TLDR (Summary)
The best client management software for PR professionals is Plutio ($19/month).
PR agencies need client management that connects retainer relationships to campaign execution. Plutio links every client record to active campaigns, media outreach, coverage results, and billing... so client context stays visible without manual assembly from scattered tools.
You get client portals where retainer clients access their campaign status, deliverables, and invoices. White-label branding on all plans makes portals look like your agency, not third-party software.
TeamStage reports 36% of professional time goes to admin. Connected client management reduces the context-switching that eats that time.
For additional strategies, read our client onboarding guide.
What is client management software for PR professionals?
Client management software for PR professionals organizes retainer relationships with complete visibility into campaign status, media contacts, deliverable tracking, and billing history attached to each client record.
The distinction matters: contact databases store names and emails, sales CRM tracks deal pipelines, and PR client management tracks ongoing retainer relationships where campaign execution spans months and client context accumulates over time.
What PR client management actually does
Core functions include storing client contact information and retainer terms, tracking campaign status and deliverable completion per client, maintaining communication history across all channels, organizing media contacts and pitch history related to each client's work, and connecting time tracking to retainer budgets so hours used stays visible. Advanced platforms add client portals where retainer clients access their own campaign status and documents.
Contact database vs client management
Contact databases like Google Contacts store information but don't connect to work history. Sales CRMs like HubSpot track deal pipelines for closing new business. PR client management tracks what happens after retainer signature: campaign planning, media outreach, coverage monitoring, deliverable completion, and ongoing communication. When a PR retainer closes, sales CRM considers that done. Client management is just getting started because the relationship spans months or years.
What makes PR client management different
PR professionals manage ongoing retainer relationships where the same client needs continuous campaign work, regular status updates, and periodic scope discussions. Without client management that maintains relationship context, every interaction requires reconstructing who this person is, what campaigns are active, and what's been delivered. Connected client management eliminates that reconstruction work.
When client management connects to campaign tracking, media outreach, and billing, relationship context becomes automatic. Every client interaction starts with full history instead of scrambling for information.
Why PR professionals need client management software
PR professionals managing more than 5-8 retainer clients face a compounding problem: every client adds relationship context that needs tracking, and without connected systems, that context scatters across tools until client meetings require 20 minutes of preparation just to remember what's happening.
The scattered context problem
According to industry research, 36% of professional time goes to admin tasks. For PR professionals specifically, that means hours spent assembling client context before meetings: searching email for recent communication, checking spreadsheets for campaign status, reviewing media lists for outreach history, and hunting for the last coverage report you sent.
If you bill retainers at $5,000/month and spend 2-3 hours weekly on context assembly, time drains away from strategic campaign work that justifies premium retainer rates.
The fragmentation problem
Most PR professionals stack disconnected tools: Google Contacts or HubSpot for client information, Google Drive or Dropbox for campaign documents, email for communication, spreadsheets for retainer tracking, and separate invoicing software. Each tool handles one function, but none share data automatically.
Daily friction emerges: logging into multiple platforms to piece together a client's current situation, copying information from one system to another, manually cross-referencing retainer scope with actual work delivered, and hoping the terms you quoted match what you're actually billing.
The relationship continuity problem
Retainer clients expect continuity. They don't want to re-explain their brand, their media preferences, or their campaign history every time you talk. When client context lives in your memory instead of connected systems, relationship continuity depends on recall. Miss a detail and you look unprepared. Forget a previous conversation and you lose trust.
The scaling tipping point
Most PR professionals hit a threshold around 8-12 active retainers where the manual approach breaks down. Below that, mental tracking and scattered tools suffice. Beyond it, client details blur together, campaign status becomes unclear, and you start confusing one client's situation with another's. Connected client management prevents that breakdown by maintaining context you can access instead of recall.
Connected client management software maintains the relationship context that would otherwise require constant reconstruction. Every client interaction starts with complete history instead of scrambling to remember what's happening.
Client management features PR professionals need
Essential client management features for PR professionals connect relationship records to campaign execution, media tracking, and billing while providing client-facing access through branded portals.
Core client management features
- Client profiles: Store contact information, retainer terms, communication preferences, and relationship history. Every detail about a client lives in one accessible record instead of scattered across email and documents.
- Campaign connection: Link active campaigns to client records. Open a client profile and see their current campaigns, recent deliverables, and upcoming deadlines without navigating to separate project views.
- Communication history: All client messages, project comments, and portal interactions stay attached to client records. Review conversation history before meetings without searching email threads.
- Retainer tracking: Monitor retainer hours used versus available, scope delivered against commitments, and billing status per client. Retainer health stays visible without spreadsheet tracking.
- Document organization: Contracts, proposals, press materials, and coverage reports attach to client records. Find any client document in seconds instead of searching folder structures.
PR-specific features
- Media contact linking: Connect media relationships to client campaigns. See which journalists have covered this client, what pitches have been sent, and which contacts are warm for future outreach.
- Coverage tracking: Log press placements, broadcast segments, and online mentions per client. Coverage history supports reporting and demonstrates campaign ROI over time.
- Deliverable management: Track what's been promised versus what's been delivered per retainer period. Work beyond the original scope becomes visible when deliverable tracking connects to client records.
Platform features that multiply value
- Client portals: Give retainer clients their own login to access campaign status, deliverables, invoices, and communication. Self-service access reduces status update requests.
- White-label branding: Portals display your agency brand, not third-party software. Custom domain, logo, and colors create professional presentation.
- Unified inbox: All client messages arrive in one place regardless of source. Reply without switching between email, portal messages, and project comments.
- Automations: Trigger actions based on client events. Send welcome emails when contracts sign, create setup tasks when retainers start, flag clients when retainer hours run low.
The deciding factor for PR professionals is connection depth. Client management that links to campaigns, media tracking, and billing eliminates the context reconstruction that disconnected tools require.
Client management software pricing for PR professionals
Client management software for PR professionals typically costs $20-100 per month for standalone CRM tools, with integrated platforms providing complete functionality including campaign tracking and billing at flat rates.
What PR professionals typically pay for client management
- HubSpot CRM: Free-$890/month. Sales-focused CRM with strong contact management but no PR campaign tracking or retainer management.
- Salesforce: $25-300/user/month. Enterprise CRM requiring extensive customization for PR workflows.
- Monday.com: $9-19/user/month. Project management with CRM features but no integrated invoicing or client portals.
- Notion: $8-15/user/month. Customizable database but requires manual setup and lacks billing integration.
Standalone CRM tools handle contact management but lack PR-specific features. PR professionals end up stacking CRM plus project management plus invoicing plus portal tools, and the tools don't connect automatically.
Plutio pricing (February 2026)
- Core: $19/month: Client management plus campaigns, proposals, contracts, invoicing, and client portals. Up to 9 active clients with white-label branding.
- Pro: $49/month: Unlimited clients, 30 contributors, advanced permissions for team collaboration.
- Max: $199/month: Unlimited team, white-label with custom domain, single sign-on for enterprise security.
The ROI calculation for PR professionals
- Context assembly time: 2-3 hours weekly spent gathering client information before meetings. At $100/hour effective rate, that's $800-1,200/month in recovered time.
- Tool consolidation: Replacing CRM plus project management plus invoicing tools saves $50-150/month in subscriptions.
- Client retention: Better relationship visibility improves client experience and retention. One retained $5,000/month retainer pays for years of software.
Client management software ROI comes through time saved on context assembly and improved client retention through better relationship visibility. Plutio pays for itself when connected context saves 2-3 hours monthly.
Why Plutio is the best client management for PR professionals
Plutio handles client management as part of a connected platform where relationship records link to campaign execution, media tracking, and billing rather than operating as isolated contact storage.
Client profiles connect to everything
Every client record links to their active campaigns, completed projects, signed contracts, outstanding invoices, and communication history. Open a client profile and see their complete relationship context: what campaigns are running, what deliverables are due, how many retainer hours remain, and what you discussed last month. No searching across tools to assemble context before meetings.
Campaign status visible per client
Client profiles show active campaigns with current status. See which campaigns are in planning, execution, or monitoring phases. View deliverables completed this period versus deliverables promised. Campaign progress stays visible at the client level so retainer health is clear without drilling into project details.
Retainer tracking built in
Set monthly retainer hours or deliverable counts per client. Track time against retainer budgets. See hours used versus hours available throughout the month. When retainers run low, It's easy to know before month-end when it's too late to adjust scope or have the budget conversation.
Client portals for self-service access
Give retainer clients their own login to access campaign status, deliverables, invoices, and communication. Clients check their own status instead of emailing for updates. Portal access reduces administrative back-and-forth while improving client experience through transparency.
White-label presentation
Use your own domain for client portals. Upload your logo, set your brand colors and typography. Every client touchpoint shows your agency brand, not third-party software. Professional presentation reinforces your positioning and justifies premium retainer rates.
Communication history attached to clients
All messages, project comments, and portal interactions stay connected to client records. Before a meeting, review recent communication without searching email. After a meeting, context lives in the client record where anyone on your team can find it. Communication history survives staff changes because it lives in Plutio, not individual inboxes.
Document organization per client
Contracts, proposals, press materials, coverage reports, and campaign assets attach to client records. Find any document in seconds by navigating to the client. No searching through folder hierarchies or asking teammates where files live.
Automations for relationship management
Trigger actions based on client events. Send welcome emails when contracts sign. Create setup tasks when retainers start. Flag clients when retainer hours hit 80%. Send reminder emails when invoices are overdue. Automations handle routine relationship management without manual tracking.
Everything connects in one platform with your branding. Client management links to campaigns, billing, and communication so relationship context stays complete and accessible without reconstruction work.
How to set up client management in Plutio
Setting up client management in Plutio takes 1-2 hours for initial configuration, then 10-15 minutes per client to establish their records and connect to campaigns.
Step 1: Configure client fields (20 mins)
Set up the information you want to track per client: company name, primary contact, retainer terms, communication preferences, industry vertical. Add custom fields for PR-specific details like media contacts, spokesperson information, or coverage goals.
Step 2: Import existing clients (30 mins)
Export client data from your current system (Google Contacts, HubSpot, spreadsheet). Upload CSV to Plutio. Map fields appropriately. Focus on active retainer clients who need ongoing work. Historical clients you'll never work with again can stay in archives.
Step 3: Create client records (varies)
For each active retainer client:
- Set up their profile with contact information and retainer terms
- Create their active campaigns as projects
- Upload relevant documents (contracts, brand guidelines, media lists)
- Connect any existing invoices or outstanding payments
Step 4: Configure client portals (15 mins)
Set up portal branding with your logo and colors. Configure what clients can see: campaign status, deliverables, invoices, documents. Create portal access for existing retainer clients who should have login access.
Step 5: Set up automations (15 mins)
Configure automation rules for client management:
- Welcome email when new clients sign contracts
- setup task creation when retainers start
- Notification when retainer hours hit 80%
- Reminder emails for overdue invoices
Common setup mistakes to avoid
- Importing everyone: Focus on active retainer clients. Historical prospects and completed projects don't need migration.
- Over-configuring fields: Start with essential information. Add custom fields only when you actually need them.
- Skipping portal setup: Client portals reduce administrative burden. Configure them during setup, not later when you're busy.
Build client records for active retainers first. Connect campaigns and documents as you work with each client. Complete client profiles emerge over time through actual use rather than exhaustive upfront data entry.
Client organization for PR professionals
Organizing clients by type, status, and retainer structure creates clarity for relationship management and enables efficient campaign delivery across multiple simultaneous accounts.
Client categorization for PR professionals
- Active retainers: Clients with ongoing monthly agreements requiring regular campaign work, deliverables, and communication.
- Project clients: One-time campaign engagements with defined scope and end dates rather than ongoing relationships.
- Past clients: Completed relationships that may return for future work. Maintain records for quick re-engagement.
- Prospects: Potential clients in proposal or negotiation stage requiring timely follow-up.
Information to track per client
- Company details and primary contacts with communication preferences
- Retainer terms including scope, deliverable counts, and monthly hours
- Brand guidelines, key messages, and spokesperson information
- Media preferences and publication targets
- Campaign history with coverage results
- Communication log with decisions and approvals documented
Client status stages
- Prospect: Initial conversations, no signed agreement
- Proposal sent: Waiting for client decision
- Active: Signed retainer with ongoing work
- Paused: Temporarily inactive but expected to resume
- Completed: Engagement finished, relationship closed
Proven methods for client organization
- Update client records immediately when information changes
- Log all significant communications and decisions as they happen
- Review client profiles before meetings to refresh context
- Archive completed clients to keep active view clean
Organized client records enable proactive relationship management. Structure serves retention because visibility into client needs prevents surprises and demonstrates attentiveness.
Client portals for PR professionals: self-service access
Client portals give retainer clients their own branded space to access campaign status, deliverables, invoices, and communication without emailing for every update.
What clients see in portals
Portals display everything relevant to that client's engagement: active campaigns with current status, completed deliverables available for download, outstanding invoices with payment buttons, signed contracts and proposals, and message history with your team. Clients see only their own data, never other clients' information.
Why portals matter for PR professionals
PR agencies managing 8-15 retainer clients receive constant update requests: "What's the campaign status?", "Can you resend that coverage report?", "Did my invoice get paid?". Each question interrupts campaign work and requires context-switching to answer.
With portals, clients answer these questions themselves. You send the portal link during setup, and they access everything from there. Self-service reduces "where is it?" emails by 60-80%, freeing you to focus on media relations instead of administrative responses.
Campaign visibility through portals
Clients see their active campaigns with status indicators. Campaign phases (planning, pitching, monitoring) display with progress indicators. Deliverables completed this period appear with download links. Upcoming milestones show what's coming next. Clients stay informed without requiring status emails you have to write.
Document access through portals
Press materials, coverage reports, contracts, and proposals live in the portal document library. Clients find files without asking where documents are. No more resending attachments that got buried in email threads.
White-label presentation
Portals display your agency brand throughout: logo, colors, and custom domain. Clients experience the portal as your system, not third-party software. Professional presentation reinforces your positioning and justifies premium retainer rates.
Portals transform client communication from reactive to proactive. Clients get what they need instantly, and you reclaim time previously spent on administrative responses.
How to migrate client management to Plutio
Migration from another client management tool typically takes 2-4 hours of active work, with the best time to switch being at month-end or between retainer periods rather than mid-campaign.
Step 1: Export from your current tool (30 mins)
Most CRM and client management tools provide CSV export. Export:
- Contact information: Company names, contact details, email addresses
- Retainer details: Monthly scope, rates, start dates
- Communication history: If available, export recent notes and conversation logs
Step 2: Set up Plutio structure (30 mins)
Configure client fields, custom properties, and portal settings before importing data. Set up the structure that will organize your client information going forward.
Step 3: Import client data (30 mins)
Upload your CSV to Plutio. Map fields appropriately. Focus on active retainer clients who need immediate access. Historical clients can migrate later or remain in archives.
Step 4: Create campaigns for active clients (varies)
For each active retainer, create their current campaign as a project in Plutio. Connect the project to their client record. Upload relevant documents. Don't try to recreate complete campaign history - focus on current work.
Step 5: let portal access (15 mins)
For retainer clients who should have portal access, create their login and send welcome email. Brief them on where to find campaign status, deliverables, and invoices going forward.
Step 6: Phase out old system
Use Plutio for all new client communication and campaign work. Let in-progress work on the old system complete naturally. Cancel old subscription once all active work has transitioned.
Common migration concerns
- Historical data: You don't need complete history imported. Keep old system accessible for reference, focus Plutio on forward-looking work.
- Client confusion: Brief clients on portal access. Most adapt fast because self-service is more convenient than email requests.
- Team adoption: Use the first month as deliberate learning period. Refine workflows based on actual use.
Migration pays back through time saved on every future client interaction. Connected context eliminates the reconstruction work that disconnected tools require.
