So, you've landed on this page either because your fed up of your client management software or you've never used one before and think it's time to find the right one - well my friend, you've landed on the right article.
My name is Stokely, I'm the owner of Videographer Life & the author of this article, however I have also own a global video production company since 2017 - Trendygrandad - wow that makes me feel old! What I'm trying to say is that when it comes to finding the best client management softwares for videographers, I've used & tried them all. I know what works best for a one-man band & the intricacies of what's needed when you're a large video production company. I hope you find this article helpful & you need anymore support, just reach out to me.
So, lets give you what you came for shall we?
The Best Client Management Software in 2025
7. Trello - The Starting One
So, the famous Trello is up first - i'm sure you've seen this advertised everywhere and it follow you around the internet everywhere too - god knows how much their marketing budget it! Think of Trello as the digital sticky note platform of your dreams. If you love a good visual workflow, this one’s for you.
What are the positives?
- Intuitive interface: The drag-and-drop boards simplify project organization.
- Team collaboration: You can invite team members to boards, ensuring that everyone is kept informed.
- Flexible workflows: Ideal for adapting your boards to meet specific production requirements.
What are the downsides?
- Restricted functionalities: Suitable for basic projects, but falls short for more intricate requirements.
- Not the best for analytics: Monitoring performance may be somewhat cumbersome.
- Challenges with scaling: When you have more than a handful of clients, it can become disorganized.
My Trello Conclusion:
Trello is a great client management software, but for video production companies, I just don't think it cuts the mustard! It lacks customization, scalability and you just can't get the data out of it that you want - in my personal opinion. Great if you're starting out, freelancer or wanting to gain experience in client management softwares - but you'll soon want to move onto something more sophisticated.
6. Motion - The Automated One
If your calendar looks like chaos, Motion is here to save the day. It’s a scheduling genius disguised as a productivity tool and really simplfies if you have a gazillion things going on like I do. We used Motion in Trendy Grandad for a little while and it did the job great, it has some good parts and some not so good parts! Read below for the full info;
What are the positives?
- Automated scheduling: Motion allows you to arrange meetings without the hassle of constant email exchanges.
- Focus-oriented design: Ensures your day remains organized and free from distractions.
- Ideal for small teams: Functions exceptionally well for tight-knit groups.
What are the downsides?
- Expensive for its features: The cost may not be warranted for bigger teams.
- Restricted compatibility: It doesn't integrate seamlessly with every platform.
- Not a comprehensive CRM: While it's excellent for scheduling, it falls short in providing sophisticated client management functionalities.
My Motion Conclusion:
Motion's marketing is very good at selling people the dream, it does work well if you're a small team but as soon as you need to start customizing & you want to track things like timelines & deadlines, it falls behind.
5. HubSpot CRM - The Sales One
HubSpot is like that kid in school who was good at everything. A solid CRM for tracking clients, leads, generating reports and projects all in one. But this tool really is a CRM, not a client management software. If you want an all-in-one solution though, this could be the software for you!
What are the positives?
- Free version offered: Ideal for those wanting to explore the software.
- Accurate analytics: Provides valuable insights into client engagement and team efficiency.
- Flexible options: Expands alongside your business as your operations become more demanding.
What are the downsides?
- Can be daunting: There are numerous features, and you may find yourself not utilizing many of them.
- Challenging to learn: It requires time to become familiar with all the tools available.
- Certain features require payment: While the free version is impressive, you'll soon desire access to the premium options.
My Hubspot Conclusion:
Hubspot generally is the best CRM on the market, you can use it as a client management software and it does work well for that. However, its not designed for that and personally i think there are better solutions out there.
4. ClickUp - The Sophisticated One
ClickUp is like a Swiss Army knife for organizing your projects and workflows. It’s packed with features and works for almost any business - what I really love about clickup is that it inegrates super well into all of the other softwares we use, such as slack! For example when you tick a task off in click up, it will let the client know by automation in slack - how cool is that for processes!
What are the positives?
- Highly customizable: Perfect for tailoring workflows to your production style.
- All-in-one tool: Combines task management, docs, and calendars in one place.
- Affordable pricing: Great value for all the features it offers.
What are the downsides?
- Too many features: You might find yourself overwhelmed by options.
- Mobile app issues: Not always as smooth as the desktop version.
- Occasional performance hiccups: Can lag with larger teams.
My ClickUp Thoughts
I genuinely love clickUp, however I think for most videographers it's way too much and unless you're a company with over 15 team members then I don't think it needs to be a part of your subscription expenses. The main downside to clickup is that it take a lot of workforce to keep it up to date and running smoothly for it's users, which can take away from your teams resource.
3. Monday - The Colourful One
Monday.com feels like it was made for video production companies. It’s colorful, customizable, and helps keep everyone on the same page. If you need to organize your projects more efficiently, this is one of the best solutions.
What are the positives?
- User-friendly and clear: The layout is straightforward and simple to use.
- Effortless teamwork: Everyone is informed about ongoing activities and timelines.
- Perfect integration: Connects seamlessly with popular tools such as Slack and Google Drive.
What’s not so good?
- Expensive for larger teams: Costs can increase rapidly as you grow.
- Restricted reporting: The analytics features are not as comprehensive as those of other CRM systems.
- Challenging to learn: The interface may not be easily understandable for every user right away.
My Monday.com Conclusion
Yes this client management software is pretty damn good, we used it for a year or so in my video production company. It looks nice, lots of customers use it & it doesn't take much admin to keep it running slick. However, we ended moving onto as it didn't give us the customisation tools that we needed for larger projects. In my opinion, it's great value for money and is great for the growth journey of a video production company.
2. Asana - The Clever One
Well, we now move onto the penultimate client management tool & yes that's Asana. Look at Asana as the tool for people who like their tasks laid out in clean, easy-to-read lists. A reliable option for production companies and if it wasn't for our number one choice then we would back to using asana for our project management tool.
What are the positives?
Excellent for team cooperation: Each member understands their duties and tasks.
Tailored workflows: Flexible enough to fit your video production requirements.
Task monitoring: Maintains focus on all essential details.
What are the downsides?
Restricted CRM capabilities: Primarily acts as a task management solution.
Absence of integrated time tracking: A separate integration is necessary for this feature.
Certain functionalities are restricted to paid plans: The free version has certain constraints.
1. Notion - The GOAT
Now, as I said in my intro, we've used multiple client management software in my video production company. What is the tool we've used for the longest? Notion. It is the ultimate solution for organizational tools. Notion stands out as my top choice due to its remarkable flexibility - genuinely it's insane what you can do this tool, yes it's not pretty like Monday or Trello but my god is this a powerhouse for efficiency, communication, security & optimization. Making it ideal for creative individuals like ourselves!
What are the positives?
Comprehensive platform: Notion manages everything from scripts to client databases seamlessly. You can add videos, reference images, create seperate tiles for each client and build templates. To be honest, what you can do with Notion is just endless - it's great!
Customizable templates: Adjust the interface to fit your specific workflow, honestly - you can adjust anything!
Cost-effective: Offers excellent value considering the multitude of features available - such as leaving a tagged message for team members to read, creating your own sales pipeline & seamlessly embedding with your clients notion pages and emails as well.
What are the downsides?
Steep learning curve: Its blank slate design can be intimidating at first, like I said - it doesn't look colourful with lots of pretty stickers so yes at first you might not think it's that appealing, however when you dive into it a bit more you realise there are more custimisation tools than the pretty client management softwares!
Potentially excessive: Certain features may feel unnecessary for smaller endeavors, so yes if you're just a one man band then perhaps this isn't for you just yet or the way I would look at it is something to grow into or being over organised with your client management - that doesn't hurt anyone!
Basic CRM capabilities: Lacks the advanced functionalities of dedicated CRMs such as HubSpot - however, i have just created CRM functionalites myself within notion and it works fine. The fact that it's more customizable than HubSpot as well means I can tailor it to what my company sees as a priority.
My Notion Conclusion:
This software is really where the professionals hang out. Not many other client management tools lets you automate your entire database down the granular details. It's user-friendly too, meaning you'll get the best out of it. This is our top choice!
Authors Last Thoughts
Well, as you can see there are different horses for courses. Some fit newbies, whilst other solutions fit more professional set ups - at the end of the day, you need to find a solution that benefits the way you manage your clients, and that's it. I hope this article was useful and hope you found the answers you needed to choose what software is best for you! Like I said in my introduction, if you need anymore information please don't hesitate to reach out to me & we can chat is over!
