Running a business shouldn’t require a dozen logins.
But by the time you find all the tools you need for your business, it can quickly get to that point.
Unfortunately, as you pile on platforms to your tech stack, it can lead to a few negative effects — whether you know it or not — including:
- Overly complex workflows that slow processes down
- Inconsistent source of truth across all your platforms
- Confusion for your team as they switch between apps
- Increased risk of overspending on software
If you want to consolidate your platforms, you've come to the right blog. You’re about to discover three tools that one CRM system can replace — and how that can transform your day-to-day.
Three Tools a CRM System Can Replace
CRM software isn’t just for contact management and storage, it also should be your central hub for all things customer relationships, outreach, and growth.
But not all CRM systems are made the same. The right software will combine multiple features into one tool. In fact, to get all these benefits and be able to eliminate other software, you need a CRM with marketing automation features too.
If you don’t have one of these already, download our free CRM Buyers’ Guide to help you find a platform that does.
Once you have that, you’ll be ready to consolidate your tech stack and replace the following tools ...
1. Project Management Software
There are tons of great project management software options on the market — Monday.com, Asana, Airtable, and more.
These tools are robust and incredibly helpful for organizing workflows, tracking projects, assigning tasks, and keeping teams organized. But there’s no need to pay a hefty fee when your CRM system can do the same thing.
The right CRM and automation platform will come with tools for task management so you can use it to:
- Assign tasks to team members with due dates
- Send reminders and updates about upcoming or overdue tasks
- Launch automatic project workflows (tasks, follow-ups, reminders) when certain triggers happen, such as a form is submitted or a sale is made
- Prioritize tasks by deadline, urgency level, or project type
The entire list of capabilities will vary depending on the CRM system you choose, but remember: The key is finding one with marketing automation.
This is what enables you to set up automatic reminders, assign follow-up tasks instantly, and keep projects moving forward — without constant oversight.
2. Texting & Email Marketing Platforms
Next up, we have texts and emails. These are two incredibly important parts of your marketing efforts, helping you convert leads and engage customers. So, you might be hesitant to say goodbye to your stand-alone text and email platform.
But a CRM software can do it better. Here’s why ...
A platform with built-in text and email features gives you access to a whole new level of marketing. Since these tools are synced with your CRM, they can pull key information from your database, which then allows you to:
- Use contact behavior to launch automatic email and text follow-ups (e.g., clicks, form submissions, purchases) to provide the right message at exactly the right time
- Send personalized campaigns to each individual, automatically using contact info and preferences stored in your CRM
- Build smart audience segments based on tags, purchase history, or engagement
- Trigger entire campaigns from one action, like a lead magnet download that launches a full email and text nurture sequence without you having to lift a finger
Plus, you won’t have to toggle between apps to get a full picture of each contact’s history. Instead, you can view their email and text engagement and other key information in the same place all their other information lives (within their contact record in your CRM database).
3. Lead Tracking Spreadsheets or Apps
How is your lead tracking process? Are you using an app, or worse ... doing it manually?
I get it — no judgement here! But I’d be doing you a disservice if I didn’t encourage you to track leads in your CRM system.
Doing so will take a big burden off your plate and save you hours each week. It will also lead to less mistakes and lost leads, which are two of the biggest risks of manual lead tracking.
So, ditch the spreadsheet or outside app, and let your CRM handle things.
The software can capture leads, automatically organize their data in your system, score those leads, monitor every action they take, and trigger custom follow-up based on where they are in the customer journey. What’s not to love?
Pro tip
When you track leads in the same software you launch lead nurtures and marketing campaigns from, your workflows become more streamlined and integrated than ever before.
One Login. One Platform. One Focus.
These are just a few of the many functions a robust CRM software can have, and there are plenty more to discover. But first, you have to find the right platform.
Once you do, start by exploring the project management, text, email, and lead tracking functions. If they measure up, you can make the switch!
But keep in mind that consolidating your tech stack won’t happen overnight. Start slow by auditing your current platforms and see if your CRM has any overlapping features. If you keep at it, you’ll be able to trade the chaos of multiple tools for one streamlined software.
Shopping for your perfect CRM and marketing automation software? Watch this 5-minute demo of Keap to see if it could be the perfect fit for your business!
