How to Choose a CRM For Your Web Design Business
The trendy tool isn’t necessarily right for YOU!
If you came here looking for an easy answer about how to choose a CRM tool for your business, it’s not going to happen. You are going to be able to use this blog post to narrow down the choices and some information for your own pros and cons list.
After graduating from college, I was fortunate to land a job at a small IT engineering company during an economic downturn. This shaped my future corporate career for the next 11 years.
If I didn’t know, I learned. If we needed a tool, I googled and experimented. Working in and around IT people for so long taught me that if you think, “it would be nice if…” there is a good chance it already exists.
In general, a tool will almost always be better than your manual process. That goes for your CRM as well.
Key Takeaways:
What is a CRM?
What features you need in a CRM
Cost considerations
Two options to set up your new system
What do I mean by CRM?
In the online space, when someone talks about a CRM, typically, they are referring to a tool that can manage leads, send proposals and contracts, collect payments, and provide a good first impression to clients. You can do all of these things with individual tools and email, but usually (not always) an all-in-one tool will be easier for you to manage.
It also improves the client experience because everything looks uniform. In most platforms, you can custom design forms and templates with your branding.
What features do you need?
Before choosing a tool, identify what capabilities you need it to have. Having a process map of your business is a great way to easily identify what features you’ll need. The process map should break down how a lead gets into your funnel, what steps they go through to become a client, and how the client process is handled from onboarding to offboarding.
Once you’ve documented all of those steps, you’ll have a really clear view of what features you’ll need. Here is a list to help you get started:
| Feature | Required | Nice to Have | Doesn't Matter |
|---|---|---|---|
| Contract templates and digital signatures | |||
| Invoicing + Payment Processing | |||
| Direct Check Out option | |||
| Required Autopay capability | |||
| Lead Capture forms | |||
| Call scheduling | |||
| Client Portal | |||
| Phone App | |||
| Design Customization | |||
| Integrations: Quickbooks | |||
| Integrations: Zapier | |||
| Integrations: O365 | |||
| Integrations: Project Management Tool |
How much are you willing to spend on the CRM?
Once you’ve identified what features are needed for your business, consider how heavily price will weigh in. Many small business owners struggle with how to choose a CRM that balances affordability with powerful features.
Most CRMs range from $200-$500 per year. This price point might feel steep for someone just starting out, but once you have a consistent flow of design clients each month (i.e., are consistently making more than $500 per month), this is a necessary cost of doing business.
Here are a few of the most popular CRMs for web designers and the cost of each:
Dubsado: $400/year (Get 20% off your first year using code bethdub22)
Honeybook: $588/year (Get 30% off your membership)
WillowSpace: $300/year
Moxie: $240/year
* Please note that these were the prices as of September 2025 and cannot be guaranteed. See below for discount codes.
DIY or DFY?
When you purchase a CRM for your business, will you set it up yourself (DIY) or will you pay an expert to set it up for you (DFY)? Let’s break it down:
Do It Yourself Pros
You’ll have a deep understanding of the tool once it’s set up
It only costs your time and the subscription fee (which you’ll pay either way)
You can slowly roll out the use and adjust as you go
Do It Yourself Cons
It will take a lot longer to complete
You might not set it up correctly
You could overlook useful features
Expert Done For You Pros
It will be faster than DIY
It will be done right the first time
You’ll end up with training documentation on how to use it
Expert Done For You Cons
Expensive
You’ll still need to learn to manage it yourself
If your offers change, it’s on you to update it or pay again
Choosing the wrong service provider can be just as frustrating as DIY
Each CRM has a different learning curve. Based on your tech savviness and whether you DIY or DFY, the ease of use should factor into your decision.
If you have someone on your team, a Technical VA or OBM, you can get the best of both worlds! DFY setup and someone to help manage it and ask questions when you’re stuck.
TL;DR Summary
Dubsado and Honeybook are the two most common CRMs I see used by web designers, but WillowSpace is making a splash, as it was created by a designer. Moxie is an underrated CRM more entrepreneurs should consider using. Here are my brief thoughts on each CRM.
Dubsado has a steep learning curve, but its workflow capabilities are excellent! It’s easy to make a mistake when using workflow if you aren’t experienced. They have improved design capabilities within their forms, but it still has a 1-page limit.
Honeybook is easier to catch on to. Their automation works for basic needs but is lacking compared to Dubsado. The release of Smartfiles (multi-page proposals and forms) in 2022 gave them a big leap forward. Big rollouts in 2024, including file management, Apple Pay integration, and a template gallery, made it even harder to leave.
WillowSpace is built for designers, but it’s new to the space. They make changes and updates very quickly to catch up to the competition. I would still like to see them roll out multiple schedulers and direct checkout.
Moxie was built for freelancers and creative entrepreneurs to help them with client and project management. They’re working to be the best all-in-one platform. They have a ton of features already (time tracking, meeting scheduler, accounting, invoicing, etc.), but I think the features need to be built out a little more to compete with other tools like Toggle and QuickBooks.
Tezzera is a very new CRM designed by a designer. It launches in fall 2025, and is definitely one to watch. I love that it’s designed by someone who understands what web designers are looking for in a CRM tool.
The client portals aren’t great on these tools, but Dubsado would have a slight lead in that department. Most web designers opt to host a client portal in another tool or in a Google Doc.
Get 20% off your first year of Dubsado using code bethdub22
Next Steps in Your CRM Journey
Knowing how to choose a CRM can save you time, money, and frustration in the long run. It grows with your business so you can scale quickly and efficiently. A CRM is needed for both your sanity and client experience—it’s not an optional expense.
What IS optional is whether you implement your new CRM yourself or hire someone else to do it for you. My OBM services include tool implementation and updates to help you set up your CRM and maintain it. Book an inquiry call to learn more about how we can work together to strategically optimize your business.
FAQs About How to Choose a CRM
Which CRM is best for beginners?
If I had to pick one overall “sweet spot,” I might lean toward Moxie, because it balances usability, aesthetics, and important features nicely, while being less intimidating than Dubsado. But if you know you'll need advanced workflows or want maximum control, Dubsado may still be better in the longer run.
What is the most widely used CRM?
The most widely used CRM is Salesforce. However, I don’t recommend this tool for small businesses because of the cost and complexity of the tool.
What is the simplest CRM?
If I had to pick one that’s likely the simplest overall (for most people who want a CRM to get up and running quickly with minimum fuss), it would be HoneyBook. It has an easy setup process and includes all the necessary features small businesses need.
A close second is WillowSpace, especially if you care as much about the look/feel and user experience as functionality. It might take you a bit more time to get slightly custom stuff done, but its simplicity is very strong.
