# **How To Choose A Client Management Software For Your Agency**

Post by

Sibu Sahu

20 min read

## **Table of Contents**

1. [What is a Client Management Software?](https://www.clientjoy.io/client-management-software#What-is-a-Client-Management-Software)
2. [Why do Agencies need a Client Management System to manage their clients?](https://www.clientjoy.io/client-management-software#Why-do-Agencies-need-a-Client-Management-System-to-manage-their-clients)
3. [4 Step Guiding Checklist to double down on a Client Management Platform](https://www.clientjoy.io/client-management-software#4-Step-Guiding-Checklist)
   - [Client Management Tool Feature Analysis](https://www.clientjoy.io/client-management-software#evaluate-features)  
   - [Look for Reviews and Testimonials](https://www.clientjoy.io/client-management-software#reviews-testimonials)
   - [Take a 1: 1 Demo](https://www.clientjoy.io/client-management-software#take-demo)
5. [Conclusion](https://www.clientjoy.io/client-management-software#Conclusion)

## **What is a Client Management Software?**

Client management software is a tool designed to streamline and simplify the process of managing client interactions, from the initial contact all the way through to project completion and beyond. It provides a centralised hub for storing and organising all client information, including contact details, project scope, timelines, and progress updates.

Using client management software, agencies can easily keep track of important client information, communicate with clients in real-time, and monitor project progress. It can also provide valuable insights into client behaviour and preferences, allowing agencies to tailor their services to meet the needs of each client individually.

## **Why do Agencies need a Client Management System to manage their Clients?**

> In one line we would say, often Client Management starts with Managing clients’ deliverables and ends up Managing the clients’ Mood Swings

**Various types of clients that you may have come across:**

1. Skeptical and Self Doubting
2. Extremely finicky
3. Know it All
4. Impatient
5. Annoying
6. Always Dissatisfied
7. Late Night Bugger
8. Weekend Bugger
9. Transforms a phone call into a Meeting
10. Clients who understand, Good & Cheap won't be Fast, Fast & Good won't be Cheap, Cheap & Fast won't be Good

There is one thing common about all of them, which is they all think Agency folks are a bunch of over smart fellows who always try to take their Clients for a ride.

## **4 Step Guiding Checklist to double down on a Client Management Platform**

### 1: Client Management Tool Feature Analysis

See whether they are fit for your requirements.

### A. Does it have Project Management Capabilities?

**✅** Able to offer a transparent status of the project/sprint to their client **✅** Number of hours worked **✅** Number of resources working on their project **✅** Status of Pending work **✅** Offer a Daily/Weekly/Monthly data of resource allocation **✅** Number of hours invested by the agency on the clients project

### B. Can it help you simplify scope & billing reconciliations?

Offers a way to have a centralised repository for Documents like Proposals, Scope of Work, Contracts/Agreements available on-demand to the client - thereby eliminating the agency's dependency.

### C. Should be able to do Auto Payment Followups

The role of a client servicing representative in payment follow-ups and reminders is to ensure that clients are making timely payments for the services rendered.

### D. Client Reporting is a Must Have!

A centralised repository to share Weekly/Monthly/Quarterly project/task reports with the clients - available on-demand.

### E. Can it offer Real Time Project Updates to your clients?

A Client Management platform should allow an agency to embed Popular Whiteboard Collaboration tools like Miro, UI/UX tools like Figma, Google Data Studio for sharing reports.

### F. Why Personalisation is the key factor in your Client Portal!

White labelling is an important feature that allows agencies to provide their clients with a branded and personalized experience.

### G. Can it help an agency centralise its Client Records?

The platform should allow your clients to share all their details like:

- Brand Identify files & Documents
- Brand Presentation & other information decks
- Company Brochure
- Assets like Videos, Images, and Content Files

If you are looking for **Use case 1** then you should look for Client Portal CRM Software.

## **Look for Reviews & Testimonials**

After thorough research, you should be able to figure out 3 - 4 top Client Management software systems that could potentially fulfill your requirements, then the next step should be to verify their reviews and user testimonials.

### **Conclusion**

In conclusion, choosing the right client management software is crucial for agencies looking to improve their efficiency and effectively manage client relationships. By taking advantage of free trials, one-to-one demos, and customer reviews, agencies can make an informed decision and select a client management software that will streamline operations, enhance client relationships, and ultimately drive business growth.