CRM for graphic designers
Graphic designers require clear documentation when clients request new formats after approving the original deliverable list. Workspace369 tracks client records, proposals, projects, files and invoices to handle scope revisions. Artwork authoring and source files stay in your design software, while Workspace369 runs the client work around them.
Key facts
CRM for graphic designers at Workspace369 covers 9 areas, including client records, proposals, projects and tasks.
The workflow runs in 5 steps, from "drafting the initial design proposal" to "adjusting invoices for expanded design scope".
Workspace369 starts at $29/mo for 1 seat, and the Commander plan includes 20 seats, 500 GB of storage, and 120,000 AI tokens per month at $299/mo.
Additional seats cost $10 each and 100 GB of additional storage costs $15; full pricing is public on the Workspace369 pricing page.
The problem
When a design client requests new formats after approving the original deliverable list, designers often start rendering files without updating administrative baselines. Without recording these changes in client records or updating active tasks, the studio loses track of scope. This creates gaps between what was originally outlined in client proposals and the final files delivered, leading to unbilled design labor and mismatched expectations.
Design alterations frequently arrive through disjointed text messages, design tool comments, and emails. When client conversations are not linked directly to the graphic design project or specific tasks, designers miss critical format requirements. This fragmentation forces studio operators to manually search through multiple communication threads to verify whether a client requested a vector asset, a web-ready transparent PNG, or a print-ready PDF file.
Graphic designers struggle to maintain clean file delivery paths when final assets are stored across personal drives and local machines. Without a dedicated place for final files inside the client portal, clients lose track of their final layouts. This leads to repeated requests for resending assets, forcing designers to halt active creative work to dig up historical files that should be accessible directly by the client.
Adding extra layout dimensions or file formats requires modifying the billing record. If the studio does not connect updated project tasks to outstanding invoices, the extra production time goes unbilled. Graphic designers often deliver additional file varieties as a courtesy simply because updating a manual billing system takes too long, directly reducing the profitability of the creative studio's core design packages.
The product
Clients watch progress, files, and invoices in a branded portal instead of asking your team for updates.
Email, SMS, calls, and voicemail land beside the client record — with AI summaries, so anyone on the team can reply with full context.
Tasks, files, and status for every engagement — visible to the team and, through the client portal, to the client.
Send quotes, bill milestones or retainers, and let automated reminders chase anything outstanding.
Workflow
The workflow begins by creating a new entry in client records and drafting a detailed proposal. In this proposal, the graphic designer lists every specific file format, layout dimension, and asset variation included in the flat-rate fee. You schedule the initial brand discovery session using the built-in scheduling tool, ensuring the client confirms all technical delivery requirements before any creative layout production or asset authoring begins.
Once the client accepts the proposal, the graphic designer converts the agreed scope into an active project. Within this project, you map out explicit tasks for mood boards, concept sketches, layout refinements, and final asset preparation. Each task contains instructions to record format changes in the brief, so scope changes stay visible to the whole studio.
When a design client requests new formats after approving the original deliverable list, the operator logs the communication in conversations. You immediately create a new task within the project to address the additional formats. The operator updates the client record to show the expanded scope, ensuring that any modifications to the delivery list are documented textually before any additional rendering occurs.
After completing the additional file formats in your external design tools, you upload the final files to the project files section (file attachments start on Specialist). The designer notifies the client through the client portal, granting them direct access to download their completed vector assets and layout files. This keeps the final delivery organized and helps the client track their assets.
To finalize the workflow, the operator reviews the logged conversations and completed tasks against the original proposal. If the client requested extra formats outside the initial agreement, you generate updated invoices reflecting the additional design and rendering labor. The operator sends the invoice directly to the client using the platform, helping the graphic design studio receive proper compensation for the expanded project scope.
Product coverage
Loved on the App Store
Finally feels calmBounced between three or four all-in-one tools and always ended up in a mess of tabs. This is the first one that feels calm. Set up my client projects in ten minutes.
Painless team rolloutRolled it out to our eight-person team and adoption was painless — intuitive and polished. I'd love more integrations, but they keep shipping.
Hours back every weekWas juggling separate tools for notes, tasks, docs, and updates. Consolidating into one place has genuinely saved me hours each week. Support is responsive too.
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FAQ
Keep artwork authoring and working source files in your design software. Workspace369 runs the business side of your studio: client records, proposals, projects, invoices and, from Specialist, versioned file attachments. You upload final deliverables for client access rather than working source files.
Yes. You can upload final image files or layout proofs directly to the files section and share them using the client portal or conversations. This allows your clients to view the deliverables and request format modifications, which you can then log as new tasks within their active project record.
When a design client requests new formats after approving the original deliverable list, you should log the request in conversations. Next, create a specific task for the extra rendering work within the project, and adjust your final invoices to reflect the additional design and production labor required.
You can use scheduling to set milestones and map out individual deadlines using tasks within each design project. This keeps project progress visible to the whole studio. You can also share these timelines directly with the client using the integrated client portal.
Ready when you are
Start with the modules you need today, then turn on AI, automations, accounting, inventory, requests, and reporting as the operation grows.
