TLDR (Summary)
The best client management software for designers is Plutio ($19/month).
Standalone client management stores contact details but doesn't track design relationships. Plutio client management connects to projects, revisions, brand assets, and billing history... so returning clients feel recognized and past work informs new quotes.
Designers get complete client profiles, project history, communication logs, and revenue per hour per client. Clients access branded portals with their complete project and billing history.
Designers using connected client management save hours on context reconstruction when clients return for new projects.
For additional strategies, read our client onboarding guide.
What is client management software for designers?
Client management software for designers is software that organizes client relationships by tracking contact information, project history, brand assets, communication, documents, and billing in one searchable place.
The distinction matters: contact management stores names and emails, CRM tracks sales leads, and client management tracks ongoing service relationships. Designer-focused client management connects to proposals, projects, revisions, and invoicing.
What designer client management actually does
Core functions include storing client contact information and company details, maintaining a history of all projects for each client, organizing brand assets and style guidelines, tracking documents (proposals, contracts, invoices), and providing searchable access to relationship history. Advanced platforms add client portals for self-service access to deliverables and project status.
Sales CRM vs service client management
Sales CRMs like HubSpot and Salesforce improve for lead conversion. They track prospects through a funnel and measure close rates. Service client management for designers tracks what happens after the sale: ongoing projects, repeat work, revision history, and lifetime value. The needs differ fundamentally.
What makes designer client management different
Designers have unique relationship patterns: clients return months or years later expecting you to remember their brand guidelines, projects have multiple revision rounds requiring context between each, and relationships span multiple project types over time. Without client management that knows your project history, you rebuild context from scratch for every returning client.
When client management connects to projects, proposals, brand assets, and invoicing, relationship history becomes an asset. Past work informs future pricing, context is always available, and nothing is ever lost.
Why designers need client management software
Designers managing growing client bases without proper tools lose context, damage relationships, and waste hours searching for brand guidelines and project history that should be immediately accessible.
The scattered information problem
Client information spreads across tools: contacts in phone, projects in task management, brand assets in Dropbox, invoices in accounting software, communication in email. When a client calls, you can't fast see their complete picture. Research shows this costs 1-2 for knowledge workers managing fragmented information.
What breaks without client management
- Lost context: Repeat clients expect you to remember their brand and preferences. Failing this damages relationships
- Missing brand assets: Logo files, color codes, and guidelines scattered across old project folders impossible to find fast
- Inconsistent pricing: Past project details unavailable means pricing new work without historical reference
- Communication gaps: Messages scattered across email, text, and Slack. History impossible to reconstruct
- Relationship blindness: Can't identify best clients, at-risk relationships, or expansion opportunities
The returning client advantage
Returning clients cost less to acquire than new ones. But only if you maintain the relationship well. When a past client reaches out, being able to immediately reference their brand guidelines, preferences, and past work creates confidence. Fumbling for context signals disorganization.
Client management turns relationships into documented assets. History is preserved, brand assets are organized, context is instant, and returning clients receive the smooth experience that maintains their loyalty.
Client management features designers need
The essential client management features for designers organize relationship information while connecting to brand assets, project history, and billing tools.
Core client management features
- Client profiles: Store contact information, company details, preferences, and notes. Quick access to who each client is
- Project history: See all projects for each client. Past work informs future proposals and pricing
- Document organization: Proposals, contracts, invoices attached to client records. Find anything fast
- Communication history: Messages and notes linked to clients. Searchable record of all interactions
- Search and filtering: Find clients by name, project type, tag, or any attribute. Instant access to relevant records
- Contact import: Bring existing contacts from spreadsheets or other tools. Start with current relationships
Designer-specific features
- Brand asset storage: Keep client logos, color palettes, fonts, and guidelines attached to their records
- Revision tracking: See complete revision history per project, preventing extra work without extra pay and supporting billing conversations
- Payment history: See complete billing history: invoices sent, payments received, outstanding amounts
- Revenue per hour tracking: Revenue versus time invested per client. Identify best and worst relationships
Platform features that multiply value
- Client portals: Give clients branded access to their projects, deliverables, and invoices
- Project integration: Projects create from client records. All work linked to relationships
- Proposal/invoice connection: Documents generate from client records with details pre-filled
- Team access: Everyone sees the same client information. No knowledge silos
The deciding factor for designers is integration depth. Client management that connects with projects, brand assets, proposals, and invoicing provides complete relationship visibility instead of fragmented information.
Client management software pricing for designers
Client management software for designers typically costs $20-50 per month for dedicated tools, with the actual cost depending on features and whether you need additional tools for projects and invoicing.
What designers typically pay for stacked tools
Designers piece together multiple subscriptions:
- Client management: HoneyBook ($29-79/month), Dubsado ($28-48/month), Bonsai ($17-52/month)
- Project management: Asana ($10.99-24.99/user), Monday.com ($12-24/user)
- Invoicing: FreshBooks ($17-55/month), QuickBooks ($30-90/month)
- File storage: Dropbox ($10-20/month), Google Drive ($6-18/month)
Combined, this stack costs $75-200/month with client records fragmented across tools.
Plutio pricing (February 2026)
- Core: $19/month - Complete client management with project tracking, proposals, contracts, invoicing, and client portals included
- Pro: $49/month - Unlimited clients, 30 team contributors, advanced permissions, priority support
- Max: $199/month - Unlimited team, white-label custom domain, single sign-on
The ROI calculation for designers
If better client management helps you maintain just one additional repeat client relationship per year:
- Tool cost: $19/month x 12 = $228/year
- Repeat client value: One additional $3,000+ project from maintained relationships
- Additional value: Time saved on context searching, better pricing from historical data
Client management pays for itself by maintaining relationships that would otherwise lapse. Every repeat client you keep because you remembered their brand and context represents revenue that scattered tools would have lost.
Why Plutio is the best client management software for designers
Plutio handles client management as part of a complete platform where projects, proposals, brand assets, and invoicing work together rather than as separate tools.
One client view, complete history
Open any client record and see everything: their projects, proposals sent, contracts signed, brand guidelines stored, time tracked, invoices paid, and messages exchanged. When they call asking about past work, the answer is right there. When you prepare a new proposal, their history informs your pricing.
Brand asset libraries per client
Each client accumulates brand assets: logos in multiple formats, color palette specifications, typography systems, brand guidelines documents, approved design elements. Asset libraries attach to client records... so every project starts with the right materials at hand instead of hunting through old folders.
Projects connect to relationships
Every project links to a client automatically. Client revenue per hour calculations factor in all associated projects. Relationship value is visible at a glance. When clients return for new work, their complete project history is immediately accessible.
Documents live with clients
Proposals, contracts, and invoices attach to client records. When you need to reference what was agreed two years ago, the document is there. No hunting through email or separate file storage.
Client portals for self-service
Give clients branded access to their own portal. They check project status, review deliverables, download files, and send messages without emailing you for every update. Self-service access improves their experience while reducing your admin load.
Relationship visibility
See which clients generate the most revenue, which consume the most time through endless revisions, and which represent the best return on your creative effort. Visibility informs which relationships to cultivate and which to price differently.
Unified inbox for client communication
When a client messages about a project, responds to a proposal, requests a revision, or asks about billing... it shows up in one inbox. Replies go directly without opening email. Conversation history stays attached to that client's record, so months later all context is there.
No-code automations for design workflows
Rules trigger actions without manual work. Common designer automations: reminders send before deadlines, notifications arrive when prospects view proposals, follow-up tasks create after deliverable approvals, and overdue invoice reminders send automatically. Set up once... runs continuously without attention.
Stakeholder preference tracking
Different clients and team members have different preferences. The marketing director likes bold, the CEO prefers conservative. Preference notes prevent repeated revision cycles where round three contradicts the feedback from round one.
Every client interaction flows into one organized record. Projects, brand assets, documents, messages, and payments all connected. Nothing is ever lost, and context is always instant.
How to set up client management in Plutio
Setting up client management in Plutio takes 1-3 hours depending on how many existing clients you import, with basic functionality ready immediately.
Step 1: Import existing clients (30-60 minutes)
Export contacts from HubSpot, Salesforce, a spreadsheet, or wherever you currently store client data, and import into Plutio. Map fields (name, email, company, phone) during import. Alternatively, add clients manually as you begin new work with each.
Step 2: Set up client fields (15 minutes)
Configure what information you track per client:
- Basic info: Name, email, phone, company, address
- Categorization: Tags for client type, industry, project types
- Custom fields: Brand preferences, communication style, any additional data relevant to your practice
Step 3: Create client record workflow
Decide when client records get created:
- Lead inquiry: Create when prospects reach out
- Signed contract: Create only when they become paying clients
- Automatic: Let forms and scheduling create records automatically
Step 4: Upload brand assets for active clients
For your most active clients, upload their brand guidelines, logo files, and style references to their profiles. New assets will accumulate naturally as you work on projects.
Step 5: Configure client portals
Set up branded client portal access. Decide what clients can see and do: view projects, download deliverables, send messages. Set portal access per client as appropriate.
Start by importing your most active clients. Add historical clients as you encounter them. Perfect data isn't necessary immediately; build complete records over time through normal work.
Client management templates for designers
Standardizing how you organize client information keeps consistent data quality and makes relationship analysis possible across your client base.
Client record structure
- Company info: Company name, industry, size, website
- Primary contact: Name, title, email, phone, timezone
- Additional contacts: Other clients and team members and their roles (decision-maker, project manager, creative director)
- Categorization: Client type (active, past, prospect), industry, source (referral, portfolio, etc.)
- Brand preferences: Style direction, aesthetic preferences, communication style
Tagging strategies
- Client status: Active, Past, Prospect, Dormant
- Project type: Branding, Web, Print, Packaging, Illustration (for work you've done for them)
- Relationship quality: VIP, Standard, Challenging (optional but useful)
- Source: Referral, Portfolio inquiry, Social, Cold Outreach
Document organization
Keep consistent organization per client:
- Brand assets: Logos, color palettes, typography, guidelines
- Proposals: All proposals sent
- Contracts: Signed agreements
- Invoices: Billing history
- Deliverables: Final approved files by project
Consistent organization makes data useful. When every client has the same structure, you can filter, sort, and analyze across your entire base rather than hunting through inconsistent records.
Client portals for relationship management
A client portal gives your design clients a branded location to access their projects, deliverables, and communication without emailing you for every request.
What clients see in their portal
Each client sees only their own information: active projects with status, deliverables ready for review, approved files for download, invoices and payment history, and communication with your team. The view is personalized to their specific relationship.
Self-service benefits
When clients can access their own information, routine requests disappear:
- "Where are we on the project?" - Check portal status
- "Can you resend the logo files?" - Download from brand assets
- "What did we agree about revisions?" - Contract is accessible
- "I need to review the mockups" - Deliverables available in portal
Each self-service action saves you an email, a search, and a response. Multiplied across clients, this time adds up significantly.
Professional presentation
The portal displays your brand: your domain, your logo, your colors. Clients experience your design studio directly. Consistent branding across touchpoints reinforces the premium service perception that design practices cultivate.
Relationship extension
The portal isn't just a tool; it's a relationship touchpoint. Clients who engage with their portal stay more connected to your practice. They see project activity, notice when work is happening, and feel partnership rather than just transactional exchange.
Portals transform client relationships from reactive email exchanges to proactive self-service partnerships. Clients get immediate access to deliverables and status, and you reclaim hours previously spent on routine information requests.
How to migrate client management to Plutio
Migrating client management involves importing contact records and establishing new workflows. Full transition typically takes 2-4 weeks of parallel running with old systems.
Step 1: Export from current tools
Gather client data from wherever it currently lives:
- Contact apps: Export from Google Contacts, Apple Contacts, or phone
- Spreadsheets: Export any tracking spreadsheets as CSV
- Other tools: Export from HoneyBook, Dubsado, or other platforms
Step 2: Clean and combine data
Before import, clean your data: remove duplicates, update outdated information, standardize formats. Migration is an opportunity to improve data quality.
Step 3: Import into Plutio (30-60 minutes)
Map fields from your export to Plutio fields. Import in batches if needed. Verify imported records look correct.
Step 4: Run parallel for new work
Update both old and new systems for 2-4 weeks if needed. Running parallel keeps nothing falls through during transition. New clients go directly into Plutio.
Step 5: Cut over completely
Once comfortable, stop updating old systems. Keep read-only access for historical reference. Move all active work to Plutio.
Common migration considerations
- Brand assets: Upload key brand files for active clients; complete archives can transfer gradually
- Historical projects: Decide whether to recreate old projects or start fresh with current work
- Document migration: Move key documents manually; complete archives can stay in old systems
Focus migration effort on active relationships. Historical clients can be added as they return. Perfect historical data isn't necessary for Plutio to provide immediate value.
