The Best CRMs for Small Businesses
As a small business owner, managing customer relationships is one of the most important aspects of your success. A CRM (Customer Relationship Management) system can help you keep track of your interactions with current and potential customers, streamline processes, and ultimately improve your business’s overall efficiency.
Below, we’ll discuss our favorite CRMs for small businesses, how you can utilize them, and the benefits each offers. Whether you’re looking to increase sales, improve customer service, or boost productivity, these tools can help you meet your goals.
What is a CRM?
A CRM is a tool designed to manage your company’s interactions with customers, clients, and prospects. It allows you to track communication, manage tasks, store important data, and automate processes like follow-ups and sales workflows. CRMs not only improve internal organization but also enhance the customer experience by ensuring no interaction is missed, and your business is always on top of client needs.
Why You Should Use a CRM
Using a CRM can significantly benefit your small business in several ways:
Centralized Data: Store contact details, notes, emails, and tasks all in one place for easy access.
Automation: Automate reminders, emails, and follow-ups to save time and reduce errors.
Improved Communication: Ensure all team members are on the same page with up-to-date information.
Better Customer Service: Personalize your interactions with customers by knowing their history and preferences.
Now, let’s dive into our top three CRMs for small businesses.
1. Dubsado
Dubsado is an all-in-one CRM that’s perfect for service-based businesses. Whether you’re a freelancer, consultant, or small agency, Dubsado helps you manage client relationships, contracts, invoices, and workflows seamlessly. It's a great choice for businesses that need both project management and client management in one system.
How You Can Utilize It:
Client Management: Store important client details, track project progress, and send automated reminders—all in one dashboard.
Workflows: Set up customized workflows to automate repetitive tasks like sending contracts, scheduling meetings, or invoicing.
Integrations: Dubsado integrates with popular tools like Zoom, Google Calendar, and PayPal to ensure smooth operation across your business.
Benefits:
Customization: Dubsado allows you to create highly tailored workflows and processes to match your business needs, making it ideal for businesses with unique requirements.
Easy Client Onboarding: With Dubsado, you can send contracts, intake forms, and questionnaires to clients in a fully branded, streamlined process.
Affordable Plans: Dubsado offers a range of pricing plans, including a low-cost option for small businesses just starting out.
Drawbacks:
Aesthetics: The interface is lacking. It feels very “backend” and out-of-date compared with its competitors.
Calendar Limitations: Currently, multi-user scheduling is not supported, which - to me - is a major problem for service-based businesses. Only allowing one calendar to be connected immediately forces you to bring in another integration if you aren’t flying solo.
No Mobile App: With the on-the-go nature of many businesses, lack of an app is problematic.
2. HoneyBook
HoneyBook has become known as the CRM for photographers, but it’s really tailored for any creative entrepreneurs, freelancers, and small businesses that manage projects or client-based services. Known for its sleek design and easy-to-use interface, HoneyBook helps businesses manage projects, from initial inquiry to final invoice, while keeping everything organized and automated.
How You Can Utilize It:
Project Management: Track projects, set reminders, and keep all client communications in one place to avoid missed details.
Booking & Contracts: With HoneyBook, you can easily send contracts, collect payments, and schedule appointments—all in one platform.
Automation: Automate your processes for follow-ups, payment reminders, and scheduling to save time and focus on your business’s growth.
Benefits:
Streamlined Workflow: HoneyBook’s automation features allow you to spend more time on creative work by handling tasks like invoicing, contracts, and follow-ups automatically.
Client Portal: Clients can view their project details, sign documents, and make payments through a branded portal, providing a professional experience.
Easy Integration: HoneyBook integrates with tools like Gmail, QuickBooks, and Google Calendar, helping you keep your entire business workflow connected.
Drawbacks:
Accounts Required: In order for your clients or vendors to interact with their data, they have to set up a Honeybook account, which is a stumbling block for many users.
Limited Customization: There is simply less flexibility within Honeybook when it comes to workflows, contracts and forms.
3. HubSpot CRM
HubSpot CRM is a powerful, user-friendly platform designed to help small businesses scale. Known for its ease of use and extensive features, HubSpot offers everything from contact management to email tracking and marketing automation—all in one system. It’s ideal for businesses looking for an all-encompassing CRM solution.
How You Can Utilize It:
Contact Management: HubSpot allows you to manage contacts, track deals, and monitor customer interactions without any complex setup.
Sales Pipeline: Visualize your sales process with HubSpot’s drag-and-drop pipeline management feature, making it easy to track leads, deals, and activities.
Marketing Automation: Set up workflows to send targeted emails, track customer behavior, and nurture leads into paying customers.
Benefits:
Free Plan: HubSpot offers a robust free CRM plan with essential features for startups or small businesses looking to keep costs low.
Scalability: As your business grows, HubSpot’s paid tiers offer advanced reporting, marketing automation, and sales tools to match your evolving needs.
Integration with Marketing Tools: With built-in integrations with HubSpot’s marketing suite, you can combine sales and marketing efforts in a seamless flow.
Drawbacks:
Cost: Once you have to move beyond the free plan, the cost gets STEEP. If you plan to scale, consider how long you’ll be able to stay with this platform before the cost becomes prohibitive.
Steep Learning Curve: Many users report needing specialized training in order to effectively use the program. It can be overwhelming for small teams.
Limited Customization: Until you move up to the higher plan, users will find many of the automation and reporting tools unavailable.
How Do I Choose the Right CRM?
Choosing the right CRM for your small business depends on your specific needs and workflow. Dubsado is ideal for service-based businesses with custom workflows, while HoneyBook is perfect for creatives looking to manage projects and client communications in one place. On the other hand, HubSpot CRM offers a comprehensive, scalable solution that combines sales and marketing automation.
Each of these CRMs can help you improve client relationships, streamline your processes, and automate tasks, allowing you to focus on growing your business. Ready to explore how these CRMs can work for your business? Try out their free trials or book a demo to see which one is the best fit for you!
Want to chat through how a virtual assistant can manage your client communication, set up automations, and provide outstanding customer service using your CRM of choice? Schedule a call with us below to discuss further!
