Which CRM Is Right For Your Web Design Business?
The trendy tool isn’t necessarily right for YOU!
If you came here looking for an easy answer, it’s not going to happen. You are going to be able to use this blog post to narrow down the choices and some information for your own Pros and Cons list.
After graduating from college, in a downturn of the economy, I luckily ended up working for a small IT engineering company. This shaped my future corporate career for the next 11 years.
If I didn’t know, I learned. If we needed a tool, I googled and experimented. Working in and around IT people for so long taught me that if you think: “it would be nice if…” there is a good chance it already exists.
In general, a tool will almost always be better than your manual process. That goes for your CRM as well.
What do I mean by CRM?
In the online space, when someone talks about a CRM, typically, they are referring to a tool that can manage leads, send proposals, contracts, collect payments, and provide a good first impression to clients. You can do all of these things with individual tools and email but usually (not always) an all-in-one tool will be easier for you to manage.
What features do you need?
Before choosing a tool, identify what capabilities you need it to have. Having a process map of your business is a great way to easily identify what features you’ll need. The process map should break down how a lead gets into your funnel, what steps they go through to become a client, and how the client process is handled from onboarding to offboarding.
Once you’ve documented all of those steps, you’ll have a really clear view of what features you’ll need. Here is a list to help you get started:
| Feature | Required | Nice to Have | Doesn't Matter |
|---|---|---|---|
| Contract templates and digital signatures | |||
| Invoicing + Payment Processing | |||
| Direct Check Out option | |||
| Required Autopay capability | |||
| Lead Capture forms | |||
| Call scheduling | |||
| Client Portal | |||
| Phone App | |||
| Design Customization | |||
| Integrations: Quickbooks | |||
| Integrations: Zapier | |||
| Integrations: O365 | |||
| Integrations: Project Management Tool |
How much are you willing to spend on the CRM?
Once you’ve identified what features are needed for your business, consider how heavily price will weigh in. Most of the CRMs commonly used range from $200-$500 per year. This price point might feel steep for someone just starting out but once you have a consistent flow of design clients each month (i.e. are consistently making more than $500 per month), this is a necessary cost of doing business.
Here are a few of the most popular CRMs for Web Designers:
Dubsado: $400 /year
Honeybook: $390 /year
WillowSpace: $300 / year
Moxie: $192/year
* Please note that these were the prices as of January 2024 and cannot be guaranteed. See below for discount codes
DIY or DFY?
When you purchase a CRM for your business, will you set it up yourself (DIY) or will you pay an expert to set it up for you (DFY)? Let’s break it down:
Do It Yourself Pros
You’ll have a deep understanding of the tool once it’s setup
It only costs your time
You can slowly roll out the use and adjust as you go
Do It Yourself Cons
It will take a lot longer to complete
You might not set it up correctly
You might overlook features that would be useful
Expert DFY Pros
It will be faster than DIY
It will be done right the first time
You’ll end up with training documentation on how to use it
Expert DFY Cons
Expensive
You’ll still need to learn to manage it yourself
If your offers change, it’s on you to update it or pay again
Each CRM has a different learning curve. Based on your tech savviness and whether you DIY or DFY, the ease of use should factor into your decision.
If you have someone on your team Technical VA or OBM, you can get the best of both worlds! DFY setup and someone to help manage it and ask question when you’re stuck.
TLDR Summary
Dubsado and Honeybook are the two most common CRMs I see used by Web Designers but WillowSpace is making a splash as it was created by a designer. Here are my thoughts on each CRM.
Dubsado has a steep learning curve but its workflow capabilities are excellent! It’s easy to make a mistake when using workflow if you aren’t experienced. They have improved design capabilities within their forms but it still has a 1-page limit.
Honeybook is easier to catch on to. Their automation works for basic needs but is lacking compared to Dubsado. The release of Smartfiles (multi-page proposals and forms) in 2022 gave them a big leap forward. Big rollouts in 2024 are making it even harder to leave.
WillowSpace is built for designers but it’s new to the space. As of today, they still need to rollout workflows, multiple schedulers, autopay, and direct checkout to have my stamp of approval (but that might happen in 2024).
The client portals aren’t great on either one but Dubsado would have a slight lead in that department.
Get 20% off your first year of Dubsado using code bethdub22
Wrap Up
A CRM is needed for both your sanity and client experience. It will take time to implement but in the end, it is worth it.
