TLDR (Summary)
The best all-in-one CRM for marketers is Plutio ($19/month).
Plutio replaces the fragmented stack of retainer tracking spreadsheets, project boards, file sharing tools, and invoicing platforms. When a client signs their retainer, the project is ready with content calendars, hour allocations, and automated billing.
Research shows that toggling between apps costs around ~9% of time, before counting hours spent reconciling retainer hours and updating client reports.
Explore the Freelancer Magazine for in-depth guides on project management, pricing, proposals, and more.
What is all-in-one software for marketing freelancers?
All-in-one software for marketing freelancers combines client management, content planning, deliverable tracking, approval workflows, and invoicing in one connected platform, replacing separate separate tools.com, note-taking software, a CRM, and accounting software. Marketing freelancers manage the complete retainer relationship from first proposal through monthly renewals without switching between apps.
Here's how most marketing freelancers operate:
- a project app.com or General project client management software handles campaign tasks but knows nothing about retainer limits. When you finish 10 social posts this month, nothing tracks that against the 12-post package.
- note-taking software or Airtable holds content calendars but has no connection to invoicing. When you finish the month's content, you still create the invoice manually in a different app.
- a CRM or spreadsheets tracks client communication but does not connect to deliverable counts. When a client asks "what did you do this month?" you compile the answer from three different tools.
- Buffer or Hootsuite schedules posts but does not track them against retainer packages.
- A spreadsheet that tracks deliverables per client, always out of date because updates require manual effort after every task completion.
Subscription costs add up fast. a project app.com is $12-20/month. note-taking software is $10/month. a CRM Starter is $20/month. accounting software is $30/month. Total: $72-80+/month on subscriptions.
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. For marketing freelancers with 8-10 retainer clients, that translates to hours every week spent on admin instead of marketing.
When deliverable tracking, client communication, and invoicing live in one place, you stop managing tools and actually do marketing.
Why marketers need an all-in-one platform
Marketers 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 marketers, 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 marketers 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 marketers need
The essential features for marketers connect client management with project delivery, billing, and communication in one platform.
What is the best way for marketing freelancers to create retainer proposals?
In Plutio, you send one document that contains everything:
- Package options: Displayed side by side. The starter package with 8 social posts per month. The growth package with 16 posts plus 2 blog articles. The premium package with full content management including email campaigns.
- Add-ons: Paid promotion management, influencer outreach, additional platforms. Clients select what they want, and the total updates automatically.
- Deliverable specifications: Monthly post count, blog article length, email frequency, reporting cadence. Everything clearly defined so there are no surprises.
- Contract embedded: Revision limits, turnaround times, payment terms, cancellation policy. The client reads and signs in the same flow as accepting the proposal.
- Payment structure: Monthly retainer paid on the 1st, or quarterly prepay with a discount. The client chooses and the first payment processes immediately.
When the client accepts, Plutio creates their project with deliverable tracking, sets the recurring invoice schedule, and sends the onboarding questionnaire automatically.
Without this connection, the average marketing freelancer spends 30-45 minutes setting up each new retainer client. With 10 retainer clients per year, that is 5-8 hours spent on setup instead of marketing.
See how proposals automate project setup
How do marketing freelancers track retainer deliverables without spreadsheets?
What does retainer management look like when everything is connected?
You run social media for 8 retainer clients. Each client has a different package: 12 posts for one, 16 for another, 8 plus 2 blog articles for a third. At month end, you open your spreadsheet to count what she delivered, cross-references a project app.com for actual completions, and manually creates 8 invoices in accounting software. By the time you finish, half a day is gone, and you are already behind on next month's content.
When retainer tracking is built into your workflow, you always know where you stand:
- Monthly deliverable tracking: The client's package includes 12 social posts. You have delivered 9 this month. Three remaining. Visible at a glance without checking a spreadsheet.
- Client portal visibility: Clients see what you have delivered this month. No end-of-month scramble to prove your value because the record is always current.
- Overage alerts: When you hit 12 posts and the client asks for a 13th, Plutio shows you are at limit. You can discuss an overage fee or apply it to next month.
- Rollover options: If the client only used 10 posts this month, you can roll 2 to next month or note it as unused. Either way, the record is clear.
- Account margin tracking: Some clients use every deliverable and request extras. Others barely use half. Over time, you see which accounts are profitable and which need renegotiation.
Your retainer clients can check their portal to see exactly what you have delivered this month. When they ask "what have you done for us lately?" the answer is right there, itemized and timestamped.
Marketing freelancers who track deliverables in spreadsheets report spending 4-6 hours per month on reconciliation. When tracking is automatic, that time goes back to actual marketing work.
How do marketing freelancers manage content calendars and campaigns?
In Plutio, every campaign builds on what came before. Content briefs, client feedback, approval history, and delivery status are all visible on the project timeline so you never lose context on where each campaign stands.
What does campaign management look like when everything is connected?
Week 3 of a product launch campaign. The client emails asking about "that headline we discussed for the landing page." In a disconnected system, you open note-taking software for the content brief, a project app.com for the task status, email for the feedback thread, and Google Drive for the copy document. All while your editing time just disappears.
In Plutio, every campaign milestone builds on what came before:
- Content calendars with due dates: Not in a separate app. Directly on the project timeline. Week 1 was strategy and brief. Week 2 was content creation. Week 3 is revisions and approvals. Week 4 is launch.
- Campaign tasks that persist: The landing page copy, the email sequence, the social posts, the paid ad creative. Each deliverable is visible until you mark it approved and delivered.
- Original brief always visible: The client wanted conversion-focused copy with a specific tone and key messages. Every content piece you create references that north star without searching for the intake form from two months ago.
- Recurring monthly deliverables: The 12 social posts renew every month. The monthly report renews every month. You do not recreate the same tasks manually each cycle.
Before responding to the client's email, you spend 30 seconds reviewing the campaign. The headline he mentioned is in the approved copy from week 2, attached to the landing page task. You reply with the exact text instead of "let me find that and get back to you."
For actual execution, you still use specialized tools: Buffer for scheduling, Mailchimp for email sends, Google Ads for paid campaigns. Plutio manages the planning, approval, and client relationship so you always know what is due and what is done.
See how project tracking keeps everything connected
How do marketing freelancers manage client approvals without email chaos?
What does proactive approval management look like for marketers?
A client has been sitting on the email sequence approval for 6 days. The campaign is supposed to launch a project app. In a disconnected system, you scroll through email looking for the original message, wonders if it got lost, sends a follow-up that feels naggy, and hopes the client responds before the deadline passes.
Marketing approval workflows require careful tracking. Every social post, every ad, every email, every landing page needs client sign-off. When approvals happen via email, tracking what is pending versus approved becomes work itself.
In Plutio, approval management shows exactly what needs attention:
- Client portal access: Clients log into their portal and see exactly what needs their review. The email sequence is right there with a clear "Approve" button.
- Approval tracking: You see which deliverables are "Pending Review," "Changes Requested," and "Approved." No hunting through email to figure out the status.
- Comment threads: The client's feedback attaches directly to the deliverable. "Can we make the CTA more urgent?" lives with the email copy, not buried in an email chain.
- Version history: Version 1, client requested changes. Version 2, addressed changes. Version 3, approved. The revision history is clear and organized.
- Automatic reminders: Plutio can remind clients about pending approvals. you do not have to be the nag because Plutio handles the follow-up.
The moment after a client approves content is when momentum is highest. When your system shows the approval immediately and you can schedule the content right away, you capture that momentum instead of losing it to email back-and-forth.
Marketing freelancers who track approvals via email report scope confusion on 25-30% of projects. When approval status is visible and enforcement is clear, both sides know exactly what has been signed off.
The deciding factor for marketers is integration depth. Features that connect with each other eliminate duplicate effort across your workflow.
How much can marketing freelancers save by switching to Plutio?
Here's the math.
What do marketing freelancers typically spend on software subscriptions?
A typical marketing freelancer separate tools:
- a project app.com Basic: $12/month for project management
- note-taking software Plus: $12/month for unlimited file uploads and team features
- a CRM Starter: $20/month for basic CRM features
- accounting software Simple Start: $30/month for invoicing and accounting
- Stripe fees: 2.9% + $0.30 per transaction (unavoidable with any processor)
Total: $72-95/month just for client management and invoicing, not counting execution tools like Buffer, Mailchimp, or ad platforms.
What is the time cost nobody calculates?
Conservative estimate: 5-8 hours per week on administration. At a marketing freelancer rate of $100/hour, that is $500-800/week in opportunity cost. Per year: $26,000-41,600 worth of marketing time spent on busywork.
What does Plutio cost compared to a marketing separate tools?
Plutio Core: $19/month (up to 9 active clients). Plutio Pro: $49/month (unlimited clients). Includes client management, content calendars, approval workflows, client portals, invoicing, and payment processing. Everything connected in one platform.
You save $400-700/year on subscriptions, but the bigger win is the time. Marketing freelancers using Plutio get those admin hours back.
Why marketers choose Plutio over fragmented separate tools
When retainer tracking, content approvals, deliverable counts, and invoicing connect in one platform, the manual tallying and coordination that eats into strategy time drops away. Here is what changes when your marketing tools work as one system.
The Plutio difference
- Retainers → Tracked Deliverables: Each retainer contract specifies deliverable counts. As you complete work, the counts update automatically. Both you and the client see exactly where things stand.
- Approvals → Client Portal: Clients review and approve content in their portal instead of scattered email threads. Clear approval trails. Fewer "did you get my feedback?" messages.
- Months → Automatic Invoices: Month ends, and the retainer invoice sends automatically. No more forgetting to bill while juggling multiple clients.
- Reports → Attached to Projects: Performance reports live in the same project as the work. Clients access everything in one place instead of hunting through email for last month's deck.
The result: marketing freelancers using Plutio replace the end-of-month scramble with automated deliverable tracking and invoicing. Time that used to go to reconciliation goes back to client strategy.
For detailed tool comparisons, see our comparison hub or alternatives pages.
How to set up Plutio for your marketer 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 marketer 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 marketing freelancers?
In Plutio, your clients log into their own portal at yourmarketingbusiness.com (your custom domain, not a third-party URL) where they can see campaign status, approve content, access reports, and message you directly.
What can marketing clients see in their portal?
When your clients access their portal, they see:
- Deliverable count: "8 of 12 social posts delivered this month. 2 blog articles complete. 1 email sequence in progress." They know exactly where things stand without asking.
- Content calendar: What is scheduled for next week. What is in progress. What is waiting for their approval.
- Approval queue: Three items need their review. They can approve right from the portal instead of replying to emails.
- Monthly reports: January, February, March. All organized and accessible. No hunting through email for attachments.
- Message thread: For quick questions that does not get buried in email or lost in text messages. The conversation history stays organized by client.
Marketing clients with portals report higher satisfaction because they feel informed. They can check progress whenever they want without feeling like they are bothering you.
The portal is fully branded with your marketing business. Your logo, your colors, your domain. Clients see your brand at every interaction, not someone else's logo on someone else's software.
Without a client portal, clients experience your marketing through scattered emails, Google Doc links, and PDF attachments. The touchpoints are fragmented and generic. They remember the tools, not your brand.
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.
