Best CRM for graphic designers

As a graphic design company, managing client projects, staying on top of deadlines, and maintaining clear communication can be challenging, especially as your workload grows.
A Customer Relationship Management (CRM) system designed for graphic designers can help you streamline these tasks by organizing client communications, tracking project progress, and automating follow-ups—all in one place. With the right CRM, you can focus more on your creative work while keeping your business organized and efficient.
In this blog post, we’ll explore the best CRM options for graphic designers like you, highlighting tools that will enhance your workflow, improve client relationships, and support the growth of your design business.

Why you need a CRM

From operations to juggling client relationship perspective, a CRM is essential for graphic design companies to streamline operations and enhance client relationships. Without it, managing projects and clients can become chaotic.

Challenges without a CRM

Managing graphic designers without a CRM can lead to several challenges that hinder productivity and growth. Chances are you might already be facing these challenges.

• Disorganization: Important client information and project details can get lost or scattered across various platforms.
• Missed opportunities: Without a centralized system, it's easy to overlook follow-ups and potential leads.
• Inefficient processes: Manual tracking of tasks and deadlines can be time-consuming and prone to errors.
• Lack of insight: Limited visibility into project progress and team performance can impede strategic decision-making.
• Inconsistent communication: Misaligned communication can result in misunderstandings and project delays.

Benefits of a CRM

Fortunately, implementing a CRM can be the solution you're after and transform the way you manage your graphic design team, leading to better outcomes.

• Centralized information: All client and project data is stored in one place, making it easily accessible.
• Enhanced efficiency: Automated workflows streamline task management and reduce manual effort.
• Improved customer relationships: Personalized communication and timely follow-ups enhance client satisfaction.
• Better decision-making: Real-time insights and analytics help in making informed decisions.
• Increased sales: Effective lead management and tracking can boost conversion rates.
• Consistent communication: Unified messaging ensures everyone is on the same page, reducing errors and delays.
  

How to boost your graphic designers' efficiency with a CRM

With the right CRM in your tech stack, there are a few ways it can increase your operational efficiency, and help you enhance your business relationships. We've put together a few ways how you can use a CRM to below.

1. Map your process

Having your internal process mapped out can help everyone in your team stay on the same page. This can also help you organize your contact lists and lead pipelines accordingly so that you're clear on the stages of your process.

• Define project stages: Break down your design projects into clear stages such as Initial Consultation, Design Draft, Revision, Final Approval, and Delivery. This helps in tracking progress and identifying bottlenecks.
• Set milestones: Establish key milestones within each stage to ensure timely completion and maintain client satisfaction.
• Use visual tools: Opt for a CRM that offers Kanban boards or Gantt charts to visually map out your project stages, making it easier for your team to stay organized.

2. Lead qualification

A CRM can also be organized in a way that it can help you assess and qualify leads, and keep an eye on team capacity.

• Create lead scoring criteria: Develop a scoring system based on factors like budget, project scope, and timeline to prioritize high-value leads.
• Automated lead segmentation: Use CRM tools to automatically segment leads into categories like hot, warm, and cold, ensuring targeted follow-up strategies.
• Client intake forms: Implement detailed intake forms to gather essential information upfront, enabling better lead qualification.

3. Outreach and follow-up

Manually following-up with people, especially if you intend to six months down the line since your last conversation – can be a tricky challenge. Fortunately a CRM can help automate this with the following features.

• Automated email sequences: Set up automated email campaigns to nurture leads by sharing your portfolio, case studies, and design tips.
• LinkedIn outreach: Use CRM-integrated LinkedIn tools to connect with potential clients, send personalized messages, and follow up on interactions.
• Follow-up Rrminders: Schedule automated reminders for follow-up calls or emails to ensure no lead falls through the cracks.

4. Nurture existing client relationships

With a lot going on, it can be hard to remember when you should follow up with a previous client. But it's a good way to maintain that relationship and check in to see if they might need your help. A CRM can help you with notes and reminders on this, and...

• Personalized recommendations: Use CRM data to offer tailored design services based on past projects and client preferences.
• Exclusive offers: Create special offers or discounts for existing clients to encourage repeat business and upselling.
• Regular check-Ins: Schedule periodic check-ins to discuss new opportunities, ensuring clients feel valued and engaged.

How to evaluate and choose a CRM

With a lot of CRMs on the market, it can be hard to figure out which one is right for your goals. To help you with your decision making process, we've put together the following pointers that you can adapt or bounce off ideas from.

1. Define your requirements

As a graphic design company founder, it's crucial to identify the key features you need in a CRM. Look for functionalities that streamline client communication, project management, and design approvals. Features like task tracking, client history, and integration with design tools can significantly enhance your workflow. Prioritize CRMs that offer customizable templates and collaboration features tailored for creative projects. If you're feeling lost, you can start with this specific list we've put together for you and add notes on what else you might need.

Key features of a CRM for graphic designers

• Automated processes: Streamlines tasks by automating repetitive workflows.
• Contact enrichment: Automatically finds Leads, Customers email addresses and contact information, enhancing efficiency.
• Structured pipeline: Tracks leads and clients through defined stages, ensuring process clarity and effectiveness.
• Mail merge and email sequences: Increases communication efficiency with follow-up templates and automated sequences.
• LinkedIn connection: Seamlessly imports contacts from LinkedIn and leverage your network within the CRM.
• Analytics: Provides essential data analysis and predictive insights for better planning.

2. Budget considerations

Balancing cost and return on investment is essential when selecting a CRM for your graphic design business. While premium CRMs offer extensive features, there are also affordable options that provide excellent value. Consider the scalability of the CRM; as your business grows, you'll want a solution that can expand without incurring prohibitive costs. Look for CRMs that offer tiered pricing or flexible plans to match your financial constraints.

3. Selection process

Choosing the right CRM vendor involves thorough research. Start by reading reviews and testimonials from other graphic designers. Attend webinars or request demos to understand how the CRM works in real-world scenarios. Evaluate the vendor's customer support and training resources, as these can be crucial during the onboarding process. Ensure the vendor has a solid reputation and a track record of reliability.

4. Get a demo

Trial periods are invaluable when selecting a CRM. Sign up for free trials to test different platforms, focusing on usability and how well they integrate with your existing tools. Compare features side-by-side, paying attention to ease of use, customization options, and customer support. Gather feedback from your team to ensure the CRM meets everyone's needs. Get started by booking a demo with folk to see how it can streamline your client management and project coordination.

3 tips for implementing a CRM

At this stage, it's time to get excited about your brand new CRM. We suggest keeping these three tips handy so that you can make the most of your new tech stack – and make sure it works for you.

1. Import your data in your new CRM

Transitioning to a new CRM can be seamless if you start by importing your existing data. Export your current client and project details as a CSV file. This step ensures that all your important information is transferred without any loss, allowing you to continue your operations smoothly.

2. Create your first pipeline

Setting up your first pipeline is essential to track your projects and client interactions efficiently. For graphic designers, this could include stages like 'Lead Contacted', 'Proposal Sent', 'Design Phase', 'Feedback Received', and 'Project Completed'. Customizing these stages according to your specific workflow will help you manage your projects more effectively and keep your team on the same page.

3. Onboard your team

Once your CRM is set up, it's important to onboard your team to ensure everyone is familiar with the new system. Conduct training sessions to demonstrate how to use the CRM, highlighting features that are particularly beneficial for graphic designers, such as project tracking, client communication, and file sharing. A well-onboarded team will be more efficient and better equipped to leverage the CRM to improve client relationships and project outcomes.

The 5 best CRMs for graphic designers

1. folk

folk is a modern CRM platform for managing contacts, workflows, and relationships, offering customizable pipelines, AI-driven tools, and integrations to enhance deal management and prospecting.

Key features

• Contact enrichment: Automatically enriches contact details by finding emails and LinkedIn URLs, enabling efficient outreach without manual data entry or additional costs for email services.
• Social media integration: Seamlessly import contacts from LinkedIn, Sales Navigator, Instagram and X to bring all your contacts within folk, and use templates for quicker, streamlined communication.
• Mail merge and email sequences: Full email sync, templates, and tracking features, enabling users to manage all communications directly from the CRM.
• AI-Powered features: AI tools assist in managing contacts and relationships, automating routine tasks, and suggesting actions to improve productivity.
• Integrations: Folk integrates seamlessly with over 6,000 apps, including Gmail, Zapier, and Make, allowing users to centralize their workflow and reduce manual data entry.
• Sales cycle and multiple pipeline management: Keep your leads and clients organized within the same platform so you can keep an eye on your team's capacity and the new business being generated.
• Notes and reminders: Attach notes to a contact's profile directly and take notes collaboratively. And, set reminders so that the right person follows-up seamlessly.
• Permissions: Have full control over what each team member has access to.

Pros

• Ease of use: Folk is praised for its intuitive interface, making it accessible even to non-technical users with quick onboarding and a minimal learning curve.
• All-in-one: Folk streamlines your workflow by allowing you to import contacts from LinkedIn, automatically find their emails, reach out through customizable email sequences, and track interactions in a pipeline, eliminating the need for multiple tools and saving time and money.
• LinkedIn integration: Seamlessly import contacts from LinkedIn, track conversations within Folk, and use templates for quicker, streamlined communication.
• Customizability: Custom fields, pipelines, and workflows.
• Integrations: Folk integrates seamlessly with over 6,000 apps, including Gmail, Zapier, and Make, allowing users to centralize their workflow and reduce manual data entry.

Cons

• Reporting: Currently lacks reporting features, but there are plans for future implementation.

Price and plans

You can try folk for free with a 14-day free trial. After that, a monthly or annual subscription plan is as follows.

• Standard: $20 per user, per month.
• Premium: $40 per user, per month.
• Custom: Starts from $60 per user, per month.

2. HubSpot

HubSpot CRM is a user-friendly, scalable platform offering integrated tools for managing sales, marketing, customer service, and operations efficiently.

Key features

• Marketing hub: Includes email marketing, ad tracking, landing pages, and lead generation tools, perfect for attracting new clients and showcasing your graphic design work.
• Sales hub: Provides deal tracking, pipeline management, sales automation, and reporting, helping graphic designers manage client projects and follow up on leads efficiently.
• Service Hub: Offers customer service tools like ticketing, live chat, and knowledge bases, ensuring you can provide top-notch support to your clients.
• Operations hub: Syncs and automates business processes across different systems, streamlining your workflow and reducing administrative tasks.
• Lead scoring: Prioritize leads with predictive scoring to improve sales efficiency, ensuring you focus on the most promising potential clients.

Pros

• User-friendly interface: HubSpot is known for its intuitive and easy-to-use interface, making it accessible for users of all skill levels, including graphic designers who may not be tech-savvy.
• Comprehensive free plan: Offers a robust free version that includes essential CRM features, making it ideal for freelance graphic designers and small design studios.
• Seamless integration with Marketing Tools: HubSpot integrates smoothly with its marketing, sales, and service hubs, creating a unified platform for managing client relationships and marketing efforts.
• Automation capabilities: Provides powerful automation tools for tasks like email marketing, lead nurturing, and sales workflows, helping graphic designers save time and improve efficiency.
• Customizable dashboard and reports: Allows users to create customized dashboards and reports to track metrics and gain insights into business performance, which is crucial for understanding client engagement and project progress.

Cons

• High cost at higher tiers: HubSpot’s pricing can become expensive as you move to higher tiers, which may be prohibitive for small graphic design businesses as they scale.
• Limited customization in free plan: The free plan and lower tiers have limited customization options, which can restrict flexibility for growing design studios.
• Complexity in advanced features: Some advanced features, such as custom reporting and workflows, have a steep learning curve and may require additional training.
• Email marketing limits: Email marketing functionality in the free plan is restricted by limits on the number of emails you can send, which can be a drawback for design businesses with larger client lists.
• Additional costs for add-ons: Many useful features, like advanced CRM capabilities and integrations, come as paid add-ons, increasing the overall cost.

Price and plans

An annual subscription for HubSpot's CRM hub is as follows.

• Starter: $15 per user, per month.
• Professional: $450 per user, per month.
• Enterprise: $1,500 per user, per month.

3. Capsule CRM

Capsule CRM is a user-friendly customer relationship management platform designed for small and medium-sized businesses. It offers a clean, intuitive interface that helps users manage customer relationships, track sales pipelines, and organize tasks and communications efficiently.

Key features

• 1 Project Board: Perfect for graphic designers to manage multiple design projects, track progress, and collaborate with team members.
• 50 Custom Fields: Allows designers to tailor the CRM to their specific needs, such as tracking client preferences, project details, and design revisions.
• 30,000 Contacts: Ample space to manage and organize leads and customers, ensuring no client details are overlooked.
• Task Management: Helps designers stay on top of deadlines, assign tasks, and ensure timely project delivery.
• Workflow Automation: Streamlines repetitive tasks, allowing designers to focus more on creative work and less on administrative duties.

Pros

• User-friendly Interface: The intuitive design makes it easy for graphic designers to navigate and quickly access essential features, reducing the learning curve.
• Contact and Sales Management: Robust tools for managing client information and tracking project opportunities help maintain a clear view of client relationships and project pipelines.
• Customization Options: Designers can customize fields, tags, and workflows to fit their specific needs, offering flexibility in managing client and project data.
• Integration Capabilities: Integrates with popular tools like G Suite, Mailchimp, and Xero, creating a seamless workflow for graphic design businesses.
• Affordability: Competitive pricing makes it accessible for freelance designers and small graphic design studios, offering good value for money.

Cons

• Limited Advanced Features: Lacks in-depth analytics and complex reporting, which may be a drawback for larger design agencies with more sophisticated needs.
• Basic Email Marketing Capabilities: While it integrates with tools like Mailchimp, built-in email marketing features are basic, requiring reliance on third-party tools for advanced campaigns.
• Limited Customer Support: Primarily offers email support, which might be insufficient for designers who prefer immediate assistance or more direct support options.
• No Built-in Phone or SMS Integration: The absence of built-in communication tools could be a disadvantage for designers who frequently communicate with clients via phone or SMS.
• Scalability Concerns: Ideal for small to medium-sized design businesses, but may not scale well for rapidly growing agencies with complex CRM requirements.

Price and plans

Capsule's annual subscription plan is as follows.

• Starter plan: Starts from $21 per user, per month.
• Growth plan: Starts from $38 per user, per month.
• Advanced plan: Starts from $60 per user, per month.
• Ultimate plan: Starts from $75 per user, per month.

4. Streak

Streak is a customer relationship management (CRM) tool that integrates directly with Gmail, allowing users to manage their sales pipeline and customer interactions from within their email inbox. Designed to simplify CRM tasks, Streak offers features such as email tracking, mail merge, task management, and pipeline visualization, all seamlessly embedded in Gmail’s interface.

Key features

• Advanced CRM: Manage leads and customers efficiently with customizable pipelines tailored to graphic design workflows.
• Email tracking and snippets: Track email opens and responses, and use snippets to quickly insert frequently used text, saving time on client communications.
• Shared pipelines: Collaborate with team members on projects and client management, ensuring everyone stays on the same page.
• Google Workspace integrations: Seamlessly integrate with Google Workspace tools like Calendar and Drive, streamlining project management and client meetings.
• Mobile access: Access CRM data on the go, allowing you to manage client interactions and project updates from anywhere.

Pros

• Seamless Gmail integration: Manage CRM activities directly within your Gmail inbox, simplifying the user experience for those already familiar with Gmail.
• User-friendly and intuitive: Operates within Gmail, making it easy to use with minimal training, ideal for graphic designers new to CRM software.
• Customizable pipelines: Create and customize pipelines to fit various workflows like client acquisition, project management, and customer support.
• Email tracking and automation: Features like email tracking, mail merge, and automated follow-ups help manage communication effectively and improve response rates.
• Collaboration features: Real-time collaboration allows team members to share pipelines, emails, and notes, enhancing teamwork and project visibility.

Cons

• Limited advanced CRM features: Lacks detailed analytics, advanced reporting, and marketing automation, which may not meet the needs of more complex graphic design agencies.
• Reliance on Gmail: Not suitable for businesses using other email platforms; any issues with Gmail can impact Streak’s functionality.
• Basic mobile experience: The mobile app offers a more limited experience compared to the desktop version, which might be inconvenient for on-the-go users.
• Integration limitations: Fewer integrations with other software tools compared to more robust CRM systems, potentially limiting effectiveness for agencies relying on various third-party applications.
• Potential email clutter: Managing a large volume of CRM data within an email interface can lead to clutter, making it harder to maintain an organized inbox.

5. Zoho

Zoho is a CRM system with a strong sales focus. It has journey orchestration, sales process management, and workflow automation features. There's also something for marketing teams, including event management and customer segmentation.

Key features

• Lead and contact management: Manages client information, tracks interactions, and segments contacts for targeted design campaigns.
• Customizable dashboards and reports: Create and customize dashboards and reports for tracking project progress and client interactions.
• Multi-channel communication: Integrates with email, phone, social media, and live chat to manage client communications seamlessly.
• Workflow automation: Automates routine tasks like follow-ups and project updates, improving efficiency and reducing manual effort.
• Sales pipeline management: Visualizes and manages project pipelines with drag-and-drop functionality, ensuring you stay on top of deadlines and client expectations.

Pros

• Affordability: Competitive pricing makes it accessible for small to medium-sized design studios.
• Customization: Extensive customization options allow graphic designers to tailor the CRM to their specific needs, including custom fields and modules.
• Integration with Zoho suite: Seamless integration with other Zoho products like Zoho Projects, creating a comprehensive ecosystem for managing design projects.
• Multi-channel communication: Supports email, phone, social media, and live chat, enabling designers to manage all client interactions from a single platform.
• Mobile accessibility: Robust mobile app allows designers to manage client relationships and access project data on the go.

Cons

• Steep learning curve: Extensive customization options can be overwhelming for new users, requiring time to master the platform.
• Complex setup: Initial setup and configuration can be complex, especially for those without technical expertise.
• Performance issues: Occasional slow performance with large datasets or complex operations can hinder productivity.
• Limited third-party integrations: Integration with third-party applications can be limited or require additional effort.
• Feature limitations in lower tiers: Lower-priced plans may lack advanced features, pushing users to upgrade for essential functionality.

Price and plans

Free plan limited to three users suitable for small businesses. After that, an annual subscription plan is as follows.

• Standard: $20 per user, per month.
• Professional: $35 per user, per month.
• Enterprise: $50 per user, per month.

Conclusion

Choosing the right CRM for your graphic design business is essential to streamline operations, enhance client relationships, and boost productivity. Each CRM discussed—folk, Hubspot, Capsule CRM, Streak, and Zoho—offers unique features tailored to different needs and budgets. For instance, folk stands out with its intuitive interface and LinkedIn integration, making it ideal for those focusing on client outreach and relationship management. Hubspot offers a comprehensive suite of tools but at a higher cost, suitable for growing agencies looking for scalability. Capsule CRM provides a user-friendly experience with essential features for small to medium-sized businesses, while Streak's seamless Gmail integration is perfect for those who prefer managing everything within their email. Zoho, with its extensive customization options, is a robust choice for those needing a highly adaptable CRM. Ultimately, the best CRM for your graphic design business will depend on your specific needs, budget, and the features that will most enhance your workflow. Don't hesitate to take advantage of free trials to find the best fit for your team and start transforming your client management today. Get started by trying folk, free.

Need a helping hand? Use our free tool to find your perfect CRM match.

Frequently Asked Questions

What do graphic design companies use as a CRM?

Graphic design companies often use CRMs like folk, Hubspot, Capsule CRM, Streak, and Zoho to manage client relationships, streamline workflows, and enhance productivity. Each of these CRMs offers unique features tailored to different needs, making them popular choices among creative professionals.

Do I need a CRM?

Yes, depending on the complexity of your process. A CRM can help you manage client interactions, streamline project workflows, and enhance overall efficiency, making it a valuable tool for graphic design companies looking to scale and improve client relationships.

How much does a CRM cost?

CRM costs can vary widely, typically ranging from $15 to $1500 per user per month, depending on the features and scalability required. For example, basic plans might start at $15 per user per month, while more advanced plans with extensive features can go up to $1500 per user per month.

Does folk’s CRM respond to graphic designers' needs?

Yes, folk’s CRM is well-suited for graphic designers. It offers an intuitive interface, customizable pipelines, LinkedIn integration, and AI-driven tools that streamline contact management and project workflows. Its features are designed to enhance productivity and simplify client relationship management, making it an excellent choice for graphic design professionals.