Keep every client relationship organized in one place

WorkRate's CRM stores contacts, relationship notes, and account context directly inside each client workspace. No separate CRM tool to manage — everything lives where you're already doing the work.

Managing contacts in a workspace

Each client workspace has its own Contacts section. Contacts are the people at that client company who you interact with — decision makers, day-to-day contacts, billing contacts, stakeholders.

CRM contacts — WorkRate app

Sarah Chen CMO sarah@acmecorp.com 2 days ago

James Ortiz Project Lead james@acmecorp.com 1 week ago

Dana Price Billing accounts@acmecorp.com 1 month ago

Adding a contact

1
Open the CRM section inside the client workspace.
2
Click Add Contact.
3
Enter the contact's details: name, role or title, email address, and phone number if available.
4
Mark as primary contact if this is the main person you communicate with. The primary contact's email is used as the default for proposals and invoices.
5
Save the contact. They appear in the contacts list immediately.

💡 Tip: Add at least two contacts per client — the day-to-day contact and the billing/finance contact. You'll thank yourself the next time you need to chase an invoice.

Logging notes on a contact

Notes are timestamped entries tied to a specific contact. Use them to log what was said in a call, what you learned about the client's priorities, or what was decided in a meeting.

1
Open the contact by clicking their name in the contacts list.
2
Click Add Note.
3
Choose the note type: Agency note (internal, team-only) or Client note (visible in the client portal if the client has CRM access enabled).
4
Write the note. Include the date of the interaction if it differs from today, key points discussed, any commitments made, and next steps.
5
Save the note. It appears in the contact's timeline in reverse chronological order.

Agency notes vs. client notes

Agency Note

Internal only. Only your team can see this note. Use for candid observations about the relationship, internal concerns, pricing discussions, and anything you wouldn't want the client to read.

Client Note

Visible to the client through the portal if CRM access is enabled for them. Use for shared context, agreed decisions, and meeting summaries you want the client to reference.

⚠️ Warning: If you enable CRM access for a client in the portal, they can read every Client note. Review your notes before enabling portal access to make sure nothing internal was mislabeled as a Client note.

Tips & best practices

Log the call immediately after hanging up. Two hours later, half the details are gone. Three lines written immediately beat one vague summary written later.
Use agency notes for anything you wouldn't CC the client on. Budget tensions, internal concerns about scope creep, frustration about delayed feedback — all agency notes.
Include next steps in every note. "Meeting on 6/20 — Sarah confirmed redesign scope. Next: send revised quote by 6/23" is far more useful than "Had a call with Sarah."
Add a billing contact separately. Don't log billing email on the primary contact. Keep it as its own contact so invoices always go to the right person even when the day-to-day contact changes.
CRM context is shared with your team. Your team sees the same notes. Write for them, not just for yourself.