TLDR (Summary)
The best client management software for agencies is Plutio ($19/month).
Agencies managing multiple client accounts need a system that connects relationships to the work: projects, time, invoices, and communication. Plutio organizes everything by client with branded portals for client self-service access.
Research shows workers switch apps over 1,200 times per day, losing hours to reorientation. Connected client management puts relationships, projects, and billing in one view.
What is client management software for agencies?
Client management software for agencies is software that organizes client relationships and connects them to operational work: projects, proposals, contracts, time tracking, invoicing, and communication.
The distinction matters: contact management stores names and emails, CRM tracks sales pipelines, client management connects relationships to ongoing service delivery.
What agency client management actually does
Core functions include organizing clients with contact information and relationship history, connecting projects and work to specific client accounts, tracking all communication and touchpoints, managing files and documents by client, providing relationship-level views for account oversight, and letting client self-service through branded portals.
Sales CRM vs agency client management
a CRM and Salesforce excel at tracking leads through sales pipelines. But for agencies, the real relationship starts after the sale: project delivery, ongoing communication, retainer management, billing history. Client management for agencies focuses on this ongoing relationship phase.
What makes agency client management different
Agencies maintain long-term relationships with recurring projects and ongoing retainers. A client record needs to show the complete history: every project delivered, every invoice paid, every revision round, every conversation. Client history enables better service and stronger relationships.
When client management connects to operations, account managers see the full relationship picture. Not just contact info, but complete engagement history with every detail searchable.
Why you need client management software
Agencies who grow beyond a handful of active clients face a compounding problem: every new client adds admin work that does not scale, and unified client and project management is where that admin tends to pile up.
Lead tracking, quoting, project management, payment follow-ups, and clients communication multiply with each engagement. Without a system that connects these functions, details fall through cracks, client-management tasks accumulate during busy campaigns phases, and Spending evenings catching up on admin instead of resting or doing agency work.
The scattered client data problem
According to industry research, a significant portion of work hours goes to admin. For agencies specifically, that means 10-15 hours per week spent on non-billable tasks: scattered client data, no unified view, missed opportunities, and responding to clients questions.
At typical agency rates, those 10 hours of admin represent $750/week of potential billable time. That's over $3,000/month in opportunity cost, not counting the mental energy spent on context switching between agency work and administrative tasks.
The fragmentation problem
You stack 4-7 disconnected tools: project tools, creative suites, reporting platforms, and email for client communication. Each tool handles one function, but none share data automatically.
Automated reports create daily friction: logging into multiple platforms to piece together a client's history, copying details from one system to another, manually cross-referencing entries with project scope, and hoping that the terms you quoted match what you're actually delivering. The cognitive overhead adds up, and the risk of errors increases with every manual handoff.
The no unified view epidemic
No unified view affects nearly every agencie at some point. According to research, 50-70% experience late payments, with the average invoice paid over a week late.
The issue compounds because agencies often work on multiple campaigns with different schedules. Manual tracking across spreadsheets or disconnected tools leads to missed tasks, forgotten follow-ups, and opportunities left on the table.
The scaling tipping point
You hit a threshold around 8-12 active clients where the manual approach breaks down. At this point, you're either spending more time on admin than agency work, or you're dropping balls. Tasks go out late, follow-ups get missed, and you start turning down good work because you can't imagine adding more complexity to an already chaotic system.
Connected client management software absorbs the admin work that would otherwise scale linearly with each new client. Plutio handles routine client-management tasks, tracking, and follow-ups automatically, leaving agencies to focus on the work that actually generates revenue.
Client management features agencies need
The essential client management features for agencies handle relationship organization while connecting to operational work and letting client self-service.
Core client management features
- Client profiles: Contact information, company details, relationship notes
- Multi-contact support: Multiple clients and team members per client account
- Communication history: All interactions logged and searchable
- File management: Documents organized by client
- Activity timeline: Chronological view of all relationship events
- Custom fields: Track client-specific information relevant to your agency
Agency-specific features
- Project connection: All projects linked to client accounts
- Invoice history: Complete billing record per client
- Retainer tracking: Hours used and remaining for retainer clients
- Account health: Indicators for relationship status and engagement
Platform features that multiply value
- Client portals: Branded self-service access for each client
- Proposal/contract storage: Agreements attached to client records
- Time tracking connection: Hours logged visible in client context
- Team permissions: Control who sees which client data
The deciding factor for agencies is operational connection. Client management that links to projects, time, and invoicing provides relationship context that standalone CRM can't match.
Client management software pricing for agencies
Client management software for agencies typically costs $15-50 per user per month, with enterprise CRM reaching hundreds per seat.
What agencies typically pay for stacked tools
You piece together multiple subscriptions:
- CRM: a CRM ($50-800+/month), Salesforce ($25-300/user)
- Project management: a project app.com ($12-24/user), General project management software ($10.99-24.99/user)
- Client portals: Separate portal tools, if used at all
A 10-person agency spends $300-800/month on CRM plus tools it needs for operations.
Plutio pricing (January 2026)
- Core: $19/month - Complete client management with projects, time tracking, invoicing, and branded portals
- Pro: $49/month - Unlimited clients, 30 team contributors, advanced permissions, priority support
- Max: $199/month - Unlimited contributors, advanced reporting, white-label portals
The ROI calculation for agencies
If connected client management saves 4 hours weekly per account manager:
- Time saved: 4 hours/week per account manager recovered
- Monthly savings: $2,400/month in recovered productivity
- Tool cost: $19-99/month for entire agency
Client management ROI comes from eliminated context switching. Time not spent searching for information becomes time spent serving clients.
Why Plutio is the best client management software for agencies
Plutio organizes each client as a complete relationship hub where all work, communication, and history connect.
Everything connects to clients
Every project, proposal, contract, invoice, and time entry links to its client. Open a client record and see complete relationship history: every piece of work, every payment, every document, every message.
Branded client portals
Each client gets portal access with your branding: your logo, your colors, your domain. The portal becomes their hub for project status, file sharing, invoice payment, and communication. One destination for everything related to working with your agency.
Multi-contact support
Client accounts support multiple clients and team members. Marketing manager, project lead, finance approver, each with appropriate portal access. The relationship exists at the company level with individual contacts connected.
Activity timeline
See chronological relationship history: proposals sent, contracts signed, projects completed, invoices paid, messages exchanged. Understand engagement patterns and relationship health at a glance.
Account health visibility
Track retainer usage, project status, outstanding invoices, and recent communication. Identify accounts needing attention before problems emerge. Proactive relationship management, not reactive response.
Activity timeline per client
Every interaction appears on a chronological timeline: project updates, messages, invoice payments, file uploads, and meeting notes. Scroll through months of history in seconds. When a client calls with a question, you have complete context immediately without searching through emails or asking colleagues.
Smart search across all client data
Search finds clients by name, project, tag, or any field you've configured. Search also finds content within notes and communications. When you need to find every client who mentioned a specific topic, search delivers results across your entire client database.
Every client interaction builds relationship context. The longer you work with a client, the richer their record becomes, making future work faster and more informed. New team members joining accounts can review complete history instantly, eliminating the knowledge transfer burden when staff changes occur. Client relationships become organizational assets that persist regardless of individual employee tenure. Your agency builds institutional knowledge that improves with every single client interaction and conversation over time captured automatically
Unified Client Database
Plutio centralizes all client information in one searchable database. Store contact details, communication history, project notes, and custom fields that matter to your agency. Access any client record instantly without switching between applications.
Client Portal Access
Give clients their own branded portal where they can view project progress, approve deliverables, access invoices, and communicate with your team. Reduce status update meetings and email threads while keeping clients informed and engaged throughout every project.
Custom Field Configuration
Create custom fields to track industry-specific client information. Whether you need retainer details, contract renewal dates, or preferred communication channels, configure your client database to capture what matters for your agency's workflow.
Activity Timeline
View chronological activity for each client showing meetings, deliverables, invoices, and communications. Catch up on any relationship instantly before calls or meetings without asking team members for updates.
Team Collaboration on Clients
Assign team members to client accounts and control who sees what information. Keep sensitive details restricted while keeping everyone has the context they need for their work.
Search and Filter
Find any client record in seconds with fast search across all fields. Filter by industry, status, project type, or custom criteria to segment your client base for targeted outreach or reporting.
How to set up client management in Plutio
Setting up client management in Plutio takes 1-2 hours for initial configuration, with client records ready to populate immediately.
Step 1: Configure client fields (20-30 minutes)
Set up the information you track per client:
- Standard fields: Company name, address, website, industry
- Contact fields: Name, email, phone, role
- Custom fields: Account tier, billing terms, special notes
Step 2: Set up portal branding
Configure your client portal appearance: logo, colors, custom domain if desired. Workspace branding applies to all client portals.
Step 3: Import existing clients
Options for bringing in current clients:
- CSV import: Bulk upload from spreadsheet
- Manual creation: Add clients one by one with complete details
- Hybrid: Import basics, add details over time
Step 4: Connect existing work
Link existing projects, in-progress proposals, and active contracts to client records. Historical invoices can import or remain in old system for reference.
Step 5: Invite clients to portals
Send portal invitations to clients. Start with engaged clients likely to adopt portal use. Expand invitations as you refine the portal experience.
Start with your top 10-20 clients. Create detailed records, establish portal usage, then expand to remaining clients. Quality setup for key accounts first.
Client relationship templates for agencies
Standardizing client setup keeps consistent information capture and relationship management across all accounts.
Client record components
- Company profile: Name, address, website, industry, size
- Billing information: Payment terms, billing contact, payment methods
- Contacts: All clients and team members with roles and contact information
- Relationship notes: Preferences, history, important context
- Account classification: Tier, retainer status, engagement level
Client setup checklist
- Create client record: Company and contact information
- Set billing terms: Net 15, Net 30, specific arrangements
- Configure portal: Access settings and permissions
- Send welcome: Portal invitation with getting started guide
- Create first project: Kickoff project with initial scope
- Store agreements: Contracts and proposals attached to record
Client review cadence
- Weekly: Check active project status and any pending approvals
- Monthly: Review retainer usage and billing health
- Quarterly: Account health review and relationship assessment
Consistent client setup creates reliable relationship data. Every account follows the same structure, making account management sustainable as your agency grows.
Client portals for relationship management
A client portal gives each account a branded destination for self-service access to their projects, files, invoices, and communication.
What clients access in portals
Configure visibility per client or globally:
- Project status: Current work with progress and pending items
- Files: Delivered assets and shared documents
- Invoices: Current and historical billing with payment
- Proposals: Pending proposals awaiting approval
- Communication: Message threads with team members
Reducing account management overhead
Self-service access eliminates routine requests: "Can you send me that file?" "What's the status on the project?" "Can I get a copy of that invoice?" Clients find answers themselves. Account managers focus on strategy, not information retrieval.
Professional brand experience
Every portal interaction reinforces your brand. Clients experience your agency as organized and professional. The portal becomes an extension of your service quality.
Communication centralization
Portal messaging keeps project communication in context. Instead of email threads that fragment conversations, discussions stay connected to the work they reference.
Portals transform client relationships from information transfer to collaborative partnership. Clients become participants rather than recipients.
How to migrate client management to Plutio
Migrating client management involves importing client information and establishing new relationship workflows. You complete migration in 2-4 weeks.
Step 1: Export current client data
Gather client information from current systems:
- CRM export: Company profiles and contact information
- Spreadsheet data: Any client lists or tracking documents
- Email contacts: Key client contacts from email
Step 2: Clean and organize data
Before importing, standardize information:
- Consistent company name formatting
- Complete contact information
- Current relationship status (active, inactive, prospect)
Step 3: Import to Plutio
Use CSV import for bulk data. Create client records with basic information. Add relationship context and notes over time.
Step 4: Connect operational data
Link existing projects, proposals, and invoices to client records. Direct integration creates immediate relationship context.
Step 5: Establish portal access
Roll out portal invitations in phases. Start with engaged clients, gather feedback, refine approach, then expand.
Client management migration is about building relationship context over time. Import basics fast, then enrich records as you continue working with each client.
