Best CRM for web designers

As a web design agency, juggling multiple clients, managing projects, and staying on top of deadlines can quickly become overwhelming. A Customer Relationship Management (CRM) system tailored to web designers can help you stay organized by tracking client communications, managing projects, and automating follow-ups—all from one platform. With the right CRM, you can focus more on your design work while ensuring your business runs smoothly.
In this blog post, we’ll explore the best CRM options for web designers like you, highlighting tools that will streamline your workflow, improve client relationships, and help you grow your design business.

Why you need a CRM

A CRM system is essential for founders of web design companies to streamline operations, enhance client relationships, and boost overall business performance.

Challenges without a CRM

Managing web designers without a CRM can lead to numerous challenges that hinder business growth and efficiency.

• Disorganization: Without a centralized system, important client and project information can become scattered and hard to track.
• Missed opportunities: Lack of proper follow-ups and tracking can result in lost leads and potential business.
• Inefficient processes: Manual processes consume valuable time that could be better spent on creative and strategic tasks.
• Lack of insight: Limited access to data and analytics makes it difficult to make informed decisions.
• Inconsistent communication: Communication gaps between team members and clients can lead to misunderstandings and project delays.

Benefits of a CRM

Implementing a CRM can transform how you manage your web design team and client interactions, leading to improved business outcomes.

• Centralized information: All client and project data is stored in one place, making it easy to access and manage.
• Enhanced efficiency: Automate routine tasks, allowing your team to focus on creative work and client satisfaction.
• Improved customer relationships: Track client interactions and preferences to provide personalized services and build stronger relationships.
• Better decision-making: Use data and analytics to make informed decisions that drive business growth.
• Increased sales: Streamline your sales process, ensuring no lead is overlooked and increasing conversion rates.
• Consistent communication: Maintain clear and consistent communication with clients and team members, ensuring projects stay on track.
  

How to boost your web designer agency efficiency with a CRM

There are a few ways a CRM can help you improve your efficiency across your sales cycle – from generating leads to existing business relationships. Below is a high level overview so you can see how it can guide you through your process.

1. Map your process

You can use a CRM to map out the steps to define, and track the stages of your process. A sales-focused CRM can help web designers map out their workflow, from initial client inquiry to project completion. By defining each stage—lead capture, proposal, design phase, revision, and final delivery—designers can ensure no step is overlooked. Tracking these stages within a CRM allows for better project management and timely follow-ups.

2. Lead qualification

You can also use a CRM to lay out your methods for assessing and qualifying leads, so that everyone in your team is on the same page. For web designers, not all leads are created equal. A CRM can help you implement a scoring system to prioritize leads based on criteria like project size, budget, and timeline. This ensures your team focuses on high-value prospects, improving conversion rates and optimizing resource allocation.

3. Outreach and follow-up

A CRM can also help you create consistency across your communication efforts, and automate repetitive tasks such as following-up. This can help you streamline your outreach efforts. For web designers, this might mean setting up email sequences to nurture leads or using LinkedIn integrations to send personalized messages. Automated follow-ups ensure consistent communication, increasing the chances of converting leads into clients.

4. Nurture existing business relationships

Customer relationship management isn't just about generating leads – it's also making sure you nurture existing business relationships. A CRM can help you identify opportunities for checking-in or sharing your additional services. For instance, if you’ve designed a website, you might upsell SEO services or cross-sell maintenance packages. Automated reminders and targeted campaigns ensure you stay top-of-mind for future projects.

How to evaluate and choose a CRM

With a lot of CRMs to choose from – it can be hard to figure out which one is a better fit for your requirements and goals. To help you with your decision making process, we've put together some tips that you can bounce ideas from or adapt to your criteria.

1. Define your requirements

When selecting the best CRM for web designers, it's crucial to identify the key features needed for your business. Look for functionalities such as client communication tracking, project management tools, and integration with design software. Prioritize a CRM that supports your workflow, enhances collaboration within your team, and streamlines client interactions.

Key features of a CRM for web designers

• Automated processes: Streamlines tasks by automating repetitive workflows, allowing web designers to focus more on creativity and less on administrative duties.
• Contact enrichment: Automatically finds leads and customers' email addresses and contact information, enhancing efficiency and ensuring you have all necessary details at your fingertips.
• Structured pipeline: Tracks leads and customers through defined stages, ensuring process clarity and effectiveness. This helps web design projects stay on track and meet deadlines.
• Mail merge and email sequences: Increases communication efficiency with follow-up templates and automated sequences, ensuring timely and consistent client engagement.
• LinkedIn connection: Seamlessly imports leads and customers from LinkedIn and tracks conversations within the CRM, making it easier to network and manage professional relationships.
• Analytics: Provides essential data analysis and predictive insights for better planning, helping web design firms make informed business decisions and optimize their strategies.

2. Budget considerations

Balancing cost and return on investment is essential when choosing a CRM for web designers. Evaluate the pricing models of different CRM platforms and consider the long-term benefits. Affordable CRM for web designers doesn't necessarily mean compromising on features. Look for scalable solutions that grow with your business and deliver value over time.

3. Selection process

Researching and choosing the right CRM vendor involves several steps. Start by reading reviews and testimonials from other web design professionals. Shortlist vendors that specialize in CRM solutions for web design businesses. Request demos and explore their customer support options. Ensure the vendor has a solid reputation and offers continuous updates and improvements to their CRM software.

4. Get a demo

Trying and comparing different CRM platforms is a critical step in the decision-making process. Take advantage of free trials to test user-friendly CRM for web designers. Assess how well each CRM integrates with your existing tools and supports your project management needs. Gather feedback from your team and compare the overall user experience. Ultimately, choose a CRM that aligns with your business goals and enhances your web design operations. Get started by getting a demo of folk to see how it can adapt to your needs.

4 tips for implementing a CRM

Getting a new CRM should be exciting. To help you make the most of your implementation stage, we suggest keeping these things front of mind.

1. Import your data into your new CRM

Transitioning to a new CRM can be seamless if you import your existing data correctly. Start by exporting your current data as a CSV file. Once you have your data exported, you can easily import it into your new CRM to ensure all your client information is up-to-date.

2. Create a first pipeline

Setting up a pipeline tailored to web design projects is essential. Start by defining the stages of your design process, such as "Initial Consultation," "Design Proposal," "Development," "Client Review," and "Project Completion." This structured approach will help you manage your projects more efficiently, ensuring nothing falls through the cracks and you can track progress at each stage.

3. Explore its integrations

A CRM should work for you – not the other way around. Modern CRMs now have integrations that allow you to fully customize it according to your personal tech stack and workflow, so that you can streamline everything. Most CRMs have a Chrome extension that empowers you to capture information from the web. Some also have additional ones that can help you with your social listening. Make sure you fully explore the integrations your new CRM comes with to see how it can help your specific every day tasks.

4. Onboard your team

Once your CRM is set up, it's time to get your team on board. Provide training sessions to familiarize them with the new system, highlighting key features that will enhance their productivity. Ensure everyone understands how to use the CRM to manage client interactions, track project progress, and collaborate effectively. A well-onboarded team will maximize the CRM's potential, leading to improved client satisfaction and streamlined project management.

The 5 best CRMs for web 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 and Sales Navigator, Instagram, 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.
• Notes and reminders: Attach notes to the contact's profile directly in your CRM so you can make them collaboratively with your team and keep everything in one place. Assign reminders to the right colleague so that your follow-ups are seamless.
• Sales cycle and pipeline management: Create multiple pipelines in folk and have control over permission settings.
• LinkedIn listening tool: Boost your social sales efforts with folk's LinkedIn listening tool that allows you to stay up-to-date with important contacts and leads you don't want to slip off your News Feed. Or, turn your engagement into warm leads in moments without having to manually capture their contact information.

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: Make folk work for you and have full personalization through its custom fields, pipelines, dashboards, automation 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, essential for web designers to attract and convert leads into customers.
• Sales Hub: Provides deal tracking, pipeline management, sales automation, and reporting, which helps web designers manage client projects and track sales performance effectively.
• Service Hub: Offers customer service tools like ticketing, live chat, and knowledge bases, ensuring designers can provide top-notch support to their clients.
• Lead scoring: Prioritize leads with predictive scoring to improve sales efficiency, allowing web designers to focus on the most promising opportunities.
• Customizable dashboard and reports: Allows users to create customized dashboards and reports to track metrics and gain insights into business performance, tailored to the needs of web design projects.

Pros

• User-friendly interface: HubSpot is known for its intuitive and easy-to-use interface, making it accessible for web designers of all skill levels.
• Comprehensive free plan: Offers a robust free version that includes essential CRM features, making it ideal for small web design businesses and startups.
• Seamless integration with Marketing Tools: HubSpot integrates smoothly with its marketing, sales, and service hubs, creating a unified platform for inbound marketing and client management.
• Automation capabilities: Provides powerful automation tools for tasks like email marketing, lead nurturing, and sales workflows, helping web designers save time and improve efficiency.
• Extensive learning resources: HubSpot Academy offers a wealth of free courses, certifications, and resources to help web designers get the most out of the platform.

Cons

• High cost at higher tiers: HubSpot’s pricing can become expensive as you move to higher tiers, which may be prohibitive for small web 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 web design businesses.
• 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 web designers 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 for web design businesses.

Price and plans

On an annual subscription plan, HubSpot's CRM Hub prices are as follows.

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

3. Salesforce

Salesforce is a robust CRM platform for large enterprises, offering tools for sales, marketing, service, and analytics, with extensive scalability.

Key features

• Customization and scalability: Salesforce allows web designers to tailor the platform with custom fields, objects, and workflows, making it adaptable to unique project needs and scalable as the business grows.
• Comprehensive ecosystem: Offers CRM, marketing automation, customer service, and custom app development, providing a unified platform to manage client relationships and streamline project workflows.
• Extensive integration capabilities: Integrate with a wide range of third-party applications via Salesforce's AppExchange, ensuring seamless operation across various tools used in web design projects.
• Advanced analytics and reporting: Gain deep insights into client interactions and project performance with powerful analytics and reporting tools, helping web designers make informed decisions.
• Mobile accessibility: Manage client relationships and project details on the go with Salesforce’s robust mobile app, ensuring productivity and connectivity anytime, anywhere.

Pros

• Comprehensive feature set: Covers sales, service, marketing, and more, making it a powerful tool for managing all aspects of client relationships and project workflows.
• Highly customizable: Tailor the platform to specific needs with custom fields, objects, and workflows, ensuring it fits perfectly with the unique requirements of web design projects.
• Scalability: Suitable for businesses of all sizes, from small web design firms to large agencies, with the ability to grow alongside your business.
• Advanced analytics and reporting: Provides powerful tools to gain deep insights into project performance and client interactions, aiding in data-driven decision-making.
• Mobile accessibility: Robust mobile app allows web designers to manage client relationships and project details on the go, enhancing flexibility and productivity.

Cons

• High cost: Can be expensive, especially for small to medium-sized web design businesses, with high licensing fees and additional costs for add-ons and customization.
• Steep learning curve: Extensive feature set and complexity often require significant time and training for users to become proficient, which can be a challenge for smaller teams.
• Complex setup and customization: Initial setup and customization can be challenging and often require expert help, adding to the overall cost.
• Overwhelming for small teams: Robust features may be overkill for smaller web design teams, leading to underutilization of the platform’s capabilities.
• Integration complexity: While it offers extensive integration capabilities, integrating Salesforce with third-party applications can be complex and require technical expertise.

Price and plans

On an annual subscription, Salesforce's Service Cloud plan is as follows.

• Starter suite: Starts from $25 per user, per month.
• Pro suite: Starts from $100 per user, per month.
• Enterprise: Starts from $165 per user, per month.
  

4. 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: Manage multiple web design projects efficiently in one place.
• 30,000 contacts: Store and manage extensive client and lead information.
• Task management: Keep track of design tasks and deadlines to ensure timely project delivery.
• Workflow automation: Automate repetitive tasks, saving time and boosting productivity.
• Key integrations: Seamlessly integrate with tools like G Suite, Mailchimp, and more to streamline your workflow.

Pros

• User-friendly interface: Capsule CRM offers a clean and intuitive design, making it easy for web designers to navigate and quickly access important features.
• Contact and sales management: Robust tools for managing client information and tracking sales opportunities help web design businesses maintain a clear view of their relationships and sales pipeline.
• Customization options: Customize fields, tags, and pipelines to fit specific web design business needs, offering flexibility in managing data and processes.
• Integration capabilities: Integrates with popular third-party applications, allowing web designers to create a seamless workflow across their business tools.
• Affordability: Competitive pricing with affordable premium options make it accessible for small web design businesses and startups.

Cons

• Limited advanced features: Lacks more advanced features such as in-depth analytics and complex reporting capabilities, which can be a limitation for larger web design businesses.
• Basic email marketing capabilities: Built-in email marketing features are relatively basic, requiring reliance on third-party integrations for advanced functionality.
• Limited customer support: Primarily offers support through email and an online help center, which may be a downside for users who prefer immediate assistance.
• No built-in phone or SMS integration: Lack of built-in phone or SMS functionality could be a disadvantage for web design businesses relying on direct client communication.
• Scalability concerns: While great for small to medium-sized web design businesses, it might be less scalable for rapidly growing companies with more complex CRM requirements.
  
  

Price and plans

• 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.

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: Effectively manage client information, track interactions, and segment contacts to tailor your design proposals and follow-ups.
• Customizable dashboards and reports: Create and customize dashboards to visualize project timelines, client feedback, and sales performance.
• Multi-channel communication: Integrate email, phone, social media, and live chat to streamline communication with clients and prospects.
• Workflow automation: Automate routine tasks such as client follow-ups, project updates, and invoicing to save time and improve efficiency.
• Sales pipeline management: Visualize and manage your sales pipelines with drag-and-drop functionality, making it easier to track the status of web design projects from lead to completion.

Pros

• Affordability: Zoho CRM offers competitive pricing, making it accessible for small web design firms and freelancers.
• Customization: Extensive customization options allow you to tailor the CRM to fit your specific web design needs, including custom fields for project details.
• Integration with Zoho suite: Seamless integration with other Zoho products like Zoho Projects helps manage design tasks and client communication in one place.
• Multi-channel communication: Manage all client interactions from a single platform, ensuring no communication is missed.
• Mobile accessibility: The robust mobile app allows you to manage client relationships and project updates on the go, with offline capabilities.

Cons

• Steep learning curve: The extensive customization options can be overwhelming for new users, requiring a significant time investment to master the platform.
• Complex setup: Initial setup and configuration can be complex, particularly for businesses without technical expertise or dedicated IT resources.
• Performance issues: Occasional reports of slow performance, especially with large datasets or complex operations, can hinder productivity.
• Feature limitations in lower tiers: The lower-priced plans may lack advanced features, pushing users to upgrade to more expensive tiers for essential functionality.
• Mobile app limitations: While the mobile app is robust, it may not support all features available on the desktop version, limiting on-the-go functionality.

Price and plans

Zoho's free plan is limited to three users. After that, if you're after more features or seats, 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 best CRM for web designers can significantly impact your business's efficiency and client satisfaction. Tools like Folk, HubSpot, Salesforce, Capsule CRM, and Zoho each offer unique features tailored to different needs and budgets. For those seeking a user-friendly, all-in-one solution, Folk provides excellent integration and automation capabilities. HubSpot and Salesforce are ideal for larger firms needing comprehensive features and scalability, while Capsule CRM and Zoho offer affordable, customizable options for smaller businesses. Evaluate your specific requirements, budget, and team capabilities to select the CRM that best aligns with your web design operations. Try folk for free here.

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

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Frequently Asked Questions

What do web design company use as a CRM?

Web design companies often use CRMs like folk, HubSpot, Salesforce, Capsule CRM, and Zoho to streamline client management, enhance workflow efficiency, and improve team collaboration. These tools offer various features tailored to the needs of web designers, including contact management, project tracking, and automated communication.

Do I need a CRM?

Yes, depending on the complexity of your process. A CRM can help you manage client interactions, streamline workflows, and improve overall efficiency. If your web design company handles multiple projects and clients simultaneously, a CRM will significantly enhance your ability to stay organized and responsive.

How much does a CRM cost?

CRM costs can vary widely. Entry-level options might start at around $20 per user per month, while more advanced solutions can go up to $75 per user per month or higher. The price often depends on the features and scalability of the CRM, so it's essential to choose one that fits your budget and business needs.

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

Yes, folk’s CRM is well-suited for web designers due to its intuitive interface, customizable pipelines, and seamless LinkedIn integration. It streamlines workflow by allowing you to import contacts, automate email sequences, and track interactions, all in one place. Its AI-driven tools and extensive integration capabilities further enhance productivity and client management.