How To Choose the Best Contact Management Software

What is contact management?

Contact management is the process of organizing contacts, such as customers, leads, partners, or suppliers. This can be done manually (using Excel) or with contact management software, such as a CRM system. CRM stands for Customer Relationship Management.

With effective contact management, you can:

• store contact data centrally (such as name, email, company, and previous interactions),
• track communications,
• set reminders for follow-ups;
• and build and maintain relationships.

Why you need a CRM system

But I don’t even have a big team—why would I need a CRM system?

You could manage your contacts with a spreadsheet or even a paper planner. But since you’ve landed on this article, you’re probably looking for a better solution.

Even if you’re self-employed and don’t have a team, a good CRM system can still be incredibly valuable—especially now that the world is becoming increasingly digital and automated.

If you want to stay competitive, you need a CRM system for your contact management. This helps you:

• Keep track of who your customers are and when you last spoke to them.
• Automate follow-ups so that no lead slips through the cracks.
• Collaborate efficiently if you work with freelancers or a small team.
• Generate more sales by reaching out to the right people at the right time.
• Reduce chaos and stress by keeping all important information in one place, so you no longer have to search through old emails or notes.

How do you choose the right contact management software?

When selecting the best software for your contact management, the key is to focus on your own needs. What do you require to manage your clients and projects with ease?

Consider these questions:

• How many contacts do you have? A freelancer with five clients may only need a CRM system with task and project management. A small to medium-sized company with hundreds of contacts might also benefit from additional tools, such as a Sales Tool.
• What features are essential? Do you only need a CRM system, or do you also want automated invoicing? At FlowQi, both are possible.
• How user-friendly should it be? A tool can have endless features, but it needs to be easy to use. For us, intuitive design always comes first.
• Do you need integrations? Would you like to link your CRM system to other tools so you no longer have to switch between multiple platforms? With FlowQi, that’s possible.
• What’s your budget? There are CRM systems for every budget, but are you looking for an affordable option that includes exactly the features you need?

FlowQi CRM: for small and medium-sized businesses

FlowQi CRM is designed for small to medium-sized businesses, including freelancers. It’s affordable, intuitive to use, and does more than just contact management.

By combining contact management with task and project management, FlowQi CRM allows you to see at a glance which tasks, appointments, and projects are linked to a customer.

This offers several key advantages:

• A central overview of customer data, tasks, and projects.
• Automatic task creation, reducing duplicate work.
• Faster and more personalized customer follow-up.
• Fewer administrative tasks and fewer errors.
• Clear priorities through integrated deadlines and reminders.

“Focus on being productive instead of busy.” ~ Tim Ferriss

With contact management software, you work smarter instead of harder. How? Because the software automates essential tasks, such as sending follow-up emails, updating contact information, and scheduling appointments based on customer interactions.

• You no longer have to manually check which leads need attention or who you should follow up with—the software takes care of it for you.

• Integrations with other tools help you avoid mistakes, save time, and maintain an up-to-date overview of your customer relationships.

• A CRM system also allows you to communicate more strategically. By knowing exactly where your customers are in their journey, you can tailor your messages and offers to meet their needs at the right time.

Why CRM and task management in one is convenient

Many business owners use separate tools: a CRM system for contact management, a to-do app for tasks, and a project management tool for ongoing jobs. This often leads to constant switching between platforms and duplicate administrative work.

By integrating everything into one system, you can work more efficiently and avoid mistakes.

Let’s say you’re a freelance marketer with a client starting a new campaign. With FlowQi CRM, you can:

• Maintain contact information and track previous communications in the CRM system.
• Create a project for the campaign.
• Assign tasks to yourself or colleagues.
• Set automatic reminders for deadlines and meetings.

This allows you to work in a structured way and deliver a better service.

FlowQi CRM: the best software for contact management

Want to give it a try? With the right contact management software, you can grow your business in a way that fits your needs. Sign up for our Beta Program and try all our tools for free!