10 Best Client Management Software & Tools in 2025 [Reviewed]

Jon Darbyshire
CEO SmartSuite
January 28, 2025
12 mins
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If you're a freelancer or a team leader looking for a client management tool to manage multiple clients, this guide is for you.

A good client management tool can allow you to manage client relationships, track communication, and improve overall client satisfaction.

In this buyer guide, we'll review the 10 best client management software & tools in 2025, including their top features, pricing structure, and pros & cons. 

Factors To Consider When Evaluating Client Management Software

When evaluating client management software and tools, there are a few factors to consider:

#1: Collaboration Features

If you’re managing clients, you’d need to look for a client management tool that has integrated communication channels for real-time communication about client relationships and satisfaction.

This includes in-app messaging for 1:1 or group chats with different clients and/or stakeholders.

#2: Reporting Capabilities

If you are a freelancer working with multiple clients, you’ll also need to consider each platform’s reporting capabilities.

A good client management app will have built-in reporting and analytics features that will help you build good communication and overall relationships with clients.

➡️ Additionally, your team will be able to flag potential blockers that your team is struggling with and raise resource requests from clients (e.g., CMS access needed).

#3: Scalability & Customization

If you're managing clients, you'll need a client management tool that can grow with your business and adapt to your specific needs. 

This includes the ability to manage a growing number of client contacts, projects, and communications without sacrificing efficiency.

This means looking for a CRM that offers customizable fields, workflows, and reporting. You should be able to tailor the software to match your unique client onboarding process, communication preferences, and reporting requirements.

➡️ Other scalability and customization features to look out for would be the ability to create custom pipelines for different project types, segment clients based on specific criteria, and integrate with other tools you use in your business (e.g., invoicing software, proposal tools, email marketing platforms). 

#4: Pricing Structure

You need to take into consideration the pricing structure of each client management solution before you can make the final decision.

Since almost all client management software and tools’ pricing is based on seats, it’s crucial to consider which platform gives you or your team the best value for your buck.

💡 Some of the tools we will review also have a generous free plan that you can use to get a feeling for their platform.

#5: Security & Compliance

You need a client management tool that prioritizes security and compliance. This includes protecting sensitive client information, ensuring data privacy, and adhering to relevant regulations (like GDPR, CCPA, etc.).

➡️ This means looking for a CRM that offers robust security features like data encryption, access controls, and regular security audits.

You should also check their data backup and recovery policies in case of data loss.

What Are The Best Client Management Tools In 2025?

Here’s a breakdown of the 10 best client management software & tools in 2025:

#1: SmartSuite - Best for managing every part of your work processes in a centralized platform with built-in automations. 

#2: Monday.com - Best for medium to large-scale businesses looking for best-in-class reporting and who want to have an in-built CRM in their project management tool.

#3: Asana - Best for medium-to-large size businesses looking to manage multiple client projects simultaneously.

#4: ClickUp - Best for businesses looking for customization options so they can tailor the platform for different use cases and industries of their clients.

#5: HubSpot - Best for SMBs that are looking to scale their operations and need a platform that can grow with them.

#6: Todoist - Best for small-sized teams and individuals who have complex but handful of tasks to manage.

#7: Zoho CRM - Best for small to medium-sized businesses across various industries that are looking for a comprehensive, affordable, and customizable client management solution. 

#8: Teamwork - Best for businesses looking for an all-in-one project management and operations platform, where they can onboard customers and share resources.

#9: Wrike - Best for medium-to-large-sized businesses managing multiple clients and looking for collaboration features to improve client communications.

#10: Miro - Best for teams who work in creative industries and who collaborate with UX and UI teams.

#1: SmartSuite

SmartSuite offers the best client management software in 2025 due to its advanced workflow automation and team collaboration features.

Our platform lets you manage all your clients’ communications on a centralized platform with built-in automation and a communication center.

Let’s go over the features that make SmartSuite the ideal choice for a comprehensive client management solution: 👇

Plan, Track & Manage Simple To Complex Projects

SmartSuite’s client management features help you to communicate and develop relationships with different clients at the same time.

To simplify the process, you will get numerous built-in intuitive features to execute your tasks perfectly.

💡 Interested in how other leaders are using SmartSuite? You can check out our video walkthrough of how consulting teams are using SmartSuite to manage clients:

Here are the features that users love the most about SmartSuite:

  • Smart task management: Turn any item field into a task—a checklist item, comments, or sub-item. Your consulting team can easily build a solid task list and assign it to the right person with a due date and priority status.
  • Project phases and milestones: Having milestones ensures your project stays on track and moves towards the objective. With SmartSuite, your team can set them, monitor through your reporting dashboard, and flag issues.
  • Files and project deliverables: Manage and organize all your documents. It is also possible to attach project-related files, share feedback with your team, and manage version history, all within your work context.

💡 SmartSuite supports formats like PDF, GIF, CSV, PNG, and MP4 and integrates with Dropbox, Google Drive, Box, and Microsoft OneDrive, making adding files to your workflows easy.

It is also possible to add images directly in SmartSuite by connecting your social media and Unsplash accounts.

  • Native time tracking: You can monitor and evaluate task and project completion times. Built-in tracking helps group time entries see estimates and segment billable and non-billable entries.

Team collaboration

SmartSuite offers built-in communication and collaboration features.

Your team can connect with team members in group chats or 1:1 conversations for quick feedback and keep your internal stakeholders and clients updated.

SmartSuite’s members’ directory provides a holistic view of the project team by examining each teammate’s details, such as availability status, job profile, and other relevant information.

Like the other two tools, you can use comments and @mentions to share updates, nudge teammates, or add new people to the conversation.

Comprehensive project reporting

Our platform has a dynamic project analytics tool with configurable charts and graphs.

The reporting dashboard helps you track project performance, understand resource allocation, and identify slow-moving projects. 

Based on that information, you can quickly develop plans to overcome roadblocks and get the project back on track.

Your team can visualize reporting in Grid, Card, Kanban, Timeline, Map, Calendar, or Dashboard views. 

It is possible to add as many as needed to build a visual storyboard for your project’s progress.

To share reports with stakeholders or clients, you can make the report public and share the necessary access.

Advanced workflow automation

SmartSuite's no-code automation builder allows you to automate some of the repetitive tasks that you’re facing in your day-to-day operations.

For example, you can assemble automation at the task and project and automate repetitive tasks based on triggers like changing dates, sending notification emails, or updating statuses.

There are six pre-defined triggers and 15+ actions, with options to build custom ones.

Once you’ve set up a workboard in SmartSuite, head to “Automations” and automate anything from record creation to updates to task assignments and notifications. 

SmartSuite Pricing

SmartSuite has a freemium plan with access to 250+ automation actions, team collaboration, multi-dashboard views, and more.

There are four paid plans with a 14-day free trial:

  • Team: Starts at $10/user per month, including Gantt charts, timeline views, 5000 automation runs, and time tracking.
  • Professional: Starts at $25/user per month and adds two-factor authentication, Gmail & Outlook integrations, and unlimited editors.
  • Enterprise: Starts at $35/user/month and includes access to audit logs, data loss prevention, and 50,000 monthly API calls.
  • Signature: A customized plan tailored to your organization’s needs and team size with no predefined limits.
Factors to Consider When Choosing an Organization Software

SmartSuite Pros and Cons

✅ The free plan includes access to advanced features.

✅ 200+ project templates for various consulting use cases.

✅ Dynamic dashboards and reporting that are easy to navigate.

✅ Integrated document and file management.

✅ Comprehensive workflow automation.

❌ Less native integrations when compared to other alternatives on the market.

#2: Monday.com

Best for: Service companies looking for best-in-class reporting and workflows.

Similar to: Asana, SmartSuite.

Monday.com is a versatile client management solution that offers tools for marketers and other types of employees, such as work management, automations, reporting, and CRM.

The platform’s all-in-one organizational tool helps you build project-level goals, plan resources, and assign responsibilities to your team members with an editorial calendar.

Who Is It For?

Monday.com is ideal for medium to large-scale businesses looking for best-in-class reporting and who want to have an in-built CRM in their project management tool.

Monday.com’s Top Features

  • Build automated workflows: Your team can build automation with the tool’s no-code builder and send timely alerts or update status.
  • Organize multiple projects: Monday.com’s portfolio management lets you track overall progress and assign resources and budgets to each client.
  • Custom work forms: You can build custom forms to collect and share feedback from your organization or clients. Your team can then sync form responses by adding them to relevant projects.

Monday.com Pricing

Monday.com has a free plan for up to 2 users, where you can test out the platform’s basic project management features.

💡 In our guide on Monday’s pricing, we dive deeper into whether the platform’s pricing structure is worth it in 2025.

The platform has 4 paid plans:

  • Basic: Starts at $17 per user/month, including Kanban board view and unlimited users with view-only access.
  • Standard: Starts at $20 per user/month, including 250 automated actions/month, 3+ dashboard views, and Zoom integration.
  • Pro: Starts at $32 per user/month, including all five dashboard views, time tracking, and 2-factor authentication.
  • Enterprise: Custom price, which includes a dedicated customer success manager, enterprise-level reporting, and administration control.

Monday.com Pros and Cons

✅ Advanced reporting and analysis at the project and portfolio level, which is ideal for consultants.

✅ 200+ integration across apps, including communication, design, and productivity.

✅ Custom work forms that you can turn into actionable tasks for your team.

❌ Plan upgrade available in set increments of 5 and 10 users.

❌ Automation is gated to the more expensive plans, unlike other alternatives.

#3: Asana

Best for: Building flexible workflows through dependencies and automation.

Similar to: Wrike, SmartSuite.

Asana is a work management platform built for large teams that helps employees streamline processes through automated workflows and work portfolios.

The platform lets you organize multiple projects with access to all documents, tasks, and due dates in one place so you would not have to switch between projects every time.

Who Is It For?

Asana is ideal for medium-to-large size businesses looking to manage multiple client projects simultaneously.

Asana’s Top Features

  • Create standardized templates so you can send them to your prospective and new clients to collect all of their details right away.
  • Advanced capacity planning: Your team can allocate and optimize resources (time, people, and cost) to each project throughout its lifecycle.
  • Dedicated portfolios, where your team can organize multiple projects. Each portfolio can be tailored to your clients and provides an overview of work status and go-live dates.

Asana Pricing

Asana has a free plan for up to 10 users with unlimited file storage (100MB per file), and three task views: board, list, and calendar.

The platform has four paid plans with a 30-day free trial:

  • Starters: Starts at $10.99/user/month for up to 500 members, which adds Asana AI, private projects, and teams.
  • Advanced: Starts at $24.99/user/month, which adds 25,000 automation/month, 100 portfolios, universal reporting, and goal tracking.
  • Enterprise: Custom pricing, which adds advanced integrations, unlimited seats, portfolio, and automation bundles.
  • Enterprise +: Custom pricing, which adds audit log API, HIPAA compliance, and data loss prevention integrations.

Asana Pros and Cons

✅ Powerful workflow automation.

✅ 270+ native integrations.

✅ AI features, such as smart chat, smart fields, and smart status to get quick updates on your projects.

❌ Lack of built-in collaboration tools.

❌ Limited customization fields, unlike other competitors to Asana.

#4: ClickUp

Best for: Managing large-scale consulting projects in a custom-built interface.

Similar to: Monday.com, Asana.

ClickUp is a cloud-based project management tool that lets you automate your workflows and manage your tasks.

The platform offers Gantt charts, board views, and portfolios that you can use to simplify your project management as well as advanced reporting features to manage stakeholders.

Who Is It For?

ClickUp is best for businesses looking for customization options so they can tailor the platform for different use cases and industries of their clients.

ClickUp’s Top Features

  • Task management: Your team can get a complete overview of each project's tasks with the tool’s multiple task views, custom fields, dependencies, and comment-based collaboration.
  • Whiteboards: Virtual canvas where you can build agile workflows, outline dependencies, and strategize action items to meet the project’s objectives. 
  • Time tracking: Native time tracking field to set time estimates for each task that your team is working on. The platform also lets you sync time tracking through integration with time-tracking apps like Toggl to improve your team’s productivity. 

💡 You can check out our in-depth comparison of ClickUp vs. Asana vs. SmartSuite, where we cover the 3 best-in-class project management tools.

ClickUp Pricing

ClickUp has a free plan that includes unlimited task creation, access to 100 MB storage, and collaborative docs.

It offers three paid plans with a 14-day free trial:

  • Unlimited: Starts at $10 per user/month, which includes access to unlimited custom views, timesheets, guest access, and 100 mind map creation.
  • Business: Starts at $19 per user/month and adds private docs, sprint reporting, and all dashboard views.
  • Enterprise: Custom price that adds white labelling, enterprise-grade security, and AI features.

ClickUp Pros and Cons

✅ Low entry-level pricing plans for smaller teams as well as a generous free plan.

✅ Highly customizable with a comprehensive range of built-in tools.

✅ Good team management and collaboration tools.

❌ Can get overwhelming for new users due to the platform’s complex interface.

❌ Usually takes longer to set up a dashboard that fits the bill, according to G2 reviews.

#5: HubSpot

Best for: Businesses that are serious about inbound marketing and want a comprehensive platform to manage their marketing, sales, and customer service efforts.

Similar to: Google Cloud AI.

HubSpot is a project management platform that helps businesses grow by bringing their marketing, sales, and customer service efforts together in one place.

It helps you organize and manage all your contacts, clients, and interactions in one place, giving you a complete view of your customers.

Who Is It For?

HubSpot is a good choice for SMBs that are looking to scale their operations and need a platform that can grow with them.

HubSpot’s Top Features

  • Comprehensive CRM: It ties together all your marketing, sales, and service efforts, giving you a 360-degree view of each contact and interaction. This centralized view is crucial for personalized marketing and effective sales follow-up. 
  • Marketing Automation: The ability to automate marketing processes, from email sequences and lead nurturing to social media posting and campaign tracking.
  • All-in-One Platform and Integrations: HubSpot combines marketing, sales, service, and even CMS tools into a single platform while integrating its functions with other applications.

HubSpot’s Pricing

  • Starter: Starts at $15/month (billed annually). Includes essential tools for marketing, sales, service, and operations, along with a basic CRM.
  • Customer: Starts at $15/mo/seat (billed annually). Includes essential marketing, sales, service, and content software.
  • Professional: Starts at $826/month (billed annually). Adds more advanced features like marketing automation, lead scoring, workflows, and reporting, along with more robust CRM features.
  • Enterprise: Starts at $3,442/month (billed annually). Includes all the Professional features, plus advanced capabilities like custom objects, predictive lead scoring, and deeper integrations, along with the most comprehensive CRM features.

HubSpot’s Pros and Cons

✅ Strong focus on inbound marketing methodologies and best practices.

✅ Powerful automation capabilities for marketing and sales processes. 

✅ User-friendly interface and intuitive navigation.

❌ Can be expensive, especially for larger businesses or those needing advanced features, according to G2 reviews.

❌ The sheer number of features and tools can be overwhelming for some users. 

#6: Todoist

Best for: Managing complex tasks via checklists and subtasks.

Similar to: Asana, Smartsheet.

Todoist is a task management software that helps businesses manage complex tasks by breaking down tasks into smaller work blocks.

Your team can filter and sort set priorities, and attach labels to keep tasks organized and visible across your workspace.

Who Is It For?

Todoist is ideal for small-sized teams and individuals who have complex but handful of tasks to manage.

Todoist’s Top Features

  • Subtasks and checklists: Your team can use subtasks and checklists to break down bigger projects or tasks into manageable ones.
  • Team collaboration: It is possible to assign tasks, share updates via comments, and build shareable projects with your clients.
  • Custom views: You can add filters, sort, and grouping options and save them as custom views. Each custom view can then be used across the workspace.

Todoist Pricing

Todoist’s beginner plan is available for free and lets you create up to 5 projects with access to a 1-week history to see your tasks in the list and board layouts.

The project management software has two paid plans for both individuals and teams:

  • Pro (individuals): Starts at $5/month including 300 personal projects, unlimited activity history, and Calendar layout.
  • Business (Teams): Starts at $8 per user/month and adds shared team workspace, 1,000 team members and guest invites, and centralized team billing.

Todoist Pros and Cons

✅ Synchronization across all devices and platforms.

✅ Work reports, including productivity and team activity.

✅ Huge library of pre-build templates for consultants.

❌ No advanced automation features, unlike alternatives like ClickUp and SmartSuite.

❌ No built-in team communication option.

#7: Zoho CRM

Best for: Integrating a range of business applications to automate work processes.

Similar to: HubSpot, Slack.

Zoho CRM is a cloud-based customer relationship management platform that helps businesses manage their sales, marketing, and customer support activities.

It provides tools for lead management, contact management, deal tracking, marketing automation, and customer service.  

Who Is It For?

Zoho CRM is most suitable for small to medium-sized businesses across various industries that are looking for a comprehensive, affordable, and customizable CRM solution. 

Zoho CRM’s Top Features

  • Sales Force Automation: Excels at automating routine tasks, from lead capture and scoring to deal tracking and follow-ups.  
  • Process Management: Zoho's "Blueprints" feature allows businesses to define their sales processes step-by-step, guiding sales reps through each stage and ensuring consistency. 
  • Omnichannel Engagement: Allows you to engage with customers across email, phone, social media, and even your website, all within a single platform. 

Zoho CRM’s Pricing

Zoho CRM offers a freemium plan, which is suitable for up to 3 users, with basic CRM features. 

There are four paid plans:

  • Standard: Starts at $21/user/month (billed annually). Includes essential sales automation and reporting tools.
  • Professional: Starts at $36/user/month (billed annually). Adds more advanced features like workflow automation and social media monitoring.
  • Enterprise: Starts at $52/user/month (billed annually). Includes AI-powered features, advanced security, and customization options.
  • Ultimate: Starts at $68/user/month (billed annually). Offers the most comprehensive features, including advanced AI, analytics, and customization.

Zoho CRM’s Pros and Cons

✅ Offers a wide range of features like task automation and customer support.

✅ Compared to other CRM solutions, Zoho CRM’s pricing plans are affordable, according to G2 reviews.

✅ Zoho CRM is highly customizable to your team’s preferences and workflow.

❌ The platform’s depth of features and options can be overwhelming at first, according to reviews.

❌ The free plan has significant limitations, so it's only viable for very small businesses with basic needs.

#8: Teamwork

Best for: Combining project management with client operations.

Similar to: ClickUp, Monday.com.

Teamwork is a project management software that was built for businesses looking to manage multiple clients across different industries. 

The all-in-one platform also offers client onboarding, budget planning, and time-tracking features for consultants.

Who Is It For?

Teamwork is best for businesses looking for an all-in-one project management and operations platform, where they can onboard customers and share resources.

Teamwork’s Top Features

  • Team communication and collaboration: Your team can share updates with clients, get approvals, and communicate internally with a built-in messaging app, comments, and mentions.
  • Project reporting: You can get a detailed view of project health and resource management through burndown charts, timesheets, and profitability reports.
  • Time and invoice tracking: Near-accurate estimates for billable hours and the ability to create invoices within the platform, which is ideal for consultants who manage plenty of accounts. 

Teamwork Pricing

Teamwork has a free plan (that is quite hard to find since it’s below the pricing table) that lets you test out the platform for up to 5 users.

The tool’s paid plans include the following:

  • Deliver: $13.99 per user/month for a minimum of 3 users, which adds time tracking, client company management, and 4 project views (List, Table, Boards, and Gantt chart).
  • Grow: $25.99 per user/month for a minimum of 5 users, which adds resource scheduling, If/then conditional logic for forms, and a custom domain with SSL.
  • Scale: $69.99 per user/month for a minimum of 5 users, which includes unlimited retainer management, projects, and customer reports.
  • Enterprise: Custom pricing that adds a dedicated customer success manager and enterprise-grade security.

Teamwork Pros and Cons

✅ Customizable workflows and pre-built templates for consultants.

✅ Built-in messaging, time tracking, invoicing, and budgeting features.

✅ You can invite and collaborate with external users (vendors or contractors).

❌ The platform’s depth of features and options can be overwhelming at first, according to reviews.

❌ Limited native integration with heavy reliance on Zapier.

#9: Wrike

Best for: Managing complex workflows across multiple departments in your enterprise.

Similar to: Airtable, Asana.

Wrike is a project management tool that helps consultants manage multiple client accounts.

The platform lets you streamline client feedback, and keep all stakeholders informed with its best-in-class collaboration features.

Who Is It For?

Wrike is ideal for medium-to-large-sized businesses managing multiple clients and are looking for collaboration features to improve client communications.

Wrike’s Top Features

  • Collect and manage requests from clients through the tool’s custom forms. Each request gets auto-added to your designated workspace. 
  • Best-in-class Adobe Creative Cloud integration: Wrike integrates with Adobe Creative Cloud, reducing friction in cross-team collaboration, approvals, and feedback requests.
  • Manage workflows by keeping all stakeholders in the loop through built-in collaboration features, including comments and @mentions.

Wrike Pricing

Wrike has a generous forever-free plan with email integration and enterprise-grade security. 

To access the platform’s advanced features, you’d need to be on one of their five paid plans which also come with a 14-day free trial:

  • Team: Start at $9.80/user/month for up to 25 users, including custom fields, workflows, unlimited request forms, and dynamic Gantt charts.
  • Business: Starts at $24.80/user/month for up to 200 users, including portfolio management, AI Risk Prediction, nested projects, and real-time reports.
  • Enterprise: Custom pricing, which adds unlimited users with advanced admin, reporting, security, and integrations. 
  • Pinnacle: Custom pricing, which adds a native Power BI integration, locked spaces, and budgeting features. Contact sales for a quote.

Wrike Pros and Cons

✅ The platform offers 400+ integrations with other productivity tools that your team might be already using.

✅ Generous free plan with unlimited users.

✅ Library of customizable project templates for consultants.

❌ Learning curve due to overwhelming features, according to reviews.

❌ The budgeting feature is only for Pinnacle plan clients.

#10: Miro

Best for: Businesses looking for an intuitive and simplistic project management tool.

Similar to: SmartSuite, Asana.

Miro offers a digital whiteboard platform that was built for visual collaboration, making it ideal for teams who need a space for brainstorming and conceptual work.

The platform also integrates with client management and productivity platforms, which makes it ideal for large teams to streamline project workflows. 

Who is it For?

Miro is ideal for teams who work in creative industries and who collaborate with UX and UI teams.

Miro's Top Features

  • AI-powered canvas: Create expansive visual workspaces for road mapping, sprint planning, task organization, and more.
  • A built-in documentation tool to create SOPs, outline proposals, and keep track of the team’s feedback.
  • Real-time collaboration: Enables multiple employees to work on the same board at the same time for brainstorming.

Miro Pricing

Miro has a free plan with unlimited contributors that includes 3 editable boards, 10 AI credits, and access to 150+ integrations. 

To access the platform’s advanced features for more editable boards, you’d need to be on one of their 3 paid plans:

  • Starter: Starts at $8/user/month, which adds a private mode, 25 AI credits per member/month, brand center, and task timeline estimation app.
  • Business: Starts at $16/user/month, which includes 50 AI credits per member/month, a smart diagramming tool, and dependencies and task planner.
  • Enterprise: Custom pricing with a minimum team size of 30, which adds advanced administration control, dedicated support, and premium security.

Miro's Pros and Cons

✅ Visual interface that aligns well with creative consultants’ work style.

✅ Good for remote collaboration and virtual workshops.

✅ Extensive integration capabilities with other project management and productivity tools.

❌ Limited project management features for more complex projects.

❌ Pricing can get steep for larger teams.

Choosing The Right Client Management Software In 2025

Selecting the ideal client management software, be it for your marketing, sales, or product team, involves carefully considering your needs, workflow, and dynamics.

Each software we've explored offers unique strengths but the best choice depends on your team size, project complexity, client involvement, and specific processes at work.

➡️ Smaller teams might prefer the simplicity of Asana or Miro, while larger businesses could benefit from Wrike's scalability or ClickUp's comprehensive range of features.

➡️ SmartSuite stands out from the list due to its comprehensive list of offerings suitable for basic to complex client projects.

Our platform’s built-in automation, extensive template library, custom dashboards, and robust communication features make it the best choice for service businesses.

Try a 14-day free trial or sign up for a free plan to explore how SmartSuite can help your organization.

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