TLDR (Summary)
The best all-in-one CRM for designers is Plutio ($19/month).
Plutio replaces the fragmented stack of project boards, Dropbox for files, time tracking apps, proposal software, and invoicing platforms. When the proposal gets approved, the project is ready with revision rounds, files organized by phase, and time tracking in the background.
Research shows that toggling between apps costs around ~9% of time, before counting hours spent uploading files and managing revision rounds.
Explore the Freelancer Magazine for in-depth guides on project management, pricing, proposals, and more.
What is all-in-one software for designers?
All-in-one software for designers combines client briefs, proposals, contracts, project phases, file management, feedback tracking, and invoicing in one connected platform, replacing separate standalone tools, visual boards, Google Drive, and accounting software. Designers manage the complete client journey from initial inquiry through final delivery without switching between apps.
Here is how most freelance designers operate:
- management software or Freelance business suites handles proposals and contracts but knows nothing about project delivery. When you sign a client, you rebuild the project structure in a separate tool.
- Figma or Adobe CC is for actual design work, but deliverables need to live somewhere clients can access them.
- visual boards or General project management software tracks tasks, but feedback and approvals happen elsewhere.
- Google Drive or Dropbox stores files with no connection to project phases or version history.
- Email and Slack capture feedback that gets buried in threads and hard to reference later.
management software costs $49/month. visual boards Pro costs $10/month. Google Workspace costs $12/month. accounting software costs $30/month. Total: $101/month on subscriptions before design software like Figma or Adobe CC.
A Harvard Business Review study found that knowledge workers toggle between apps 1,200 times per day, losing 9% of productive time to context switching. Designers report spending 3-5 hours per week on file organization, feedback consolidation, and version tracking.
When briefs, feedback, files, and project phases live in one place, you stop managing versions and start focusing entirely on design.
Why designers need an all-in-one platform
Designers who grow beyond a handful of clients face a compounding problem: administrative overhead scales with every new engagement.
What works for 5 clients breaks down at 15. Each new client means another set of proposals, contracts, project timelines, invoices, and follow-ups, all managed across disconnected tools.
The context-switching cost
Every time you switch between apps, you lose focus. Research shows knowledge workers lose significant productive time to app-switching throughout the day. For designers, this translates to billable hours spent on coordination instead of client work.
The tool fragmentation problem
When scheduling lives in one app, projects in another, invoicing in a third, and contracts in a fourth, nothing connects. Tracked time doesn't automatically appear on invoices. Signed contracts don't trigger project setup. You become the bridge between all your tools.
The scaling tipping point
Most designers hit a threshold where the manual approach becomes the primary bottleneck to growth. Connected software lets you push past this ceiling by automating repetitive coordination tasks.
An all-in-one platform absorbs administrative work that would otherwise scale linearly with your client count.
Key features designers need
The essential features for designers connect client management with project delivery, billing, and communication in one platform.
How do designers collect complete creative briefs without email chaos?
In Plutio, you send structured brief forms that capture everything you need before starting. Required fields ensure nothing is missed, reference uploads attach automatically, and the complete brief lives with the project forever.
- Structured questions with required fields: Target audience, brand personality, competitors to avoid, color preferences. The client cannot submit until everything is answered.
- Conditional logic: If the client selects "rebrand," they see questions about existing brand elements to keep. If they select "new brand," those questions stay hidden.
- Reference uploads built in: The client uploads inspiration images, competitor examples, and existing brand assets directly in the form.
- Attached to the project record: When you open the project, the brief is right there. No hunting through email or shared drives.
When briefs live with projects, you start every design knowing exactly what the client expects. Revision rounds drop because the foundation is solid.
See how brief forms connect to projects
How do designers write proposals that prevent extra work requests?
In Plutio, you send one document that contains your deliverables, revision limits, timeline, contract terms, and payment structure. When the client accepts, the project creates itself with phases matching exactly what you promised.
What happens when design proposals connect to everything?
You just finished a discovery call with a startup that wants a full brand identity. The scope is clear in memory: logo, color palette, typography, brand guidelines, and a few key applications. In a disconnected system, open a document tool for a proposal, then HelloSign for the contract, then create a payment link in Stripe. Three days later, the client signs but mentions they "also need social media templates" that were never discussed. Extra requests start before the project even begins.
In Plutio, you send one document that contains everything:
- Explicit deliverables: Primary logo, secondary logo mark, color palette (5 colors), typography system (2 fonts), 20-page brand guidelines PDF. The client sees exactly what they are getting. No ambiguity.
- Revision limits stated clearly: 3 concept directions, 2 revision rounds per deliverable. Additional revisions at $150/round. The boundary is set before work begins.
- Timeline phases: Discovery (Week 1), Concepts (Week 2), Refinement (Week 3-4), Final Delivery (Week 5). The client sees when each phase starts and ends.
- Contract embedded: Usage rights, kill fee policy, payment terms, revision policy. The client reads and signs in the same flow as accepting the proposal.
- Payment structure built in: 50% deposit to begin ($2,500), 50% on delivery ($2,500). Or three payments: 40% start, 30% at concepts, 30% at delivery.
When the client accepts, Plutio creates the project with phases matching the proposal. Discovery tasks, concept presentation tasks, revision tasks, and delivery tasks all appear automatically with due dates.
When the client asks for social media templates mid-project, you point to the proposal: "Those were not in scope, but I can add them for $800. Here is a change order." The boundary is documented and defensible.
See how proposals automate project setup
How do designers manage project phases without rebuilding structure every time?
In Plutio, your project structure mirrors your proposal. Phases become milestones, deliverables become tasks, and timeline dates become due dates. Templates let you reuse your proven process without recreating it for every client.
What does phase-based project management look like for designers?
Picture running five brand identity projects simultaneously. In visual boards, each project has a different board structure because you set them up at different times with different approaches. Client A's board has "To Do, Doing, Done" columns. Client B's has "Discovery, Concepts, Revisions, Delivery." Client C's is a mess of cards created in a rush. When your VA asks about project status, you have to translate five different systems into one coherent update.
In Plutio, you create project templates that standardize the process:
- Brand Identity template: Discovery phase (week 1), Concept Development (week 2), Refinement (weeks 3-4), Final Delivery (week 5). Every brand project follows the same proven structure.
- Tasks pre-populated: "Client brief review," "Mood board creation," "3 concept directions," "Concept presentation," "Revision round 1," "Final files preparation." The checklist is built into the template.
- Milestone markers tied to payments: Discovery milestone triggers the deposit confirmation. Concept approval triggers the second payment. Final delivery triggers the balance invoice.
- Client-visible progress: The client logs into their portal and sees "Concept Development: In Progress, 60% complete." They know where things stand without asking you.
- Revision tracking against limits: The template includes "Revision Round 1" and "Revision Round 2" tasks. When both are complete, you can reference the proposal if the client asks for more.
When a new client signs a brand identity proposal, Plutio creates the project using your template. Tasks populate with dates based on the proposal timeline. Your VA sees consistent project structures across all clients.
When project structure is templated, you spend zero time on setup and all your time on design. Five simultaneous projects become manageable because they all follow the same system.
See how project templates automate setup
How do designers organize files so clients always find the right version?
In Plutio, files attach to project phases and tasks with version history. Clients access their deliverables through their portal, organized by phase, with clear labels showing what is current and what is archived.
What does organized file management look like for designers?
"Can you resend the logo? I cannot find it." You get this email on a Friday afternoon. The project finished three months ago. In Google Drive, you have the client folder with Logo_v1, Logo_v2, Logo_v2_revised, Logo_v3_FINAL, and Logo_v3_FINAL_approved. Which one did the client actually approve? You check your email for the approval message, find it references "the attached file" which was Logo_v3_FINAL, but the client also asked for a small tweak after that. Was the tweak made? You spend 30 minutes reconstructing history instead of enjoying your weekend.
In Plutio, files stay organized by design:
- Files attached to tasks: "Logo Concept 1" task has the first concepts attached. "Logo Revision 1" task has the revisions. "Final Logo Delivery" task has the approved files. Every version is tied to a specific moment in the project.
- Version history automatic: When you upload a new version of the logo to a task, the old version stays accessible. The history shows Version 1 (Jan 15), Version 2 (Jan 18), Version 3 (Jan 22). No manual naming conventions needed.
- Client portal organized by phase: The client logs into their portal and sees "Final Deliverables" with all approved files. Three months later, they find the logo in the same place they approved it.
- Comments attached to files: The client's feedback on Logo Concept 2 stays with that file. You can see exactly what they said about each option without searching email.
- Discovery files separate from delivery: Mood boards live in the Discovery phase. Concepts live in the Concept phase. Final files live in Delivery. The client never accidentally downloads a draft version.
For actual design work, you still use Figma, Illustrator, and Photoshop. Plutio does not replace design tools. Plutio organizes the exports and deliverables that clients need to see and download.
When files are organized by project phase, you never hunt for the right version. The client finds their approved files in the same place they approved them, even months later.
See how file management connects to projects
The deciding factor for designers is integration depth. Features that connect with each other eliminate duplicate effort across your workflow.
How much can designers save by switching to Plutio?
Let us do the actual math most designers avoid.
What do designers typically spend on business software?
A typical design business tool stack for client management:
- management software or Freelance business suites: $49-65/month for proposals, contracts, and basic project tracking
- visual boards Pro or General project management software: $10-15/month for project management
- Google Workspace or Dropbox: $12-20/month for file sharing with clients
- accounting software: $30-35/month for invoicing and accounting
- Payment processing: 2.9% + $0.30 per transaction (unavoidable with any processor)
Total: $101-135/month before design software like Figma or Adobe CC.
What is the time cost nobody calculates?
Conservative estimate: 3-5 hours per week on administrative coordination. At a typical design rate of $100-150/hour, that is $300-750/week in opportunity cost. Per year: $15,600-39,000 worth of design time spent on busywork.
What does Plutio cost compared to the typical design tool stack?
Plutio Core: $19/month. Plutio Pro: $49/month (unlimited clients and team members). Includes proposals, contracts, project management, file sharing, client portals, and invoicing. Everything connected in one platform.
The subscription savings add up, but the real value is eliminating the coordination overhead between tools. Designers using Plutio replace scattered admin with a connected workflow.
Why designers choose Plutio over fragmented tool stacks
When proposals, file management, approval workflows, and invoicing connect in one platform, the coordination overhead that cuts into creative time drops away. Here is what changes when your design business tools work together.
The Plutio difference
- Proposals → Projects: When a client signs a proposal, the project appears with phases matching the agreed scope. Revision limits from the proposal become trackable counts in the project.
- Approvals → Milestones: Client approves a deliverable in their portal, and the project phase updates automatically. The milestone invoice can draft immediately.
- Time → Invoices: Hours logged against design tasks feed directly into invoice line items. No end-of-project reconciliation of "how many hours did we actually spend."
- Clients → Branded Portal: Clients access files, provide feedback, and approve work at your custom domain. Fewer "can you resend that file?" emails.
The result: designers using Plutio replace the file-shuffling and approval-chasing between tools with a connected workflow. Time that used to go to coordination goes back to creative work.
For detailed tool comparisons, see our comparison hub or alternatives pages.
How to set up Plutio for your designer business
Setting up Plutio takes 2-4 hours for initial configuration, with immediate benefits for all clients from day one.
Step 1: Configure your brand (30 mins)
Upload your logo, set brand colors, and connect your custom domain if on the Max plan. Link your Stripe or PayPal account for payments. Set your business details for invoices.
Step 2: Build your templates (1-2 hours)
Create project and proposal templates for your most common services. Start with 2-3 core templates:
- Standard engagement: Your most common project type with milestones, tasks, and deliverables pre-configured.
- Quick project: A streamlined template for smaller, faster engagements.
- Retainer/recurring: Template for ongoing monthly clients with recurring tasks and billing.
Step 3: Connect integrations (20-30 mins)
Sync your Google Calendar or Outlook. Connect Stripe or PayPal for payments. Link QuickBooks or Xero if you use them. Test each connection before going live.
Step 4: Import existing clients (30 mins)
Export your client list from your current tool as CSV and import into Plutio. Map fields, verify data, then invite clients to their new portals.
Step 5: Test with one real project
Send your next proposal through Plutio. Let it create the project automatically, track time, and invoice the client. One real project will show you exactly where to refine your templates.
Common setup mistakes to avoid
- Over-customizing too early: Start minimal and refine based on actual use.
- Migrating everything at once: Focus on new clients first, migrate active ones second.
- Skipping the test project: One real engagement reveals more than hours of configuration.
Build templates for the 80% cases. Customize edge cases individually as they come up.
Organizing your designer workflows
Structured organization is the difference between a business that scales smoothly and one that drowns in admin as it grows.
Organize by service type
- Core service: Your primary offering with detailed project templates and milestone tracking.
- Secondary services: Additional offerings with their own templates and pricing structures.
- Retainer work: Recurring engagements with automated billing and repeating task lists.
- One-off projects: Quick-turn engagements with streamlined templates.
Organize by client stage
- Prospect: Initial inquiry received, proposal being prepared.
- Active: Contract signed, project in progress.
- Delivered: Work complete, final invoice sent.
- Recurring: Ongoing relationship with scheduled touchpoints.
Template best practices
- Start with 3 templates maximum, expand as patterns emerge.
- Include task estimates so you can track actual vs. budgeted time.
- Build in review milestones where clients approve before you proceed.
- Add automation triggers: proposal signed → project created → client notified.
Consistent structures mean consistent delivery. Templates ensure every client gets the same quality regardless of how busy you are.
What does a client portal look like for design businesses?
In Plutio, your clients log into their own portal at yourstudio.com (your custom domain, not a third-party URL) where they can see project progress, review files, provide feedback, approve deliverables, and pay invoices.
What can design clients see in their portal?
When your clients access their portal, they see:
- Project phases with status: Clients know exactly where things stand without emailing you.
- Files organized by phase: Discovery files, concept presentations, and final deliverables organized by section.
- Comment threads for feedback: Clients leave feedback directly on files. Comments attach to specific deliverables.
- Approval buttons: Clients click "Approve" on deliverables. You see the notification and proceed to the next phase.
- Invoices they can view and pay: Deposit, milestone, and final invoices appear in the portal. Clients pay directly.
Designers who give clients portal access report fewer interruption emails and faster approval cycles.
The portal is fully branded with your design studio identity. Your logo, your colors, your domain.
Without a client portal, clients experience your design work through email attachments and payment links from Stripe. The touchpoints are fragmented and generic.
How to migrate to Plutio
Migration typically takes 3-5 hours of active work spread over a weekend. The best time to switch is between projects rather than mid-delivery.
Step 1: Export from your current tools
Most tools provide CSV export. Export your client list, active project details, and any template content you want to recreate in Plutio.
Step 2: Build templates in Plutio (2-3 hours)
Don't try to replicate your old system exactly. Use this as an opportunity to build cleaner workflows. Focus on your 3 most common project types.
Step 3: Set up integrations (30 mins)
Connect payment processing (Stripe/PayPal), calendar sync (Google/Outlook), and accounting (QuickBooks/Xero). Test each one before going live.
Step 4: Import client data (30 mins)
Upload your client CSV. Map fields to Plutio's structure. Run a small test batch first to verify everything looks right.
Step 5: Run parallel for new work
Use Plutio for all new clients and projects immediately. Keep your old system running for in-progress work only. Don't try to migrate active projects mid-stream.
Step 6: Phase out the old tool
Once all in-progress work completes in the old system, cancel that subscription. Keep your exports as archives.
Common migration pitfalls
- Trying to migrate everything: Focus on active clients and forward-looking workflows.
- Switching mid-project: Finish in-progress work on the old system.
- Not testing integrations: Verify payment processing works before relying on it.
Migration pays back in time saved on every future client interaction.
