Best CRM for agencies: A step-by-step guide 

In the relentless world of marketing and advertising, the quest for the best CRM for agencies is non-negotiable.   

The indispensable role of CRM software in enhancing client relationships and operational efficiency cannot be overstated.   

With many choices on the market, this guide is your trusted roadmap, ensuring you secure the best CRM for agencies that aligns seamlessly with your agency’s distinct requirements.  

This comprehensive guide will walk you through the best CRM software for agencies, features, benefits, and how you can choose.  

So, let’s start. 

What is CRM for agency? 

CRM for agencies, often facilitated by specialized agency CRM software, is crucial in efficiently managing client relationships. 

It is a strategic approach used by marketing, advertising, and creative agencies to optimize client interactions and maximize client satisfaction. 

By centralizing client data, managing leads and opportunities, automating tasks, fostering communication and collaboration, agencies can streamline their operations. 

For instance, the best CRM for digital marketing agencies on cutting-edge CRM software to maintain an extensive client database, track lead conversions, and automate precision-targeted email marketing campaigns.  

This strategic use of CRM tools not only streamlines operations but also ensures that clients receive tailored, high-quality services, ultimately distinguishing the agency as one of the best CRM agencies in the industry. 

This example illustrates the significance of agency CRM and agency CRM software in elevating the client relationship management process. It is essential for agencies aiming to be recognized as the best in their field. 

Why CRM is important for agencies? 

CRM is vital for agencies, especially marketing and creative ones. Agency CRM software is central to optimizing client relationships and achieving success.  

In the following points, we’ll discuss seven key reasons why CRM is essential for agencies- 

1. Enhanced client relationship management 

CRM software designed for agencies, often called agency CRM, offers a centralized platform for managing client interactions.   

This ensures that marketing, advertising, and creative agencies have comprehensive insights into clients’ preferences, history, and communication records.   

By maintaining a rich client database, agencies can provide personalized services and solutions tailored to each client’s unique needs, essential for building and nurturing lasting client relationships.   

Using agency CRM software is particularly beneficial for agencies aiming to be recognized as the best CRM agencies in their industry, as it sets them apart by demonstrating a high level of client-centricity. 

2. Efficient lead and opportunity tracking 

Effective agency CRM systems enable agencies to track leads and opportunities in a systematic and organized manner.   

This is of utmost importance for marketing and creative agencies, especially when identifying potential clients and converting them into paying customers.

A robust CRM strategy streamlines the entire sales process by providing a structured approach to lead management.   

This is a vital element in the best CRM practices for agencies, as it helps in identifying the most promising opportunities and managing them effectively, ultimately leading to increased revenue and business growth. 

3. Seamless collaboration 

Collaboration is at the heart of the agency-client relationship. Agency CRM software fosters effective partnerships by providing a shared platform for teams to work together.   

It allows for real-time communication, document sharing, and project updates, ensuring everyone is on the same page.   

This seamless collaboration is precious for marketing and creative agencies that often work on complex campaigns with multiple stakeholders.   

With agency CRM, teams can collaborate efficiently and provide clients with accurate and up-to-date information, leading to better project outcomes and client satisfaction. 

4. Effective project management 

Project management is a core function for marketing and creative agencies. Agency CRM tools assist in tracking project timelines, milestones, and task assignments. T  

his ensures that projects are executed efficiently, and deadlines are consistently met.   

The best CRM for agencies offers features that enable project managers to allocate resources, monitor progress, and identify potential bottlenecks.   

This not only keeps projects on track but also ensures that clients receive high-quality services within the agreed-upon timeframes, contributing to client satisfaction and the agency’s reputation for reliability. 

Leveraging professional services project management, agencies can optimize workflows, enhance collaboration, and improve resource utilization, ensuring that every project is completed on time and within budget.

5. Data-driven decision making 

CRM for agencies provides access to valuable data insights and analytics.   

Marketing and creative agencies can leverage this data to make informed decisions that impact their services and campaigns.   

These insights include campaign performance, client behavior, and market trends.   

Utilizing data-driven decision-making is particularly important for agencies, especially those specializing in digital marketing.  

It allows them to optimize strategies, allocate resources more effectively, and stay ahead of industry trends, resulting in better client outcomes. 

6. Automation of repetitive tasks 

Agency CRM software has automation features that can significantly improve operational efficiency.  

Marketing and creative agencies can automate repetitive tasks such as email marketing, client follow-ups, and lead nurturing.   

This automation not only saves time but also reduces the risk of human error.   

For instance, agencies can schedule personalized email marketing campaigns for clients, ensuring the right messages are delivered at the correct times.   

This level of automation is a game-changer for agencies, allowing them to focus on higher-value tasks and provide more personalized attention to clients. 

7. Client retention and reputation management 

Maintaining high client satisfaction levels is paramount for agencies.   

CRM tools enable agencies to promptly address client concerns, monitor feedback, and take corrective actions.   

This active management of client relationships is critical to client retention. For marketing and creative agencies, a high client retention rate is often a mark of the best CRM practices.   

Satisfied clients are more likely to continue working with an agency and may even become advocates, referring new clients.   

Moreover, a strong reputation for excellent client service is a cornerstone of success for agencies, positioning them as the best CRM agencies in their respective industries. 

8 features on CRM for agencies 

CRM software is indispensable for agencies, mainly marketing and creative ones.   

Below are eight key features of CRM for agencies that are essential to be recognized as the best in their field.   

Now, let’s delve into these features- 

1. Client data centralization 

Agency CRM software is a cornerstone for CRM agencies as it offers centralized storage for vital client data.  

This includes contact details, communication history, and comprehensive project information.  

By consolidating this data into a single location, CRM agencies ensure they have easy access to accurate and up-to-date client information.  

This feature not only streamlines client management but is also crucial for providing highly personalized services that cater to the unique needs of each client.  

For CRM agencies, data centralization is a crucial aspect of best CRM practices, as it helps them build or maintain an organized and holistic client database, which is essential for sustaining long-term relationships. 

2. Lead and opportunity management 

Lead and opportunity management is at the heart of CRM for agencies.   

It provides CRM agencies with tools to track and manage potential clients and conversion opportunities systematically.   

For marketing and creative agencies, in particular, this is a vital feature of the best CRM for marketing agencies like TDF, Salesmate & Pipedrive.

By employing CRM systems that facilitate the tracking of leads and opportunities, agencies can ensure a structured and efficient approach to lead nurturing and conversion.   

This, in turn, enhances the chances of converting leads into paying clients, ultimately driving business growth and revenue. 

3. Communication and collaboration 

Seamless communication and collaboration are pivotal features of agency CRM software.   

CRM agencies can create a shared workspace for teams, streamlining interactions, project updates, and client communication.   

This collaborative element of CRM is precious for marketing and creative agencies that often work on complex campaigns with multiple team members and client stakeholders.   

Effective collaboration ensures that all team members and clients are on the same page, leading to better project outcomes, higher client satisfaction, and smoother project management. 

4. Task and project management 

Effective project management is a foundational aspect of agency operations. CRM tools are vital in managing tasks, allocating resources, and tracking project milestones.   

This feature ensures that projects are executed efficiently, and deadlines are consistently met.   

For CRM agencies, this project management capability is essential, as it not only keeps projects on track but also guarantees that clients receive high-quality services within agreed-upon timeframes.   

Efficient project management enhances client satisfaction and solidifies the agency’s reputation for delivering results. 

5. Data analytics and reporting 

CRM for agencies offers robust data analytics and reporting capabilities.   

This feature empowers CRM agencies to extract valuable insights from their data, enabling data-driven decision-making.   

This is particularly vital for CRM agencies, including those specializing in digital marketing. It allows them to optimize their strategies, allocate resources effectively, and stay ahead of industry trends.   

By leveraging data insights, CRM agencies can make informed decisions that lead to better client outcomes, improving campaign results and, ultimately, client satisfaction. 

6. Task automation 

Automation is a transformative feature of agency CRM software. It enables CRM agencies to automate repetitive tasks such as email marketing, client follow-ups, and lead nurturing.   

Automation not only saves time but also minimizes the potential for human error. For CRM agencies, this automation feature is a game-changer.   

It allows agencies to focus on high-value tasks while providing clients a more personalized and efficient service.   

Automation is a crucial driver of increased operational efficiency, vital for CRM agencies aiming to excel in their client management and service delivery. 

7. Client feedback 

Tracking client feedback and satisfaction is integral to CRM for agencies. CRM tools include features that enable agencies to monitor client feedback, concerns, and overall satisfaction actively.   

This feature is essential for client retention, a cornerstone of success for CRM agencies.   

Satisfied clients are more likely to continue working with an agency, and they can become advocates who refer new clients.   

Furthermore, a strong reputation for excellent client service is vital for CRM agencies aiming to be recognized as the best in their industry.   

Monitoring client satisfaction and addressing concerns fosters positive client relationships and strengthens an agency’s standing. 

8. Integration and scalability 

Integration and scalability are critical aspects of agency CRM software. These features ensure that CRM agencies can adapt and grow their operations effectively.  

Agency CRM software often supports integration with other tools and platforms, allowing agencies to streamline workflows and connect with various applications they may be using.  

This capability is significant for CRM agencies looking to scale their operations as they expand their client base and service offerings.   

Integration and scalability offer flexibility and adaptability, allowing CRM agencies to stay responsive to changing client needs and industry trends.   

These features are essential for long-term success and innovation within CRM agencies. 

10 best CRM software for agencies 

1. Salesmate 

Salesmate is a highly versatile CRM system that caters to the needs of CRM agencies, empowering them to optimize their client interactions.  

It offers many features, including contact management, sales automation, and analytics. 

For marketing and creative agencies, Salesmate is an excellent choice to streamline their operations and enhance client relationships.  

With its easy-to-use interface and robust features, it contributes to improved client management and aids in boosting sales and conversions. 

Pricing 

• Starter – $12 per user/per month   
• Growth – $24 per user/per month   
• Boost – $40 per user/per month   
• Enterprise – Connect with our sales team for enterprise pricing 

2. Insightly 

Insightly is a renowned CRM platform known for its ability to help agencies effectively manage projects and client relationships.  

With features for contact and project management, it enables agencies to streamline their operations and maintain strong client relationships.  

Insightly is a valuable addition for agencies that prioritize project management and seek a comprehensive CRM solution to support their client management needs. 

Pricing 

• Plus for $29 per user/month 
• Professional for $49 per user/month 
• Enterprise for $99 per user/month 

3. Microsoft Dynamics CRM

With capabilities like contact management, sales and service automation, AI-driven insights, and robust analytics, Dynamics 365 CRM provides everything needed to enhance customer engagement and improve operational efficiency.

Pricing

• Sales Professional – $65 per user/month
• Customer Service Professional – $50 per user/month
• Sales Enterprise – $95 per user/month
• Customer Service Enterprise – $95 per user/month
• Marketing – Starts at $1,500 per tenant/month

4. Pipedrive 

Pipedrive is a user-friendly CRM system that focuses on the requirements of sales teams. It provides tools for lead management, pipeline visualization, and sales automation.  

This makes it an excellent choice for agencies that aim to enhance their sales processes, drive more conversions, and manage leads more efficiently.  

For CRM agencies, Pipedrive’s simplicity and effectiveness can significantly improve the sales cycle. 

Pricing 

• Essential plan – $9.90 per user per month   
• Advanced plan – $19.90 per user per month   
• Professional plan – $39.90 per user per month   
• Power plan – $49.90 per user per month   
• Enterprise plan – $59.90 per user per month 

5. HubSpot 

HubSpot is an all-in-one CRM and marketing platform that offers a wide range of tools, including contact management, marketing automation, and analytics.  

It’s precious for marketing and creative agencies as it provides an integrated solution for managing clients and streamlining marketing and sales efforts.   

HubSpot is known for its ease of use and is a top contender for the best CRM for marketing agencies, helping them align their marketing and sales efforts seamlessly. 

Pricing 

• Professional: $800/mo 
• Enterprise: $3,600/mo 
• All customize. 

6. Zoho CRM 

Zoho CRM is a comprehensive solution encompassing contact management, sales automation, and analytics.  

It is designed to empower agencies to manage clients and sales processes effectively. 

Zoho CRM is an ideal choice for agencies seeking a versatile CRM system that supports client management and provides insightful data for improved decision-making. 

Pricing 

• Standard: Rs.800 /user/month billed annually 
• Professional: Rs.1400/user/month billed annually 
• Enterprise: Rs.2400 /user/month billed annually 
• Ultimate: Rs.2600 /user/month billed annually 

7. Nimble 

Nimble is a unique CRM that seamlessly integrates with Office 365 and Google Workspace Suite.   

This feature-rich CRM helps teams and individuals manage contacts and close deals more efficiently. 

Nimble’s unified message inbox, contact management, email syncing, and marketing features make it an excellent choice for agencies that need to nurture business relationships across various platforms.  

Its ability to integrate with productivity software, like email inboxes and calendars, provides an edge to CRM agencies aiming to streamline communications and client management effectively. 

Pricing 

• Nimble Business – $25/user/month 
• Billed monthly- $19 per user per month, billed annually 

8. EngageBay 

EngageBay is an all-in-one CRM and marketing platform that offers tools for contact management, email marketing, and sales automation.  

It’s an excellent choice for agencies looking for an integrated solution to manage clients and streamline marketing efforts.  

EngageBay provides the features necessary for agencies to create marketing campaigns, automate sales processes, and maintain strong client relationships, making it a valuable CRM for agencies needing an all-encompassing solution. 

Pricing 

Starts at just $12.74 per month 

9. Salesforce 

Salesforce is a globally recognized CRM platform that offers a comprehensive suite of tools for contact management, lead tracking, and sales automation.  

It is highly customizable, making it a top choice for agencies seeking tailored solutions for client management.  

Salesforce’s extensive features and scalability make it one of the best CRM options for agencies across industries, including marketing, advertising, and creative services. 

Pricing 

• Essentials – $28.33 per user per month 
• Sale Professionals – $84.97/user/month 
• Enterprise – $169.94/user/month 
• Unlimited – $339.88/user/month 

10. Apptivo 

Apptivo is a versatile CRM system that offers features such as contact management, project tracking, and marketing automation.  

It is an ideal choice for agencies aiming to streamline their operations, manage projects efficiently, and enhance client relationships. 

Apptivo provides the necessary tools to track projects, automate marketing efforts, and nurture client relationships, making it a valuable CRM for agencies looking to improve their overall operations. 

Pricing 

• Lite: $10 /MO Per user/Billed Monthly 
• Premium: $15 /MO Per user/Billed Monthly 
• Ultimate: $25 /MO Per user/Billed Monthly 

11. Copper 

Copper, previously known as ProsperWorks, is a CRM tailored for Google Workspace users. It offers features like contact management, pipeline tracking, and sales automation.  

Agencies relying on Google Workspace will find Copper to be a seamless CRM solution to enhance client management and streamline sales processes.  

Its integration with Google Workspace allows agencies to maintain strong client relationships, manage sales processes effectively, and sync essential data with familiar Google tools, making it a valuable CRM choice for agencies using Google Workspace. 

Pricing 

• Basic- $25 Per user, per month 
• Professional- $59 Per user, per month 
• Business- $119 Per user, per month 

12. TeleCRM

TeleCRM stands out as a cutting-edge Lead Management System, specifically engineered for WhatsApp-based sales teams.

It integrates seamlessly with major platforms to centralize lead capture, offering a comprehensive suite of features for effective communication and management. These include an auto dialer, reminders, call tracking and recording, alongside WhatsApp messaging capabilities such as templates, official API, chatbots, and broadcasting. 

TeleCRM aims to automate repetitive tasks, allowing sales teams to focus on more critical aspects of their workflow. With its focus on enhancing sales through efficient team management and lead conversion, TeleCRM positions itself as a crucial tool for sales growth, customer retention, and leveraging referrals.

Pricing

Quarterly: Rs.849 or $29 Per User Per Month

Annually: Rs.599 or $19 Per User Per Month

Custom Plan: For 50+ team members

13. Venturz

Venturz stands out as the ultimate CRM for startups, offering a comprehensive platform that covers everything from contact management to social media integrations.

Designed with startups in mind, Venturz provides a free CRM plan packed with essential features to help you grow your business without breaking the bank.

Whether you’re looking to streamline your email campaigns, manage leads effectively, or gain insights through robust reporting and analytics, Venturz has you covered. Its user-friendly interface and powerful tools make it the best choice for startups aiming to scale efficiently and effectively.

Pricing

• Free Plan: $0 (limited credits)
• Custom Pricing: Tailored to your specific business needs

How can you choose the best CRM for agencies? 

1. Define your objectives 

When choosing the best CRM for your agency, understanding your specific goals is crucial.  

CRM systems are not one-size-fits-all, and CRM agencies should consider whether their primary focus is on improving client relationships, increasing sales, or streamlining operations.  

For example, a CRM agency that aims to enhance client relationships may prioritize features like automated follow-ups and personalized communication.  

By defining your objectives clearly, you’re setting the stage for a successful CRM selection process that directly addresses the unique needs of CRM agency software. 

2. Scalability 

The growth of agency CRM is a common objective, and the chosen CRM must grow with it.  

It should seamlessly accommodate a growing client base, increased data, and expanding communication needs, all without compromising performance.  

For a CRM agency, this means ensuring that you can maintain the same level of personalized, high-quality service as you expand.  

Moreover, the best CRM agencies demand the flexibility to adjust to changes in size, requirements, and objectives.  

This adaptability is essential for maintaining operational efficiency and satisfying the needs of CRM for agencies. 

3. Ease of integration 

In today’s interconnected business environment, a CRM agency should consider the ease of integration with other tools in their technology stack, such as email marketing platforms, project management software, and accounting systems.  

An effective agency CRM software should allow data to flow seamlessly between systems, reducing duplicate data entry and minimizing errors.  

A well-integrated CRM is a vital component of the best CRM for marketing agencies as it promotes efficiency and ensures that data flows seamlessly between systems. 

4. User-friendly interface 

For an agency CRM, a user-friendly interface is paramount.   

The best CRM for a digital marketing agency or any other agency should have an intuitive design and well-organized features to promote efficiency and engagement.   

A user-friendly CRM ensures that agency CRM software is embraced wholeheartedly by your team, increasing productivity and client interactions. 

5. Customization 

Best CRM agencies prioritize a CRM that offers robust customization options.  

Customization enables CRM agencies to adapt the system to their specific processes and requirements.  

Custom fields, workflows, and reports are essential for CRM for agencies, allowing the CRM to accommodate the nuances of each CRM agency. 

6. Data security and compliance 

Data security is a top concern for CRM for marketing agencies and CRM agencies.  

Ensuring the CRM complies with data security regulations, such as GDPR or HIPAA, if applicable to your industry, is non-negotiable.   

Data security is critical for maintaining the best CRM agencies and safeguarding client data. 

7. Cost and ROI 

Evaluating the cost and ROI of a CRM involves looking beyond subscription fees to the total cost of ownership, including implementation and training expenses.  

CRM agencies should also consider how the CRM’s features translate into benefits like improved client retention and operational efficiency, ensuring that the best CRM for agencies delivers measurable value to your agency. 

8. User feedback  

User feedback is vital for the best CRM agencies.  

Involving team members who will be using the CRM allows you to gather insights on usability and user experience.   

Their feedback ensures the CRM resonates with CRM agency software, maximizing user adoption and effectiveness. 

Conclusion 

As you conclude your journey through this guide, remember that the “best CRM for agencies” is a linchpin for your agency’s success.

It will shape your agency’s operations and client interactions in the future.

Your path to success commences with selecting the right CRM system, and now you possess the insights needed to choose wisely.

In the ever-evolving agency landscape, embracing CRM technology is not just an option but an imperative.

The power of CRM can catalyze your agency’s growth and resilience.

As you take the knowledge from this guide, step forth with confidence and witness your agency survive and thrive in an industry characterized by dynamism and competition.   

Your journey toward success begins with choosing the best CRM for agencies, this guide has equipped you with the tools to embark on that journey decisively.