TLDR (Summary)
The best CRM software for music producers is Plutio ($19/month).
Music producers managing artist relationships across album productions, mix projects, and beat licensing need CRM that tracks the complete production lifecycle: initial inquiry, production phases, revision rounds, delivery status, and payment history. Plutio maintains all artist context connected to project files, mixing sessions, and master deliveries. Returning artists never feel like starting over, and no production context gets lost between projects.
Unlike standalone CRMs that only track contact information, Plutio connects client records directly to production tracking, file storage, invoicing, and artist portals. When an artist books a project, their history is there. When they request a mix revision, the feedback thread updates automatically. When they return after six months for another album, every session note, every file version, every conversation is exactly where the project left off.
Music producers using connected CRM save 36% through automated project tracking and centralized production context instead of hunting through folders and email threads.
For additional strategies, read our client onboarding guide.
What is CRM software for music producers?
CRM software for music producers is software that tracks artist relationships across inquiries, production projects, and ongoing collaborations with complete production history and file context.
The distinction matters. Contact management stores names and emails, sales CRM tracks leads and deals, and music producer CRM tracks the complete production lifecycle including session files, revision history, mixing feedback, master delivery status, and ongoing artist relationships. Producer-focused CRM connects to production tracking, file storage, revision management, and invoicing.
What music producer CRM actually does
Core functions include storing artist contact information and communication history, tracking project status through recording, mixing, and mastering phases, maintaining revision history with timestamps and feedback notes, connecting production files and stems to specific artists and projects, logging mixing sessions and production decisions, and maintaining searchable records of every delivery and interaction.
Sales CRM versus production relationship CRM
Sales CRMs like HubSpot and Salesforce are built for sales teams closing deals. Sales teams track leads through pipelines and measure conversion rates. Producer CRM tracks what happens after the booking: production delivery, revision rounds, mix feedback cycles, master delivery, and long-term collaboration patterns. When a production contract closes, sales CRM considers that done. Producer CRM is just getting started because the relationship deepens through the actual production work.
What makes music producer CRM different
Music producers face unique relationship scenarios: artists who book multiple projects over years, productions that require referencing past mixing decisions, and relationships where production quality consistency matters across albums. Without CRM that maintains complete production history, past mixing choices get forgotten, file organization breaks down, and each new project starts without the context that makes production smoother.
When CRM connects to production tracking, file storage, and mixing sessions, artist relationships become production assets. History informs mixing decisions, past preferences speed new projects, and no context is ever lost between collaborations.
Why music producers need CRM software
Music producers who grow beyond a handful of regular artists face a compounding problem. Every new client adds production context that does not organize itself, and artist relationship tracking is where that context tends to scatter.
Artist inquiries, project proposals, production files, revision feedback, mix decisions, delivery schedules, and payment tracking multiply with each engagement. Without a system that connects these functions, production details fall through cracks, file organization breaks down, and hours disappear into searching for mix versions and revision notes instead of actually producing music.
The scattered production file problem
According to industry research, 36% on. For music producers specifically, that pattern means 10-15 hours spent on non-production tasks: searching for file versions, finding revision feedback in email threads, tracking down what mixing decisions were made last time, and responding to artist questions about delivery status.
Studio time bills at $100/hour. Those $1,000/week of potential billable production time. Over $4,000/month in opportunity cost, not counting the mental energy spent on context switching between production work and file hunting tasks.
The fragmentation problem
You producers stack 5-8 tools: email for contracts and communication, Dropbox or Google Drive for file storage, spreadsheets for tracking project status, separate invoicing software for billing, and memory for past mixing decisions and artist preferences. Each tool handles one function, but none share data automatically.
Daily friction appears constantly: searching email threads to remember what mixing feedback was given, opening multiple folders to find the right stem version, manually cross-referencing delivery dates with payment status, and hoping that the mix preferences used last time match what the artist actually wants now. The cognitive load adds up, and the risk of mixing decisions getting forgotten increases with every manual handoff.
The revision tracking nightmare
Revision tracking affects nearly every music producer at some point. An artist requests the version from two weeks ago with the brighter vocals but the bass from the latest mix. Without organized revision history, reconstructing that specific combination requires opening ten project files and hoping the right elements were saved.
The issue compounds because producers often work on multiple projects with different revision patterns. Manual tracking across folders or disconnected tools leads to lost mix versions, forgotten feedback, and hours wasted recreating work that was already done.
The scaling tipping point
You producers hit a threshold around 8-12 projects where the manual approach breaks down. At the scaling point, either more time goes to file management than actual production, or mix versions start getting confused. Projects go out with the wrong stems, revision feedback gets applied to the wrong tracks, and good opportunities get declined because the production workflow cannot handle more complexity.
Connected CRM software absorbs the production admin work that would otherwise scale linearly with each new artist. Plutio handles routine tracking, file organization, and revision history automatically, leaving producers to focus on the work that actually generates revenue: making music.
CRM features music producers need
The essential CRM features for music producers connect artist relationships and production history with project tracking, file management, and revision control while handling the unique patterns that music production work requires.
Core CRM features
- Unified artist records: Complete artist profiles showing contact information, all productions (past and current), every project file, revision history, mixing feedback, and payment status. Everything connected to one searchable record.
- Production history tracking: Every project linked to the artist showing production phase (recording, mixing, mastering), revision rounds completed, mixing decisions made, and delivery timeline. Complete production journey visible at a glance.
- File version control: Track mix versions, stem deliveries, and master files with timestamps and notes. Find any version instantly without opening ten folders hoping for the right file.
- Revision logging: Document feedback rounds with artist comments, mixing changes made, and approval status. Never lose track of what was requested versus what was delivered.
- Communication history: All messages, project comments, and mixing feedback attached to artist records automatically. Complete conversation context without searching through email threads.
Music producer-specific features
- Project intake forms: Capture artist vision, reference tracks, mixing preferences, and delivery requirements at booking. According to industry data, proper intake improves project satisfaction by 35%.
- Production phase tracking: Move projects through stages (pre-production, recording, mixing, mastering, delivery) with automatic status updates and deadline reminders.
- Mix reference library: Store reference tracks and artist preferences per client. When they return for another album, their sonic preferences are already documented.
- Delivery scheduling: Track master delivery dates, distribution deadlines, and release schedules. Automatic reminders prevent missed delivery commitments.
Platform features that multiply value
- White-label branding: Custom domain, logo, colors. Every artist-facing touchpoint shows studio branding, not third-party software names.
- Unified inbox: All artist messages arrive in one place. Reply directly without opening email while maintaining complete conversation history.
- Permissions: Control exactly who sees what. Artists see their projects and files. Assistant engineers see assigned tracks. Financial details stay private.
- Automations: Create rules that trigger actions without manual involvement. Common producer automations include: revision reminder after mix delivery, delivery confirmation after master upload, follow-up inquiry six months after project completion.
The deciding factor for music producers is integration depth. CRM software that connects with production tracking, file storage, and invoicing eliminates the duplicate file organization that consumes hours every week searching for the right mix version or tracking down artist feedback.
CRM software pricing for music producers
CRM software for music producers typically costs $20-165/month for standalone tools, with integrated platforms providing complete production workflow functionality at better value.
What music producers typically pay for CRM tools
- HubSpot CRM: Free-$165/month. Sales-focused, does not connect to production files or project tracking.
- Dubsado: $27-56/month. Project management focus but complex setup and lacks native file version control.
- HoneyBook: $39/month. Photography and event focus, not optimized for music production revision cycles.
- Practice Better: $29-79/month. Coach-specific features do not translate to production workflow needs.
Standalone CRMs offer contact management but require additional tools for file storage, project tracking, invoicing, and artist portals. Total stack typically costs $80-200/month before counting integration complexity and time lost switching between disconnected tools.
Plutio pricing (February 2026)
- Core: $19/month: Up to 9 active clients. Complete CRM, production tracking, file storage, contracts, invoicing, and artist portals included. No feature restrictions.
- Pro: $49/month: Unlimited clients, 30 team contributors (engineers, assistants), advanced permissions, priority support.
- Max: $199/month: Unlimited team, full white-label branding with custom domain, single sign-on for enterprise security.
The ROI calculation for music producers
- Time saved searching files: $300/week in recovered billable time
- Faster revision handling: Organized history reduces mix version confusion, fewer re-dos of already completed work
- Better artist retention: Professional organization and quick responses keep artists returning for next projects
CRM software ROI comes through production efficiency. Time saved searching for files, tracking revisions, and managing artist communication pays for the platform with 2 to 3 hours saved per week. Plutio pays for itself when one hour of file hunting gets eliminated.
Why Plutio is the best CRM for music producers
Plutio handles CRM as part of a complete production platform where artist relationships connect to project files, mixing sessions, revision history, and the production timeline that music creation requires.
Production-connected artist profiles
Each artist record shows everything related to their productions: active and completed projects, all file versions with timestamps, revision history with feedback notes, mixing decisions documented, delivery dates and payment status. Click an artist name and the complete production relationship appears instantly, not scattered across email and folders.
File version control built into workflow
Upload mix versions directly to projects. Each version gets timestamped and attached to the artist record. When an artist requests the mix from two weeks ago, find version in seconds without opening folders. File organization happens automatically as part of the production workflow, not as separate admin work.
Revision tracking with feedback context
Log each revision round with artist feedback, mixing changes made, and approval status. Complete revision history shows what was requested, what was delivered, and what was approved. When confusion happens, the documented history resolves the issue immediately instead of becoming a dispute.
Mix decision library per artist
Document mixing preferences and production decisions per artist. Vocal chain used, bass processing approach, mastering loudness target, delivery format preferences. When they return for another album, past decisions inform starting points instead of rebuilding sonic identity from scratch.
Production phase automation
Move projects through stages (recording, editing, mixing, mastering, delivery) with automatic deadline reminders and status updates. Artists receive progress notifications automatically without manual updates. Production timeline stays visible to everyone involved without email coordination.
Artist portals for file access
Give artists login access to their own portal showing productions, file versions, revision status, and delivery timeline. Artists download stems and masters themselves instead of requesting files via email. Portal access reduces where-is-my-mix inquiries by 70-80% while keeping artists informed.
Intake forms capture production vision
Custom intake forms capture artist vision, reference tracks, sonic preferences, and delivery requirements at booking. Information flows directly into project records and stays attached throughout production. No more scrolling through email threads trying to remember what references the artist mentioned.
Time tracking shows production earnings
Track studio time against projects and see actual hours versus quoted estimates. Identify which production types are profitable versus which consistently exceed scope. Data informs future pricing and scope decisions instead of guessing.
Delivery scheduling prevents missed deadlines
Set master delivery dates with automatic reminders before deadlines. Distribution schedules and release dates stay visible throughout mixing. Delivery commitments get met because reminders trigger before urgency becomes crisis.
Mobile access from anywhere
iOS and Android apps provide complete CRM functionality. Check artist history before a call, upload mix versions from the studio, add session notes after tracking, update delivery status from anywhere. Production tracking happens in real-time, not in batches during admin catch-up sessions.
Everything runs from one platform with studio branding, production terminology, and workflow logic built for how music production actually operates. Artist relationships become production assets that compound over time rather than context that constantly needs rebuilding between projects.
How to set up CRM in Plutio
Setting up CRM in Plutio takes 2-4 hours, then 5 to 15 minutes per artist after templates and production workflows are in place.
Step 1: Configure default settings (30 mins)
Set default hourly rate for studio time, standard payment terms (50% deposit, full payment upfront for mixing-only), preferred currency, and late fee policy if applicable. These defaults apply automatically unless overridden for specific artists or projects.
Step 2: Create project templates (1 to 2 hours)
Build 3 to 5 templates covering common production types. For music producers, recommended templates include:
- Full album production: Phases for pre-production, recording, editing/comping, mixing, mastering, delivery. Milestone payments at each phase completion.
- Mixing-only project: Simpler structure: files received, mixing, revision rounds (specify limit), mastering, delivery. Payment schedule: 50% to start, 50% at delivery.
- Mastering project: Quick turnaround template: files received, mastering, review, delivery. Full payment upfront standard.
- Beat licensing: Simple transaction: browse, purchase, delivery. Automated throughout.
Step 3: Connect integrations (20 mins)
Link Stripe and/or PayPal for payment processing. Connect calendar (Google Calendar or Outlook) for session scheduling. Test each integration with a sample transaction before using with real artists to confirm data flows correctly.
Step 4: Set up file storage structure (30 mins)
Create folder templates that match production phases: Project Files, Stems, Mix Versions, Masters, References. Structure applies automatically to new projects so file organization is consistent across all productions.
Step 5: Import existing artists (30 mins)
Upload existing artist data via CSV export from current system (spreadsheets, old CRM, email contacts). Plutio maps common fields automatically. For active artists with ongoing projects, create their production records manually to establish complete history. For past artists you may not work with again, consider whether import is necessary versus starting fresh.
Step 6: Test with one real project
Run through complete workflow with an actual artist rather than a test account. Send proposal, convert to project, upload files, track revisions, generate invoice, send delivery. Real interaction reveals friction that test scenarios miss. Adjust templates based on what works versus what needs refinement.
Common setup mistakes to avoid
- Over-customizing too early: Start with minimal templates covering the 80% cases. Refine based on actual use rather than imagining every possible scenario upfront.
- Ignoring mobile apps: Download iOS and Android apps during setup. Test key workflows like file uploads and revision logging from mobile since studio work often happens away from desk.
- Skipping automation setup: Revision reminders, delivery confirmations, and follow-up inquiries save hours weekly. Configure during initial setup rather than adding later.
Build templates for the 80% production cases that cover most work. Handle the other 20% by customizing the closest template per situation rather than trying to create templates for every possible production scenario. Simplicity scales better than complexity.
CRM organization for music producers
Organizing CRM creates clarity in artist relationships and enables efficient production management. Without structure, artist data becomes noise that slows down every interaction. With structure, every production builds on what came before.
Artist categorization for music producers
CRM should distinguish between categories that matter for production workflow:
- Active artists: Currently in production phase. Need frequent updates and quick response times.
- Past artists: Completed projects, may return for next album. Benefit from periodic check-ins and new service announcements.
- Leads: Inquired but have not booked yet. Need timely follow-up before they book elsewhere.
- Repeat collaborators: Booked multiple projects over time. Highest value relationships worth priority attention.
- One-time clients: Mixing or mastering only, unlikely to return. Lower priority for relationship cultivation.
Each category needs different communication cadence and attention level. Active artists get immediate responses. Past artists benefit from quarterly check-ins. Leads need follow-up within 48 hours before interest cools.
Production pipeline stages
Track artists through defined stages from inquiry to delivery:
- Inquiry received: Initial contact made, project details gathered
- Proposal sent: Quote delivered, waiting for response
- Deposit received: Project confirmed, production scheduled
- In production: Active work happening (recording, mixing, mastering)
- Revisions: Artist feedback being incorporated
- Delivered: Final masters sent, project complete
- Follow-up: Post-delivery check-in for next project inquiry
Clear stages prevent artists from falling through cracks between inquiry and booking, or between delivery and next collaboration.
Information to track per artist
Beyond basic contact details, track information that makes production efficient:
- Genre and sonic references (what they are going for)
- Mix preferences and processing choices from past work
- Revision patterns (stay in scope versus regularly expand)
- Payment reliability (on time versus needs reminders)
- Communication preferences (email versus text versus portal messages)
- Referral source (how they found the studio)
- Distribution plans (independent versus label)
Context supports personalized production approaches and informed decisions even months after last contact. When an artist returns, past preferences load instantly instead of requiring re-explanation.
Proven methods for maintenance
Update records after every significant interaction while details are fresh. Log session notes immediately after tracking. Add revision feedback when received, not in batches days later. Review artist records before mix sessions to refresh context on their sonic preferences. Use consistent tags and categories so filtering works reliably when searching for specific artist types or project phases.
Organized CRM enables production insight. Structure serves efficiency and artist relationship quality. When artist history is instantly accessible, production starts with context instead of from scratch.
Client portals for music producers: CRM connection
Client portals connect CRM data to artist-facing access, creating smooth production experience. What gets organized internally becomes what artists experience externally.
Portal as production hub
Artists access their complete production through branded portals. Project status, file versions, revision feedback, delivery timeline in one place. CRM data powers what artists see. Internal organization becomes their direct experience. Every mix version, stem delivery, and master file lives in one branded space artists can access anytime without emailing for links.
Consistent experience across touchpoints
Portal presentation reflects the organized production in CRM. Professional, consistent artist experience across all interactions. When an artist receives a proposal, books a project, reviews a mix, or downloads masters, the branding and navigation stays consistent. Consistency builds trust and reduces confusion during production.
Self-service access reduces inquiries
Artists find their own files, check production status, and track delivery timeline. CRM organization supports artist self-service without administrative burden. No more back-and-forth emails asking for mix versions, master links, or revision status. Artists help themselves while producers focus on actual production work.
Two-way visibility builds understanding
Portal interactions feed back into CRM. Artist activity adds to production understanding. Complete picture from both perspectives. When an artist downloads a mix version, logs in to check status, or leaves revision feedback, that activity appears in CRM. Visibility informs production approach and timing.
Production continuity across projects
Portals maintain production history across albums. Returning artists find their past projects and files. Connection maintained between collaborations. When an artist returns after a year for their next album, everything is where they left the project. Continuity strengthens long-term production relationships and makes re-booking natural.
Portals make CRM artist-facing. Internal organization translates to external experience. When production context is always accessible, artists stay informed and producers stay focused on making music instead of answering status inquiries.
How to migrate CRM to Plutio
Migration from another CRM software typically takes 3-5 hours spread over a weekend, with the best time to switch being between major projects rather than mid-production when active collaborations are happening.
Step 1: Export from your current tool
Most CRM software provides CSV export for contacts and production history. Here is what to export from common tools:
- HubSpot CRM: Export contacts and deals from Settings, download attachments manually before canceling
- Dubsado: Export clients and projects from Reports section, save copies of contracts and proposals
- Spreadsheets: Save as CSV with consistent column headers, include all custom fields
- Email contacts: Export from Gmail or Outlook, include notes fields if available
Step 2: Build templates in Plutio (1 to 2 hours)
Use exported content as reference to create new production templates. Start with the project type used most frequently (probably album production or mixing). Recreate 2 to 3 core templates initially rather than migrating every variation ever used. Focus on forward-looking production workflows, not historical archives.
Step 3: Set up integrations (30 mins)
Connect payment processing (Stripe, PayPal), calendar sync (Google Calendar, Outlook), and file storage if using external (Dropbox, Google Drive). Test each integration with sample data to confirm information flows correctly before relying on the integration for real production work.
Step 4: Import artist data (30 mins)
Upload artist CSV to Plutio. Map fields appropriately (name, email, phone, genre, past project types). For active artists with ongoing projects, create their production records manually to establish complete context. For historical artists not likely to return, consider whether import is necessary versus starting fresh with new work.
Step 5: Run parallel for new work
Use Plutio for all new artist engagements and projects while keeping the old system active for productions already in progress. Running parallel avoids the complexity of migrating mid-project work and gives time to learn the new system on fresh productions. As active projects on the old system complete, those artists transition to Plutio for future work.
Step 6: Phase out the old tool
Once all active productions on old system complete (typically 60-90 days), cancel that subscription. Maintain read-only access to historical production records if the tool allows, or export final archives before cancellation. Keep copies of important contracts and master files permanently.
Common migration pitfalls to avoid
- Trying to migrate everything: Focus on active artists and forward-looking workflows. Historical archives can remain in old backups.
- Switching mid-production: Finish in-progress albums and mixes on the old system. Start new projects on Plutio.
- Not testing integrations: Verify payment processing works with a real (small) transaction before relying on the integration for album deposits.
- Skipping the learning curve: Use the first 2 to 3 projects as deliberate learning opportunities. Adjust templates based on what works.
The investment in migration pays back in time saved on every future project, file search, and artist interaction. Plan for a weekend of setup and a few weeks of adjustment, then benefit from organized production workflows going forward. One hour saved searching for files per week pays back the migration investment in the first month.
