked as a client tracking software, the platform allows you to track tasks, assign them accordingly, and organize all of your workflows so you can look professional in front of your clients.

Top features of Clinked

Here are some of Clinked’s popular features:

• White-label client portals: Similar to some other platforms on this list, Clinked allows you to create custom client portals that fit your clients’ branding.
• Secure file sharing: If you’re dealing with high-profile clients, Clinked makes sure all of your files and communication are secure and can’t get into the hands of the wrong person.
• Task management: Track your clients and tasks in one place so you can make sure your services are being delivered on time and in an efficient way.
• Mobile app: Clinked has a mobile app for iOS and Android you can use to track all of your client communications on the go.

Ratings and reviews

Here’s what real customers have to say about Clinked on 3rd-party review sites:

• G2: 4.8 out of 5-star rating (from +123 reviews)
• Capterra: 4.9 out of 5-star rating (from +103 reviews)

7. Practice

• Best for: Tracking client sessions
• Pricing: Starts at $5 per month

Practice is a client tracking software designed for coaches, freelancers, and service providers. It brings together all the tools you need to sell and provide your services — like scheduling, intake forms, contracts, file storage, and payments.

The platform claims to help you scale your session tracking and client fulfillment by using smarter AI tools to help you run your business. Practice is great for, as the name suggests, those who have a practice or trade. Because of its scheduling features, it makes it a great platform if you offer services in person to clients. It’s also great for those who offer services on an individual basis, like life coaching or career coaching.

Top features of Practice

Here are some of Practice’s popular features:

• Automations: Set up workflows for meetings and payment reminders with Practices AI features.
• CRM: Practice has a client management system built in so you can organize all of your client’s data and deliverables in one place.
• Session tracking: Create packages and services based on usage. As in, you can create session-based or time-based services that bill your customers based on how much of your services they use.

Ratings and reviews

Here’s what real customers have to say about Practice on 3rd-party review sites:

• G2: 4.8 out of 5-star rating (from +64 reviews)
• Capterra: 4.8 out of 5-star rating (from +28 reviews)

Create a modern client experience

At the core of a successful service business is the ability to create meaningful client relationships. But what does this actually mean? It seems so vague and cliché.

Relationships thrive on emotional safety. And emotional safety is created with trust.

While it’s thought that people make personal decisions with their emotions and business decisions with their logic, the truth is all human decisions are made with emotions. Even the professional ones.

So it’s important as a service provider that you create positive emotions in order to create trust. The trust is what keeps your client retention high and you in business.

To build that trust, and create a modern client experience, you need the right tools to support your efforts. These client tracking tools we just went over enable you to show up consistently for your clients — whether it’s you (or AI) responding to their questions, keeping them updated on project progress, or making it easy for them to access files and invoices. When your processes are seamless, they reflect empathy and care, which reinforces trust.

By integrating tools that bring together communication, simplify collaboration, and enhance project transparency, you can create a client experience that feels trustworthy and personalized — two things that will keep your clients coming back and recommending your services to others.