(and how a VA can manage them)
Struggling to stay on top of customer relationships? These CRM tools will help you streamline your systems – and your VA can manage the whole process for you.
Trying to remember who said what, when, and what stage a client is at? Sticky notes and scattered spreadsheets only go so far; eventually, every small business needs a CRM (Customer Relationship Management) system.
A good CRM helps you organise contacts, track leads, manage communications, and follow up – without dropping the ball.
But here’s the thing: CRMs are only effective when they’re actually used properly. That’s where a Virtual Assistant becomes your secret weapon. They can set up, manage, and maintain your CRM so you stay focused on building relationships, not battling your inbox.
Here are 5 of the best CRM platforms for small businesses—and how a VA can help make the most of them:
1. HubSpot CRM (free plan available)
Why it’s great:
Clean interface, powerful automation, and integrates seamlessly with tools like Gmail, Slack, and Stripe. It’s perfect for service-based businesses and solopreneurs.
What to consider:
The free plan is great, but advanced features like custom reporting and marketing automation are locked behind higher-tier (and pricey) plans.
How your VA can help:
Set up pipelines, organise contacts, automate follow-ups, track deal stages, and ensure everything flows smoothly—without you lifting a finger.
2. Zoho CRM
Why it’s great:
Highly customisable and affordable for small teams. Great functionality for sales tracking, automation, and multi-channel customer management.
What to consider:
The interface isn’t as intuitive as some competitors, and it can take a little time to set up and navigate if you’re not tech-savvy.
How your VA can help:
Customise pipelines, build automation workflows, tidy up data, set up reports, and make the user experience seamless for you and your team.
3. Trello (for CRM-style project management)
Why it’s great:
Its visual, Kanban-style boards make it easy to see where every lead or project sits. Perfect for creatives, freelancers, or service providers.
What to consider:
It’s not a dedicated CRM, so it lacks features like contact history, automated follow-ups, or built-in reporting.
How your VA can help:
Build out boards and pipelines, create automation with Butler/Zapier, and track client progress and deadlines in a way that suits your style.
4. Airtable
Why it’s great:
A spreadsheet-meets-database solution that’s endlessly flexible. Great for visual thinkers and businesses who want to customise everything.
What to consider:
The learning curve can be steep, and advanced features like synced bases and apps require a paid plan and solid setup time.
How your VA can help:
Build and customise your CRM, create automations, link tables, clean data, and ensure you’re getting the most from Airtable’s power.
5. Monday.com
Why it’s great:
An all-in-one work management system that doubles as a CRM. Brilliant for teams who want transparency, timelines, and collaboration in one place.
What to consider:
Can be overwhelming if you’re only looking for simple contact management. Some features may feel like overkill for solopreneurs.
How your VA can help:
Set up workflows, assign tasks, track progress, and manage client communication pipelines – all while you focus on the bigger picture.
6. Capsule CRM
Why it’s great:
Capsule CRM is clean, simple, and built specifically for small businesses. It offers contact management, sales tracking, and project organisation all in one tidy, user-friendly dashboard. Plus, it integrates with tools like Google Workspace, Outlook, Xero, Mailchimp, and Zapier.
What to consider:
While perfect for service-based businesses and solo entrepreneurs, Capsule can feel a little limited if you need advanced automation or marketing features compared to more complex platforms.
How your VA can help:
Your VA can set up and customise your Capsule workspace, tag and organise contacts, track sales opportunities, and integrate it with your email and invoicing tools. They can also maintain your pipeline, create task reminders, and ensure you’re consistently following up with leads and clients.
How a VA Can Make Your CRM Actually Work
Let’s be honest, most CRMs are underused because business owners don’t have time to set them up properly, let alone maintain them. A skilled VA can:
- Set up your system from scratch or clean up an existing one
- Keep data tidy, accurate, and up to date
- Build automated workflows and follow-ups
- Segment contacts for marketing or nurturing
- Track leads, sales stages, and pipelines
- Generate reports and track performance
- Train you or your team on how to use it efficiently
Final Thoughts
Choosing the right CRM can transform how you run your business – but it’s not about the platform alone. It’s about how well it’s used. That’s where having a VA makes all the difference.
Stop letting leads slip through the cracks and start building better systems that actually support your growth.
Let’s get your CRM running smoothly (without the stress).
Contact me today and let’s explore how I can set up and manage your CRM so you can stay focused on growing your business.
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