10 Best Client Management Software & Tools Reviewed (2025)

Explore the best client management software and tools to run your professional services business across the entire lifecycle.

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Streamline Your Client Operations with End-to-End Client Management Software

Kooper streamlines client management with CRM, project tracking, automated workflows, and billing, helping businesses boost efficiency.

Unified Client Lifecycle Management

Kooper brings every stage of client management into one platform—from the first interaction to project delivery and long-term support. This gives you a complete view of each client relationship.

Automated Time Tracking and Billing

Kooper automatically captures time and generates accurate invoices. It reduces admin work, helps you bill more hours, and improves cash flow.

Integrated Sales Pipeline Management

Kooper’s built-in CRM lets you track leads, manage deals, and smoothly move from sales to project delivery—all in one system.

Real-Time Profitability Insights

Access live financial and project data to make smart, timely decisions that boost profitability at both the project as well as client level.

Streamlined Team Collaboration

Kooper keeps everyone on the same page with shared tasks, timelines, and updates—helping teams work better together.

Customizable Reports and Dashboards

Easily create reports and dashboards tailored to your business needs, so you always have the right insights at your fingertips.

We exist in a client-centric landscape where effective client lifecycle management is crucial for business success. Without a centralized system, companies risk losing track of key interactions, missing follow-ups, and overlooking upselling opportunities, ultimately impacting growth.

Client management software is a unified hub, streamlining communication, sales tracking, project execution, and financial oversight. This review compares the top client management tools, helping businesses enhance client satisfaction, improve efficiency, and drive sustainable growth.

Table of Content

Streamline Your Client Operations with End-to-End Client Management Software
Comparison Chart of Best Client Management Tools
Key Features of Top Client Management Software
10 Best Client Management Software & Tools Reviewed
ROI of Implementing Client Management Tools
How to Choose The Right Client Management Solution
Streamline Client Lifecycle Management with Kooper’s Platform
FAQs about the Best Client Management Solutions

Comparison Chart of Best Client Management Tools

Compare the best client management tools based on features, pricing, and capabilities. This chart helps you choose the right solution for seamless client management.

Software Name	Key Features	Free trial
Kooper	Centralized Client Portal with Customizable Dashboards Time Tracking and Invoicing Workflow Automation Real-time Communication Hub Automated Client Onboarding Client Portals	14 days
HubSpot CRM	Contact and Deal Management Email Tracking and Templates Meeting Scheduling Pipeline Management	Free tier available
Harvest	Resource Management Business Intelligence	$39
Zoho CRM	Lead and Contact Management Social Media Integration Mobile App Access	15 days
Salesforce	Lead Scoring and Management Advanced Analytics and Reporting AI-powered Insights (Einstein)	30 days
Monday.com	Visual Project Management Custom Workflow Automation Time Tracking	14 days
Freshworks CRM	Resource Scheduling Capacity Planning Time Tracking	$7.50
Kantata	Built-In Phone And Email AI-powered Lead Scoring Mobile App	21 days
Dubsado	Contract and Invoice Management Automated Workflows Form and Questionnaire Builder	3 projects
Honeybook	Proposal and Contract Templates Online Payments and Invoicing Automated Workflows Client Communication Tools	7 days
Plutio	Project Management Task Management Client Collaboration Tools	14 days
17hats	Client Management Workflow Automation Contract and Questionnaire Templates	7 days

Key Features of Top Client Management Software

Let’s understand the key features that make client management software an indispensable asset for modern service-based businesses:

1. Project Management & Planning

A client management system provides robust project management tools to help teams plan, execute, and track progress efficiently. Features like task assignments, milestone tracking, and Gantt charts ensure smooth project execution. Advanced capabilities such as resource allocation and capacity planning optimize team utilization, keeping projects on schedule as well as within scope for enhanced client satisfaction.

2. Sales CRM

A Sales CRM centralizes customer interactions, allowing businesses to track leads, manage contacts, and oversee the sales pipeline. With sales automation and email integration, teams can log communications effortlessly as well as maintain seamless follow-ups. By leveraging valuable insights from client data, businesses can enhance personalized service, uncover upsell opportunities, and drive revenue growth.

3. Pipeline Management

Pipeline management tools offer a visual representation of the sales process, helping businesses track leads, forecast revenue, and identify bottlenecks. Sales teams gain real-time insights into conversion rates and deal progression, enabling them to refine strategies for improved efficiency. These tools help optimize resource allocation and enhance overall sales performance.

4. Resource Management

Managing team capacity effectively is crucial for maximizing productivity. Resource management tools provide a clear view of team availability, skill sets, and workloads, ensuring optimal staffing. By preventing overallocation and matching the right talent to projects, businesses enhance operational efficiency. Advanced predictive analytics further assist in long-term planning and hiring strategies.

5. Time Tracking & Billing

Accurate time tracking ensures that service-based businesses capture billable hours efficiently. Employees can log time seamlessly using built-in timers linked to task lists, ensuring transparency in project work. Integration with billing systems automates invoicing, reducing administrative tasks and preventing revenue leakage.

6. Budget Planning

To maintain financial control, budget planning tools provide real-time tracking of project expenses and financial forecasts. Businesses can compare actual costs against estimates, ensuring profitability. With proactive oversight, managers can adjust budgets to prevent overruns, improving financial efficiency across complex projects.

7. Collaboration Tools

Seamless communication is key to managing projects effectively. Collaboration tools such as shared documents, discussion boards, as well as instant messaging streamline interactions between sales teams, marketing teams, and clients.

8. Client Portal

A client portal builds client engagement by offering a secure, transparent space for collaboration. Clients can access project updates, approve deliverables, and retrieve important documents without delays. By minimizing back-and-forth communication, businesses improve the customer experience while showcasing a commitment to client-centric service delivery.

10 Best Client Management Software & Tools Reviewed

Explore the top client management software to streamline customer interactions, sales automation, and project tracking. Find the best tool to enhance business growth.

1. Kooper

Best client management software to scale operations & client workflows

Kooper is an all-in-one client management software that streamlines business operations by centralizing customer data, automating workflows, and enhancing client relationships. It offers robust features for sales, marketing, and customer service teams while maintaining affordability as well as scalability for businesses of all sizes.
Kooper aims to increase efficiency by automating many routine tasks and providing real-time insights into agency performance, helping businesses make data-driven decisions. Its integrated approach allows agencies to manage the entire client lifecycle, from initial sales through project delivery and ongoing support, all within a single system.

Key features:

Sales CRM: Kooper’s full-suite CRM tools help manage client interactions, track communication history, and monitor sales opportunities. It provides a centralized database for all client information, enhancing relationship management and sales processes.
Project management: The platform offers tools for planning, executing, and monitoring projects. It includes features like Gantt charts, task assignments, and milestone tracking to ensure projects are delivered on time as well as within budget.
Time tracking and billing: Kooper provides comprehensive time tracking capabilities, including automatic time capture based on email and calendar activities. This feature integrates seamlessly with billing, allowing for accurate invoicing and profitability analysis. The platform supports various billing methods, including fixed fee, time and materials, as well as retainer arrangements.
Resource scheduling: The platform offers advanced resource scheduling tools to optimize team allocation. It provides visibility into team member availability and workload, helping managers make informed decisions about project staffing. The system also offers capacity planning features to prevent overbooking and ensure balanced workloads.
Automated workflows: Kooper allows agencies to create automated workflows for recurring processes. This feature helps standardize operations, reduce manual work, and ensure consistency across projects as well as clients. Users can set up triggers and actions to automate tasks like project setup, client onboarding, along with invoice generation.
Reporting and analytics: The software offers robust reporting capabilities, providing insights into various aspects of agency performance. These reports cover financial metrics, project status, team productivity, and more, enabling data-driven decision-making. Custom report builders allow agencies to create tailored reports for specific needs.
Client portal: Kooper includes a client portal feature that allows clients to view project progress, approve work, and access important documents. It enhances transparency and improves client communication, leading to higher satisfaction rates.
Integration capabilities: The platform offers numerous integrations with popular business tools, including accounting software, communication platforms, and productivity apps. Agencies get to create a seamless tech ecosystem tailored to their needs, enhancing overall operational efficiency.

2. Veemo Sales

Top client management platform for the sales team

Veemo Sales is a comprehensive CRM and sales engagement software designed to help businesses streamline their sales processes as well as improve customer relationships. It offers a user-friendly interface and a range of features that cater to the needs of small to large enterprises. Hence, it is an excellent choice for agencies looking to manage their client interactions and sales pipelines effectively.

Key features:

AI-powered lead scoring helps prioritize high-potential clients.
Built-in phone and email integration enables seamless communication tracking.
Customizable sales pipelines allow for tailored workflow management.
Advanced analytics and reporting provide insights into sales performance.

Veemo Sales offers a tiered pricing structure with four main plans, while paid plans start at $15 per user per month (billed annually) the Growth plan offers more advanced features. The Pro and Enterprise plans, priced at $39 as well as $69 per user per month respectively, cater to larger teams with more complex needs. All paid plans come with a 21-day free trial.

3. Monday.com

Intuitive client management tool for agencies

Monday.com is a versatile work operating system that can be adapted for agency management. It offers a visually appealing and highly customizable platform for project management, team collaboration, as well as workflow automation. While not specifically designed for agencies, its flexibility allows it to be tailored to meet the unique needs of agency operations, from client management to project tracking.

Key features:

Customizable board views enable flexible project and task management.
Automation recipes streamline repetitive tasks and workflows.
Time-tracking functionality helps monitor billable hours and project progress.
Integrations with popular tools enhance its capabilities and connectivity.

Monday.com offers five pricing tiers starting at $8/seat/month and pro plan going up to $16/seat/month. Enterprise pricing is custom and includes premium support and security features. All paid plans offer a 14-day free trial.

4. Zoho

Best suite of business software for larger businesses

Zoho offers a suite of business software, including Zoho CRM and Zoho Projects, which can be combined to create a comprehensive agency management solution. Zoho CRM helps manage client relationships and sales processes, while Zoho Projects handles project planning as well as execution. Together, they provide a powerful toolkit for agencies to manage their entire operational workflow.

Key features:

Zoho CRM offers advanced lead and deal management capabilities.
Zoho Projects provides Gantt charts and resource utilization tools for effective project management.
Integration between Zoho apps allows for seamless data flow across different business functions.
Customizable dashboards and reports offer insights into agency performance.

Zoho’s pricing varies depending on the specific products used. Zoho CRM offers a free plan for up to 3 users, with paid plans starting at $14/user/month to $37/employee/month when billed annually. All paid plans come with a 15-day free trial.

5. HubSpot Sales Hub

Comprehensive client management software for sales & marketing

Hubspot Sales Hub Client Management Software

HubSpot is a comprehensive inbound marketing, sales, and customer service platform that can be effectively used for agency management. It offers a full suite of tools that cover the entire customer lifecycle, from attracting leads to closing deals and providing ongoing support. HubSpot’s agency-friendly features make it a popular choice for marketing and creative agencies looking to manage their clients as well as internal operations efficiently.

Key features:

CRM tools provide a 360-degree view of client interactions and relationships.
Marketing automation capabilities streamline lead nurturing and campaign management.
Project management features help track tasks, timelines, and team collaboration.
Robust reporting and analytics offer insights into agency along with client performance.

HubSpot offers a freemium model with a free CRM and basic marketing tools. Starter plans begin at $45/month for Marketing Hub, $450/month for Professional, and $3,200/month for Enterprise. HubSpot also offers bundle pricing for access to multiple hubs.

6. Bitrix24

Top business management platform for agency management

Bitrix24 is an all-in-one business management platform that offers a wide range of tools suitable for agency management. It combines CRM, project management, communication, and collaboration features in a single platform. Bitrix24’s comprehensive approach makes it a versatile solution for agencies looking to manage their entire operational workflow, from client acquisition to project delivery and team collaboration.

Key Features:

An integrated CRM system helps manage leads, deals, and client communications.
Project management tools include Gantt charts, task management, and time tracking.
Built-in communication features like chat, video calls, and online meetings facilitate team collaboration.

Bitrix24 offers a free plan with basic features for unlimited users. Paid plans are divided into three tiers: – Basic starts at $49/month, Standard at $99/month, and Professional at $199/month. All paid plans come with a 30-day free trial.

7. vCita

Ultimate client management platform for small businesses

vCita is a client management and engagement platform designed specifically for small businesses as well as service providers, making it a suitable option for small to medium-sized agencies. It offers a range of features that help streamline client interactions, appointment scheduling, billing, and marketing efforts. vCita’s focus on client-facing functionalities makes it particularly useful for agencies looking to enhance their client experience and automate routine tasks.

Key features:

The online scheduling system allows clients to book appointments directly through a customizable widget.
The client portal provides a centralized space for document sharing, messaging, and payment processing.
Marketing tools include email campaigns and automated follow-ups to nurture client relationships.

vCita’s Essentials plan starts at $19/month and, the Business plan, which includes more advanced features, is priced at $45/month for one user. The Platinum plan, offering full access to all features, is $75/month. Platinum+ pricing is custom. All plans offer a 14-day free trial.

8. ClickUp

Comprehensive project management solution for agencies

ClickUp is a comprehensive project management and productivity platform that can be adapted for agency management. It offers a highly customizable as well as a feature-rich environment for task management, collaboration, and workflow optimization. While not specifically designed for agencies, ClickUp’s flexibility, as well as its wide range of integrations, make it a powerful tool for managing agency operations, from project planning to time tracking and client reporting.

Key features:

Multiple view options (List, Board, Calendar, Gantt, etc.) provide flexible project visualization.
Custom fields and statuses allow for tailored workflow management.
Time tracking and workload management features help optimize resource allocation.

ClickUp offers a free plan with basic features for unlimited users. Paid plans include Unlimited, Business, and Enterprise tiers – $5, $12 as well as custom respectively. All paid plans come with a free trial period.

9. Apptivo

Powerful client management software for seamless project management

Apptivo is a comprehensive business management suite that offers a range of applications suitable for agency management. It combines CRM, project management, invoicing, and other business functions in a modular platform. The flexibility allows agencies to select and combine the specific tools they need, creating a tailored solution for managing client relationships, projects, along with overall agency operations.

Key features:

Customizable CRM helps manage leads, contacts, and opportunities throughout the client lifecycle.
Project management tools include task tracking, time logging, and team collaboration features.
Invoicing and expense-tracking capabilities streamline financial management.

Apptivo offers a freemium model with a basic free plan for up to three users. Paid plans are divided into three tiers: Starter at $8/user, Premium at $12/user, and Ultimate at $20/user/month. All paid plans come with a 30-day free trial.

10. Pipedrive

Best CRM platform focusing on sales and its team

Pipedrive is a sales-focused CRM platform that can be effectively used for agency management, particularly for agencies with a strong emphasis on sales and business development. It offers a visually intuitive interface for managing sales pipelines and client relationships. While primarily designed for sales processes, Pipedrive’s customization options and integrations allow it to be adapted for broader agency management needs.

Key features:

Visual sales pipeline provides a clear overview of deals and their progress.
AI-powered sales assistants offer insights and suggestions to improve deal closure rates.
Customizable fields and workflows allow adaptation to specific agency processes.
The mobile app enables on-the-go access to client information and deal management.

The Essential plan for Pipedrive starts at $14.90, providing core CRM features—the Advanced plan, priced at $24.90 per user per month. The Professional plan, at $49.90 per user per month, offers advanced reporting and forecasting. All plans come with a 14-day free trial.

ROI of Implementing Client Management Tools

Implementing client management software is a strategic investment that can yield substantial returns for professional services businesses and consultancies. Let’s explore some tools:

1. Improved Client Retention
Client management software enables businesses to provide more personalized and attentive service. By centralizing client information and interaction history, teams can deliver consistent, high-quality experiences that create loyalty. Increased retention rates directly impact the bottom line, as it’s often more cost-effective to retain existing clients than to acquire new ones.

2. Reduced Revenue Leakage
Comprehensive tracking of billable activities, automated invoicing, and clear visibility into service delivery ensure that all work is accurately billed. This minimizes revenue leakage from unbilled hours or overlooked services, which directly impact the bottom line.

3. Increased Upselling and Cross-selling Opportunities
With comprehensive client data at their fingertips, sales and account management teams can identify opportunities for upselling as well as cross-selling more effectively. The software provides insights into client needs and preferences, allowing for targeted recommendations that can significantly boost revenue from existing relationships.

4. Enhanced Operational Efficiency
Automation of routine tasks such as follow-ups, appointment scheduling, and data entry frees up valuable time for client-facing activities. This increased efficiency allows teams to handle more clients without compromising service quality, effectively increasing the revenue-generating capacity of the business.

5. Data-Driven Decision Making
Client management software provides rich analytics and reporting capabilities. These insights enable businesses to make informed decisions about service offerings, resource allocation, and strategic planning. Better decision-making leads to improved profitability and reduced risk of costly missteps.

6. Streamlined Communication
Centralized communication tools within client management software reduce the risk of miscommunication and ensure that all team members are on the same page. The streamlined approach minimizes errors, improves response times, and enhances the overall client experience, contributing to higher satisfaction as well as retention rates.

How to Choose The Right Client Management Solution

Selecting the right client management solution is crucial for optimizing your business operations and building strong client relationships.

1. Scalability
Choose a solution that can grow with your business. Consider your plans while ensuring the software can accommodate an increase in clients, projects, and team members without compromising performance or requiring a complete system overhaul.

2. Integration Capabilities
Look for software that integrates seamlessly with your existing tools, such as accounting software, marketing platforms, or communication tools. Strong integration capabilities will streamline your workflows and prevent data silos.

3. User-friendly Interface
A steep learning curve can hinder adoption and productivity. Opt for a solution with an intuitive interface that your team can quickly master, ensuring smooth implementation and ongoing use.

4. Customization Options
Every business has unique processes. Select a client management solution that offers customization options for fields, workflows, as well as reporting to align with your specific needs and methodologies.

5. Robust Reporting and Analytics
Data-driven decision-making is crucial for business success. Ensure the software provides comprehensive reporting features that offer insights into client interactions, project profitability, and overall business performance.

6. Security and Compliance
Client data protection is paramount. Evaluate the security measures of potential solutions, including data encryption, access controls, and compliance with relevant regulations like GDPR or CCPA.

Streamline Client Lifecycle Management with Kooper’s Platform

Agencies, consultancies, and professional services businesses often struggle with fragmented processes, inefficient resource allocation, as well as lack of visibility. Implementing end-to-end client management software like Kooper addresses these challenges by providing a unified platform for managing the entire client lifecycle.

Kooper streamlines operations across sales, project delivery, and financial management, offering real-time insights along with automation capabilities. It enables businesses to improve profitability, optimize resource utilization, and enhance client relationships, ultimately driving sustainable growth as well as competitive advantage in the market.

FAQs about the Best Client Management Solutions

How much does client management software typically cost?

Pricing varies widely based on features and user count. Many providers offer tiered plans ranging from $20 to $150+ per user per month. Some have fixed pricing for small teams, while others provide custom enterprise quotes. Consider the total cost of ownership, including implementation, training, and potential customization, when budgeting for your solution.

Can client management software integrate with other tools we use?

Most top client management tools offer integrations with popular business software. Common integrations include accounting systems (like QuickBooks), communication tools (like Slack), and productivity suites (like Google Workspace). Check the software’s integration capabilities to ensure it can connect with your existing tech stack for seamless workflows.

How long does it take to implement client management software?

Implementation time varies depending on the software’s complexity and your organization’s size. Basic setup can take a few days, while full implementation with data migration and team training might take several weeks. Many providers offer onboarding support to streamline the process and ensure a smooth transition.

Is client management software suitable for small businesses?

Yes, many client management tools cater to small businesses. They offer scalable solutions that grow with your business. For small teams, look for software with essential features like contact management, project tracking, and invoicing. Some providers offer specific plans or pricing for small businesses to make the software more accessible.

How secure is client management software?

Reputable client management software providers prioritize data security. Look for solutions that offer encryption, regular backups, and compliance with data protection regulations like GDPR. Many use cloud-based storage with robust security measures. Always review the provider’s security policies and ask about their data protection practices before making a decision.