How Are You Managing Your SEO Clients?

by 35 comments
Hi

For mine,

Payment forms - Jotform then I reference & manually add the new clients into my Excel file.

Client management - I use Excel for mine (and in the file includes name,email,phone, campaign name, date ordered, requests).

Reporting - Reporb for creating backlink reports for clients.

Keyword Rankings - Scrapebox + their Rank tracker plugin & looking into Serpbook for clients.

But I personally have a hard time scaling it hard due to the amount of "non-automated" work this involves.

How about you & your SEO business on managing your SEO clients?
#seo #clients #managing #seo
  • Profile picture of the author SandraElam
    I am using excel, backlinkwatch and a subscription for payments to get monthly payments
  • Profile picture of the author RossIT
    i setup direct debits so they are billed easily on a monthly basis, i only have a couple of monthly clients so dont need to do anything like spread sheets its all in my head, but in the long term i should start doing a databse so i know who has what.
    • Profile picture of the author seoace
      Originally Posted by RossIT View Post

      i setup direct debits so they are billed easily on a monthly basis, i only have a couple of monthly clients so dont need to do anything like spread sheets its all in my head, but in the long term i should start doing a databse so i know who has what.
      Definitely, Excel is a good way to start managing your SEO clients.

      If you are technical enough, you can even setup Google Docs & connect it with your database for more automation

      Originally Posted by SandraElam View Post

      I am using excel, backlinkwatch and a subscription for payments to get monthly payments
      Which subscription do you use to collect your monthly payments?
  • Profile picture of the author nik0
    I spend most of my time tracking payments of clients in Paypal.

    Wish there was some system that easily keeps track of it instead of browsing from page to page. Quite annoying when having 100+ clients.

    The only thing I found is that you have to program some API
    • Profile picture of the author seoace
      Yeah, the time tracking is such a pain. Especially if you send reports every 1 month from the day the client ordered.

      Hiring a programmer to program a paypal api to keep track of the payments will be a good investment in terms of your personal time or employee's time.

      Do you not use a payment form for your SEO business, nik0?

      Originally Posted by nik0 View Post

      I spend most of my time tracking payments of clients in Paypal.

      Wish there was some system that easily keeps track of it instead of browsing from page to page. Quite annoying when having 100+ clients.

      The only thing I found is that you have to program some API
  • Profile picture of the author TotalWebsiteControl
    Payment processor PayPal
    Link Reports Excel + Client Management Excel
    Rank Checker CuteRank PRO + Market Samurai for cross reference.
  • Profile picture of the author ilee
    Surely I cant be the only one here using a cloud based crm? It's 2013 guys!

    Any bits of client details, information, documents are api'd in or imported so everything is all in one place
    • Profile picture of the author nik0
      Originally Posted by ichl13 View Post

      Surely I cant be the only one here using a cloud based crm? It's 2013 guys!
      I tried 5 different (obvious paid) crm's, none of them suited my (imo) very basic needs.

      My needs are:

      - Quick overview of status of order without having to click it, so just a list with different indicatiors, for example a green/yellow/orange/red light indicator

      - Being able to create different static packages and then selecting such package from a drop down menu instead of having to fill in each detail again

      - Paypal integration obvious

      - Automatically send e-mail to the customer when the light turns green.

      - Being able to assign different delivery files to an order

      - Accounts for my VA's to login to an order and upload the reports to the specific order

      All 5 that I tested featured only "some" of these wishes, couldn't find a single one that did them all and then the auto-emailing when an order is complete wasn't even a must.

      Almost none of them had paypal integration, with many it was a whole hassle to create custom templates for link packages, others lacked the feature of seeing the status of an order, instead had to click on it first. Have fun clicking a list of 50 orders to see in which stadium each one is.

      Imo this is all pretty basic btw, but somehow all these web based CRM lack these basic functionality, I even send out a ton of e-mails to them asking why it was all so limited.

      And on top of that some were crazy expensive.

      I think there is a big market out there for a good and affordable CRM.
    • Profile picture of the author smodha
      Originally Posted by ichl13 View Post

      Surely I cant be the only one here using a cloud based crm? It's 2013 guys!

      Any bits of client details, information, documents are api'd in or imported so everything is all in one place
      Cloud systems are a must in 2013.

      Think mobile office!
  • Profile picture of the author jxam69
    I don't have a lot of SEO clients, but I do have a lot of advertising & marketing clients - I use Sugar CRM - CRM Software & Online Customer Relationship Management | SugarCRM English (Americas)
    • Profile picture of the author nik0
      Originally Posted by jxam69 View Post

      I don't have a lot of SEO clients, but I do have a lot of advertising & marketing clients - I use Sugar CRM - CRM Software & Online Customer Relationship Management | SugarCRM English (Americas)
      Does this allow for what I want? Will check it out anyway. Name does sound a bit familiar so possibly I already tried it.

      Never mind, way too many options to quickly add new customers. This whole opportunity thing and all, won't work for me.
    • Profile picture of the author micksss
      Originally Posted by jxam69 View Post

      I don't have a lot of SEO clients, but I do have a lot of advertising & marketing clients - I use Sugar CRM - CRM Software & Online Customer Relationship Management | SugarCRM English (Americas)
      I was using a free version of BoxBilling but it is never updated and has barely any support, only in a forum for free users with no responses from staff to tough questions. The billing and invoicing system hasn't been updated and so PayPal subscriptions no longer get set up, only one time payments... I liked the script's admin area and the integrated client area with, invoicing and support ticket system. It was quite easy to learn and get everything setup. Too bad it's filled with bugs that never get fixed so I won't upgrade to their paid version because I bet that it has flaws too. So I had been looking for a similar alternative but have given up and for now will just do things the "old fashion way"...
  • Profile picture of the author Hansons
    Great tutorials here for managing clients, well I haven't reached that level, I'm developing my business so I would apply this when I would need it..
  • Profile picture of the author SEODollz
    I have always wanted to find some other way of doing things but like nik0 I haven't found that perfect fit.

    We use shared Google Docs and Google Calender so my team can stay organized (all but my assistant are offsite.) We are heavy skypers too. We use Dropbox for big file transfers, the interface is easier for everyone to use though I prefer Filezilla myself

    I use Hubstaff for monitoring and time tracking for all my employees. Payroll and client
    payments go through Paypal, I check the account but my assistant handles all the day to day processing tasks and I just check her math when I get my weekly report

    Powersuite makes reporting and tracking clients progress easy. I wish everything was that easy.
  • Profile picture of the author RJRitchie
    Lots of great ideas!

    I use excel as well and I have been using PayPal for about two years to invoice which is easy for me and I can keep track of my billing. Plus it's free (-2.9% +.30) so to speakÖ

    I tried the others but could not agree to pay so much a month.

    Thanks, I'll keep learning from the other post here. - RJ
  • Profile picture of the author seoace
    Hey frettcarla, what online tools do you use to manage and keep track of your seo clients?
  • Profile picture of the author mightygeek
    Originally Posted by seoace View Post

    Hi

    For mine,

    Payment forms - Jotform then I reference & manually add the new clients into my Excel file.

    Client management - I use Excel for mine (and in the file includes name,email,phone, campaign name, date ordered, requests).

    Reporting - Reporb for creating backlink reports for clients.

    Keyword Rankings - Scrapebox + their Rank tracker plugin & looking into Serpbook for clients.

    But I personally have a hard time scaling it hard due to the amount of "non-automated" work this involves.

    How about you & your SEO business on managing your SEO clients?
    We use active collab's on-premise project management system in back-end for managing clients project, it does have CRM, invoice, billing, time-tracking, document sharing, online chat and everything in it. The only downside is making custom SEO reports for every client.

    You can check these PMS :-

    *Active collab
    *Mangoapps

    Mango apps does have same features as active collab + video conferencing system for collaborating with clients & team.

    For SEO reports, we use link assistants program for analysing website audit. Ahref's report, Moz reports etc.
  • Profile picture of the author SoCal Digital
    I use Paypal for billing, Excel for reporting, and MySEOtools.com for keyword rankings and professional monthly reports.

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