The Tools You Need to Manage a Client Based Business

If you are starting, running, or growing a client service based business, today’s video is for you.

I have put together a list of all the tools you need to run your business. I’m going to run through the overview of the types of tools you’ll need to run your business.

On top of that, I’ve created a sample client folder in Google Drive to show you exactly how I recommend using Google Drive to organize your client docs.

Of course, there are tons of great client management tools out there. Let’s start by breaking down the categories of tools that you’ll need to serve your clients.

I asked some of my favorite service-based entrepreneurs to share their favorite client management tools. Here’s what they told me:

“My favorite tool for managing my clients is Kajabi. I have a store at Vlog Boss University and what I love about it for my clients is that I can add them and give them access to all my products as well as exclusive content so they have more information they can work on between our coaching calls. The experience customer service-wise is so much more incredible because of that resource.”

#1 You need a Payment Gateway

Perhaps the most exciting part, getting paid! You need some way to send out invoices and receiving payment from your clients.

Some easy tools to use for accepting payment are things like PayPal and Freshbooks.

You can use more sophisticated tools as you grow but keep it simple when you’re first getting started.

#2 You need to Send out forms

You’ll need to send out forms, surveys, questionnaires as you serve your clients. I use these to do the following:

  • Gather info from potential clients before we get on a sales call
  • Gather info about new clients before starting the service
  • Gather info after the service to see how you can improve + get a testimonial

I like to use Google Forms or TypeForm to send out any sort of fillable form to my clients. I use Google Docs for just about everything I can in my business so it makes sense to keep them all in one place.

#3 You need to Organize + keep track of client docs

The third thing that you’ll also need is a place to keep track of all of your client docs.

I recommend keeping things off of your computer and store them in the cloud so again, I’m a huge fan of Google Drive / Google Docs for this.

Copywriter win: Google Docs allows me to work on a document at the same time as my clients which makes co-editing SUPER easy!

I also use Google Folders to organize all of the information for an individual client. This allows me keep all of the docs for that client, call notes, etc are in one place.

In fact, today’s post comes with a sample client folder that I’ve created for you so that you can see a hard copy of how I manage clients using Google Drive:

 

#4 You need a Project management system

Finally, you’ll need a system to manage your client flow. I personally use Asana (it’s free) to organize all of the projects in my business so clients go in there as well.

Whether you love Asana or would prefer something like Trello (which is more visual), be sure to check out today’s download with all the tools so you can see what your options are when it comes to project management and all the other tools we’ve discussed today.

Recommended resource for Trello: Abagail and Emylee, the powerhouse duo at Think Creative Collective, have an awesome blog post you should check out on how to Organize Your Business and Life with Trello. I’ve also heard a tremendous amount of positive feedback about their Trello course.

Recommended resource for Asana: I’ve personally used Natasha Vorompova’s Asana for Small Business Guide for becoming an Asana master. She shares some seriously powerful tutorials and tips!

Other project management tools that I’ve heard are excellent for managing clients include 17 Hats and Dubsado. These are both great all-in-one solutions for doing everything from sending contracts, questionnaires, invoices, and to-do lists!

 

 Vlog Boss Amy Schmittaur of Sexy, Savvy, Social shares here favorite client management tool: 

“My favorite tool for managing my clients is Kajabi. I have a store at Vlog Boss University and what I love about it for my clients is that I can add them and give them access to all my products as well as exclusive content so they have more information they can work on between our coaching calls. The experience customer service-wise is so much more incredible because of that resource.”

P.S. Amy is INCREDIBLE at video and YouTube – grab her book, Vlog Like A Boss. I’m reading it right now. Also, if you’re not doing video yet, you must.


Brand and social media strategist for Wedding Professionals at The Wedding Concierge, Ginny Krauss shares her favorite client management tool:

Currently, I am la-la-loving Asana! I recently migrated from Trello over to Asana and it has truly been a game changer in my business and productivity. Using Asana has allowed me to effectively work with my teams a lot faster and efficiently, break down big goals into smaller action steps, and create a blog workflow board that has rocked my socks! Plus, the more productive you are, the more flying unicorns fly across your screen.

 

Maggie Patterson and Brittany Becher from Scoop Industries share their favorite client management tool:

 

Basecamp FTW. It’s super easy to keep all of our clients in there with their own projects. It’s no frills so clients don’t need to spend a ton of time learning it. I also love the feature that allows you to make items internal only so that you can manage internal parts of the project that your client doesn’t really care about or need to see.

#5 You need Contracts

Last but certainly not least! One of the important tools I didn’t mention in the video is that you need a system for sending contracts to your clients. In the past, I have used Adobe Sign and HelloSign. You can also use one of the all-in-one services like 17 Hats or Dubsado.

 

My own amazing business manager, Tressa Beheim, recommends HelloSign for new entrepreneurs.
“Getting a contract signed every time with every client can be a huge stumbling block for service providers so one of the first tools I recommend to my own clients is HelloSign. Its so easy to get started and use that it removes a major excuse for not getting contracts out and signed that protect both you and your clients!” 

 

 

 

Don’t forget to grab the sample Google Folder I created for you so that you can see an example of how a client management system works:

Comments

comments