What Is a CRM?
CRM is short for Customer Relationship Management. CRM software refers to a tool that helps your keep client details organized. Think of a it as a dashboard for your business. For every client, you can add relevant details, such as emails, dates of follow-ups, when to invoice them, whether they’ve paid or not, notes about calls/meetings, and more. Of course, you’re not limited to just contacts. All-in-one CRM software also helps with project management. This includes signing contracts, detailing tasks, supplies needed, invoicing, and more. At first, you may think CRM software is only for large businesses with hundreds or thousands of clients to keep track of. However, CRM tools are perfect for all types of freelancers and creatives, even if you only have a few clients. If you only have one or two clients, the benefits may not seem that big of a deal. However, as your client list grows, you’ll appreciate having an organizational system in place so that you have more time to focus on the projects themselves.
1. HoneyBook
HoneyBook is one of the more popular CRM software options simply for offering everything beginners and long-time freelancers and creatives could ever hope for in one tool. Integrations with popular tools make it easy to add relevant information without much of an onboarding process. Pros/Features:
All-in-one for all types of freelancers and creativesInvoicing tools (send invoices and receive payments)Create contractsUpload attachmentsProfessional proposal designingSimplified scheduling (clients can book available time slots)Automated emails and tasksIntegrations with popular tools like Zoom, Zapier, Gmail, QuickBooks, and Google CalendarWeb and mobile appsFree trial without credit card
Cons:
No free tier (7-day free trial only)Lowest cost plan is limited to $10,000 in total transactions
The obvious downside is HoneyBook isn’t free. The Starter Plan is $9/month but limited to $10,000 in transactions. The $39/month Unlimited Plan is the best value but may not be in the budget for brand new creatives.
2. Flowlu
Flowlu doesn’t skimp when it comes to features, including in their very generous free tier. Free plans are limited to two users and only 1 GB of storage, and you don’t get a client portal for clients to chat with you or add comments. However, you’re still able to track projects and clients as well as invoice and track expenses. Pros/Features:
Track unlimited projects, tasks, and clients in the free tierUpload filesGet notifications for projects, tasks, and client follow-upsManage all financial data, including online invoicingCreate a knowledge base for teamsPlan projects with mind mapsCreate professional contractsSet up real-time chat and commentsForecast project details, such as expenses and time spentDetailed reports
Cons:
Some features only available in premium plansNo customization in free tier (no custom logo/branding)
As your freelance business grows, you may want to upgrade to a Team ($29/month), Business ($59/month), or Professional ($119/month) plan. These give you more features and work well for small and large teams.
3. Bloom
Bloom is a feature-rich CRM tool with a free tier designed for beginner freelancers and creatives. It offers a great free CRM tier that will easily be the only software needed for some creatives and freelancers. For managing one project at a time and multiple clients, the feature set is hard to beat. However, the real power of Bloom starts with premium plans, which allow you to accept online payments, integrate with more tools, and create larger website portfolios. (Smaller portfolios are free.) Pros/Features:
Detailed client trackingClient booking and schedulingInvoicingWebsite embeddingIntegrations with Zoom, iCal, Google Calendar, Zapier, Square, Stripe, and moreUpload attachmentsCreate project portfolio (free website)Task and email automationContract creation and managementManage leads
Cons:
Many features only available in premium plansFree tier only for freelancers and creatives just getting started
Plans start at $39/month for individuals and small teams. For agencies and studios, the $79/month gives you additional storage and users.
4. Bonsai
Bonsai is designed with all creatives and freelancers in mind, simplifying every aspect of managing projects and clients all in one convenient place. You can go from chaotic to organized quickly with templates, client management, accounting reminders, and more. The easy-to-use CRM is also available in a mobile app for fast access on the go. Sadly, the tax features are an add-on that costs $10/month. Plus, you have to pay $9/month extra for other users. Pros/Features:
Full featured invoicingCreate and manage contracts and proposalsAutomated timesheetsNumerous templates (invoicing, contracts, proposals, briefs, etc.)Client input (forms, feedback, contact, etc.)Manage leads and contactsFull accounting features, including taxesTrack tasks and projects
Cons:
No free tier (14-day free trial only)Some features are add-ons (not included in any plans)
For well-established freelancers trying to juggle the administrative side of their business, Bonsai is one of the lower-cost premium CRM tools at just $19/month for the basic plan and $29/month for the Plus plan.
5. Dubsado
Dubsado offers a comprehensive CRM tool for both beginner and established freelancers. The free version is limited both on features and clients (just three). However, it does give you a good taste of what’s possible with no credit card needed. The dashboard really stands out, though, offering an overview of financial details, your schedule, upcoming tasks, and recent notifications to handle. Pros/Features:
Impressive amount of templates for contracts, proposals, questionnaires, lead generation, and moreFull invoicing features, including integrations with payment processorsDetailed reportingCreate automated workflowsOrganize and manage projects, tasks, and all client details/communicationsEasy-to-use schedulerIntegrations with popular tools like QuickBooks, Zapier, Zoom, and many moreDetailed dashboard with comprehensive overview page
Cons:
Free version limited to three clientsCheapest premium plan surprisingly limited
Overall, it’s reasonably priced if you should decide to upgrade. It’s $200/year for the Starter plan, which doesn’t include automated workflows and scheduling. To get all of the features, you’ll need the $350/year plan.
6. Hectic
Hectic is a breath of fresh air for established freelancers looking for an affordable premium CRM tool to manage their clients and projects. What’s impressive is that the free tier gives you almost all the premium features, but you’re limited to a single client and project; however, there’s no credit card required to take Hectic for a test drive. Pros/Features:
Detailed client managementAdd attachments and filesBuilt-in schedulerCollaboration tools for teamsTrack time and revenueIntegrations with Zoom, Zapier, Gmail, Slack, and moreCreate custom contracts and proposalsMobile appsManage projects and tasks
Cons:
Free tier limited to one active clientOnly one general template, though you can create your own
The simply designed dashboard and colorful charts make it easy to find the information you need quickly to stay on top of your business. Plus, it’s just $11.99/month (with a 30-day money back guarantee) for the Unlimited Plan. Alternatively, if you have a team of up to 10 members, try the $19.99/month plan.
7. Vtiger
Vtiger isn’t quite as feature-rich as some of the other CRM tools on this list, but if you need a CRM with more of a marketing focus, this could be the perfect fit for you. Plus, the free plan offers everything you could want in terms of project and client detail management. It’s easy to customize the CRM to only see the data applicable to you. Pros/Features:
Up to 10 users on the free planManage contactsAttach documents and other filesIntegration with Google Meet, Zoom, Gmail, and OutlookFull task and project managementMarketing tools and templates, such as emails, lead forms, and autorespondersInternal collaboration with comments and meetingsSet up workflowsSchedule contacts and meetingsMobile app
Cons:
No invoicing featuresFree tier limited to 3,000 records and 3GB storageDashboard is more of a menu than actual dashboard
The free plan does have some limitations, but it could be ample even for more established freelancers. On the other hand, it’s one of the more expensive options to upgrade to, starting at $30/month per user.
8. Bitrix24
Bitrix24 is a CRM with a heavy focus on collaboration and lead generation. While many features are limited or unavailable in the free tier, it’s still a powerful free plan that may be more than enough for freelancers and creatives, as long as you use another invoicing option. However, you can still track sales, manage contacts, and track time spent on projects. Plus, you can create a great free website. Pros/Features:
Manage contacts and gather leadsAutomate follow-upsBuild your own websiteCollaborate with other team members (chat, video, calls, etc.)Provide quotes and invoices (upgrade necessary for collecting payments)Manage projectsTrack time and tasksCreate task automationsVarious contact options, such as social media, chatbots, website forms, and more
Cons:
Free tier is limited with many features missingInvoicing only available in paid plans
Premium plans start at $39/month for up to five users. To get all features and unlimited users, it’s a steep $159/month.
9. Zenkit
Zenkit isn’t your normal CRM. You won’t find a section for contacts or leads. Instead, you can manage these in Hypernotes or Base, allowing you to customize everything. At first, it’s a confusing system, but once you go through the tutorials, it’s easier to use. Every product has its own limitations in the free version, with pricing varying from $4-$9/month for Plus plans and $19-$25/month for Business. Alternatively, you can contact Zenkit for special bundle pricing. Pros/Features:
Create and manage projectsComprised of five main tools: Projects, To Do, Zenchat, Hypernotes, and BaseCreate detailed notes using individual notebooks organized in a libraryDetailed task manager with remindersCollaboration with chat featuresAll tools integrate with each otherCollect contacts and details as tasks, projects, or in notebooksIntegrations with over 1,500 other services
Cons:
No traditional contact management optionsNo lead generation or marketing toolsNo invoicing
If you mainly need a CRM for project management, Zenkit is the simpler option among most CRM tools.
10. Agile CRM
Agile CRM is designed with both solopreneurs and large agencies in mind. The good part is that freelancers and creatives can benefit from many of the same professional lead generation and contact organization tools for free. Without any type of trial, you can manage up to 50,000 contacts and add unlimited tasks and documents. While there aren’t any invoicing features, the dashboard gives you a great overview of your day, keeping you organized. Pros/Features:
Fully manage contacts and leadsOne-click calls and call automationSchedule appointmentsManage projects with drag-and-drop task listsCreate automated marketing workflowsConnect email and social mediaOffer helpdesk and feedback support for clientsIntegrate with a wide variety of services, including social media, video chat, email, and moreAdd-on apps for more functionalityFree version for up to 10 users and 50,000 contacts
Cons:
Many marketing features only available in premium plansMost integrations require premium plansNo invoicing
Pricing starts at just $8.99/month to add marketing features. The Regular and Enterprise plans give you even more features and cost $29.99/month and $47.99/month respectively.
11. Streak
Streak is a unique CRM tool that runs directly from Gmail and makes it so that you don’t have to bounce back and forth between your email and CRM. You use the same Gmail interface you’re used to, but you can easily import contacts, sales data, and much more. Colorful labels help you keep everything neatly organized. The detailed tutorial videos help you get started in just minutes. Pros/Features:
Installs in Chrome and GmailTrack contacts and all emailsSet up pipelines to capture dataGet reminders and send out follow-up emailsTrack salesSet up task listsIntegrates with GSuite products (additional Zapier integrations in premium plans)Customizable workflowsInvoicing (premium plan only)
Cons:
Requires GmailOnly very basic features available in free tier
The free plan is really only for solo users and offers up to 500 items being tracked in your pipeline and 50 mail merge messages a day. For more advanced features and integrations, you’ll need to upgrade to the $15/month Solo plan. For invoicing features, you’ll need the $49/month Pro or $129/month Enterprise plan.
12. Capsule
Capsule is a true all-in-one CRM tool giving you everything you need to keep track of projects and clients. Easily nurture possible leads without forgetting anyone. The detailed reporting is ideal for tracking goals and finances. Surprisingly, most integrations and add-ons are included in the free tier, although reporting is limited. Pros/Features:
Detailed contact managementEmail templates for Outlook and GmailThousands of integrations via ZapierLead nurturingTask management and calendarDetailed sales tracking and reportingInvoicingMade for individuals and teamsManage up to 250 contacts for free
Cons:
Free tier has very limited storage (50 MB)Most features come through add-ons (included) versus being built in
Odds are that you’ll need more storage, though, if you continue using Capsule. While each plan offers a free trial, the Professional plan is $18/user/month. For even more storage, contacts, and features, you can upgrade to the Teams plan for $36/user/month or the Enterprise plan for $54/user/month.
13. Spreadsheet.com
Spreadsheet.com offers the most unique approach to a CRM tool. If you love using spreadsheets, you’ll appreciate the familiar format. Plus, everything can be customized. There are numerous templates to help you get started. View data as a spreadsheet or in Gantt, Kanban, or Form view to best suit your needs. Most freelancers and creatives only need the free plan. Pros/Features:
Familiar spreadsheet interface to make it easier to useStart with templates and easily customize spreadsheets for your needsUnlimited workbooks in the free planManage contacts and projectsHandle marketing and schedulingManage finances and create detailed reportsWorks with individuals and teams1,000s of integrations, such as QuickBooks, Zapier, Gmail, and more
Cons:
No direct invoicingWorkbooks limited to 2,000 rows in the free plan (You can just create new workbooks, though.)
However, if you need to upgrade for more storage, pricing starts at $9/user/month, but only users that create spreadsheets count as a user, so other team members can view and edit data on existing workbooks for free.
1. Can’t I just create my own spreadsheet or database?
Yes, you can. If you don’t have much information to manage, it may be simpler and easier to just create a spreadsheet to track finances and client details. You can even use database software, such as Microsoft Access to design your own CRM. Of course, you can opt for a free alternative software like LibreOffice, which includes its own spreadsheet and database tools.
2. Can I export and import data to/from a CRM?
Most CRM tools do offer export and import options. This allows you to move to another CRM, back up your data, and easily import existing data, such as contact lists.
3. Can established freelancers get by with a free CRM?
It all depends on the features you want and need. For larger numbers of clients and projects, you’ll likely need a premium CRM for more advanced invoicing, integrations, and storage. However, always start with a free plan if available. If it offers everything you need with little to no compromise, stick with the free version.
4. Are CRM tools secure?
Overall, reputable CRM tools are just as secure as most other cloud-based solutions for businesses. However, depending on your industry, your chosen CRM may need to meet specific encryption and security standards. Viewing the “Help” section of a CRM’s website or contacting customer support will give you the answers you need. Also, ensure you use a secure, unique password for your account and have anti-virus software on any device you use to access your CRM.
5. Isn’t CRM software complicated to use?
Not really. While it can seem intimidating at first, every option on this list has a great help section with tutorials and resources to help you get started quickly and master the features.
