Top 5 Tools for Client Management

Today, I’m discussing five must-have tools to help you manage clients more efficiently, from the first discovery call to ongoing client management and offboarding.

I’ve been using some of these for years, and trust me—they are game-changers for keeping your business organized, stress-free, and scalable.

Watch the video below for the tutorial:

Let's dive in to my top five tools for managing your clients efficiently.

Tool #1: Asana

We’re starting with my personal favourite and honestly, the only one you REALLY need if you want an all-in-one client management system. The others are necessary in their own way, but if you start with one, let it be Asana!

Asana is a project management tool that helps you keep track of all your client projects, tasks, and deadlines in one place.

I personally use Asana for managing everything—client work, content planning, and my own daily to-dos. It's super user-friendly and customizable. I always say that it's simple enough for anyone to start using, and it's powerful enough to run your whole business (and life).

When I onboard a new client, I have a project template ready to go in Asana with tasks like onboarding calls, document submissions, and ongoing tasks. I use a template so that all the steps are already planned and laid out, saving me hours of manual setup.

In Asana you can create recurring tasks for client check-ins. If you have regular meetings or deadlines, Asana will remind you so nothing slips through the cracks. You can also invite clients into your Asana projects, giving them transparency on progress, or they can invite you into their account so they can manage what you're working on better.

I love how far the free plan can go. It offers so much more than other project management tools, from my experience.

Tool #2: Dubsado

Next up is Dubsado (⬅️ use this link to save 20% off your first subscription!). This tool is fantastic if you’re a coach or service provider with a lot of new clients coming in regularly.

Dubsado helps with automating client onboarding, sending out contracts, setting up payment plans, and scheduling appointments. Dubsado has workflow automations, where you can set up an entire process that kicks off as soon as a new client signs a contract.

For example, once they sign, Dubsado can automatically send them a welcome email, give them access to a client portal, and send them the first invoice—all without you having to lift a finger!

If you’re feeling overwhelmed with onboarding and keeping up with new inquiries, Dubsado will definitely help take the load off.

Tool #3: ThriveCart

ThriveCart is my go-to for handling payment carts, especially if you’re offering products or services that can be purchased online. Whether you’re selling a course, offering a workshop, or even promoting a digital download, ThriveCart optimizes the checkout experience.

For example, I use ThriveCart to sell my Asana Essentials toolkit. When someone clicks the link to purchase, ThriveCart handles everything—sending the confirmation email, granting access to the content, and even adding them to my email list. It’s seamless!

Plus, if you want to offer upsells or downsells, ThriveCart makes it easy to add those in and maximize your revenue.

Tool #4: Stripe

If you’re managing recurring invoices, like retainers for long-term clients or subscription services, or really any invoices at all, Stripe is a must-have. It simplifies sending invoices, tracking payments, and even setting up automatic billing for clients who are on a retainer or subscription. I’ve found Stripe to be super reliable for recurring invoices.

For example, I have several clients on monthly retainers, and Stripe automatically creates their invoices and charges their cards, so I don’t have to worry about chasing payments or creating and sending invoices manually each month. It’s a huge time-saver and makes everything more predictable for me and my clients.

Stripe can also integrate with Dubsado and Thrivecart, pulling them altogether for seamless transactions.

Tool #5: cal.com

Last but not least, let’s talk about scheduling. Cal.com is a scheduling tool that I use for discovery calls, client meetings, and team check-ins.

You can set your availability, and clients can book directly on your calendar, which cuts down on the back-and-forth emails trying to find a meeting time. You can also add intake forms or require payment, so when someone books a discovery call, you get all the details upfront about what they’re looking for or ensure they pay before booking if it's a paid call.

I love how far the free plan goes. It offers way more than other scheduling tools I've tried. Even in the free plan, you have the ability to create different booking links for different types of appointments. And there are a ton of customizable options for each.

For example, I have one link for discovery calls and another for current client calls. This keeps everything organized and helps me manage my time more efficiently.

These tools have seriously transformed the way I run my business, and I’m confident they can do the same for you.

If you want more tips on managing your clients, I've created an entire playlist of videos on client management systems. Click here to watch them all!