Client Management Systems: A Quick Overview!

Week-to-week - nurturing, guiding, and supporting our clients through one of the most significant periods of their lives is the core of doula work. However, behind the scenes, managing the business side is equally crucial to ensure the sustainability and growth. Having an effective client management system is an essential cog that turns the wheel (and saves a headache when it comes to tax returns and record keeping).

Let's start with the FEE-based systems first (free or self-managed tools further down the blog) - a world of bookkeeping and client relationship management (CRM) tools, focusing on Dubsado, HoneyBook, and other essential software solutions that can streamline administrative tasks, allowing us more time to focus on our clients.

Understanding the Terms:

CRMs vs. Bookkeeping Software

First and foremost, it's important to distinguish between CRMs and bookkeeping software. CRMs like Dubsado and HoneyBook are designed to manage client relationships, contracts, and workflows, making them indispensable for keeping our interactions organized and personalized. While they offer some invoicing features, they are not comprehensive bookkeeping solutions.

On the other hand, bookkeeping software such as QuickBooks Online (QBO) and Wave are tailored for financial management, tracking expenses, income, and providing a clear picture of your business's financial health. They are essential for accurate bookkeeping and financial reporting but do not manage client relationships and contracts.

Dubsado has many features...

Dubsado offers an extensive array of features tailored for client management, including workflows, scheduling, invoicing, and more. However, its strength is also its weakness. The platform's breadth of features can be overwhelming, making it less user-friendly for those not tech-savvy. If you fall into this caregory, it might be worthwhile finding a virtual assistant to set you up or take a course on how to navigate the system.

Let's talk about HoneyBook...

In contrast, HoneyBook shines with its intuitive design and user-friendly interface, making it an excellent option for doulas seeking simplicity without sacrificing functionality. HoneyBook provides tools for invoicing, contracts, and client communication, all within a more accessible platform.

Other Systems To Consider

Whilst the above two CRMs are pretty popular, there is a wealth of other systems out there that serve specific aspects for client and buisness management.

1. Contract signing: Practice Better, PandaDoc, Jot Form, DocuSign, HelloSign, DropBox sign

2. Payments: Square, PayPal Business, FreshBooks (see bookkeeping below for more)

3. A bit of everything: 17Hats, eDoula, Nessle

What about Bookkeeping?

While Dubsado and HoneyBook can manage parts of your financial transactions, for comprehensive bookkeeping, turning to dedicated software is advisable. QuickBooks Online is a robust option offering full bookkeeping capabilities, including invoicing, expense tracking, and financial reporting. For doulas not ready to invest in QBO, Wave presents a free alternative to get started with basic bookkeeping needs. Remember, investing in proper bookkeeping software is crucial for accurate financial management and can save you time and headaches during tax season.

Although no single software covers both CRM and bookkeeping needs entirely, many doulas find value in using these tools in tandem. Integrating Dubsado or HoneyBook with bookkeeping software like QBO or Wave can create a seamless workflow, covering client management, contracts, and financial tracking.

What other options are there for doulas not wanting to invest in monthly / long term fee's?

Whilst its true, that several client management systems do tick many of the boxes for client management, they might not be specifically tailored to the unique needs of doulas, such as tracking specific birth preferences or postnatal support details etc. Jumping in to recurring fee's isn't always something that new doulas wish to do either. So what other options are there?

The Power of Spreadsheets and Templates

Sometimes, simplicity is your best friend. Creating a set of spreadsheets or folders on your computer can be just as effective – if not more so – for managing client information.

Here's a simple structure you might consider for each client:

Client Onboarding Folder: Create an onboarding checklist, Resources shared, Contract signed
Important dates (e.g., estimated due date)
Prenatal Sessions Folder: Session dates, Session notes, Birth plan preferences
Financials Folder: Quotes, Invoices and receipts
Birth Folder: Birth notes & Communication logs
Postnatal Sessions: Folder Session dates, Session notes, Follow-up care plans

This approach allows you to tailor each folder or template to the specific needs and preferences of each client, ensuring that nothing falls through the cracks (communication, borrowed rescource or financial detail)

A template that covers all of this can be found by clicking here and a spreadsheet for client tracking can be found clicking here.

Regardless of whether you opt for a sophisticated system or a more straightforward spreadsheet / folder approach, integrating a reliable calendar is non-negotiable. Google Calendar, iCal, or any digital calendar that allows you to set reminders, color-code, and share events can be incredibly helpful in keeping track of prenatal sessions, birth dates, and postnatal appointments.

Bookkeeping is a whole other buisness, but for the simplicty of a tax return, a log of all expenses and payments should be enough to cover your tracks! If in doubt, hire an accountant - most ask for a reasonably small fee for a tax return.

Top 3 Tips for Effective Client Management

Stay Organized: Whichever system or method you choose, organization is key. Keep on top of your files, notes, and communication records are neatly categorized and easily accessible.

Be Proactive with Communication: Set regular check-ins with your clients and make sure they feel comfortable reaching out to you. Utilize your system for scheduling and reminders to keep communication lines open. Take the time to reflect on what is going well, what you could do differently to improve how your managing your paperwork.

Keep Financials Up to date: Make sure you have a decent spreadsheet or system to keep a clear record of quotes, invoices, and receipts. Not only will you be on top of client management but the (pain of) filing your tax return will be so much easier!

The Cogs That Turn The Wheel

Client management might seem like just another task on the to-do list, but it's truly the working cogs of the job. By finding or creating a system that works for you, you can work more effectively. Whether through detailed spreadsheets or comprehensive online systems, the goal is to streamline the way you work as much as possible, so you can focus on what you do best!

Remember, the best system is one that serves your needs while allowing you to remain present and engaged with your clients.

Explore, experiment, and find what works for you!