CRM for IT companies and SEO agencies

IT business is a constant balance between innovation, efficiency, and decision-making speed. How can you maintain control over all processes without losing flexibility? In IT, CRM is more than just a tool; it's a strategic solution that automates project, client, and personnel management. AvadaCRM provides IT CRM development services from scratch and scaling of existing solutions. Our software products help your business grow faster, more organized, and more effectively.

What is a CRM system for an IT company?

CRM is a system for managing customer relationships. But in the IT services sector, it performs a much broader range of tasks: from automating IT processes to project management and recruiting. For an IT company, a management system becomes a hub, uniting communication, analytics, document management, and task control within a single digital ecosystem.

With a high-quality CRM, IT projects move forward without delays, employees are focused on results, and clients receive the best service without unnecessary communication barriers.

What are the benefits of automation for IT companies?

Using CRM for project management opens up unique opportunities for web studios.

• Process optimization – CRM for IT companies automates routine tasks and improves employee coordination, allowing you to focus on product development.
• Effective project management – IT service automation allows for the efficient distribution of tasks, control of deadlines, reduction of task completion time and the likelihood of errors, and increased overall productivity.
• Centralized storage of client, project, task, and financial data ensures transparency of business processes, allowing you to track task progress, manage changes, and quickly respond to emerging issues.
• Recruitment automation – CRM for HR IT helps manage the recruitment process, track candidates, and speed up the onboarding of new employees.
• Increase customer loyalty by tracking interaction history and providing personalized service. Automating your IT department speeds up the processing of technical support tickets, reducing response times. A management system helps you build long-term relationships with customers, encourage repeat business, and respond more quickly.
• Flexibility and scalability – a custom CRM for an IT company can adapt to changing market conditions and new business requirements.
• Resource management, including staff, equipment, and licenses. The system helps plan employee workloads, monitor resource usage, and optimize costs.
• Analyzing sales and marketing processes allows you to identify growth opportunities and make informed decisions.
• Improving communication and coordination within the team. Web studios typically work with large teams consisting of designers, developers, project managers, and other specialists. CRM becomes a unified space for sharing information, setting tasks, and monitoring their progress, increasing team efficiency.

What processes can be automated using CRM in an IT company?

A CRM system in IT is more than just a client tracking tool; it's a fully-fledged operational platform for automating internal processes and customer interactions. Let's look at the business processes that can be optimized with a custom IT CRM.

Sales of IT products (SaaS, subscriptions)

• Automate sales funnels by tracking leads from initial contact to closing and sending managers prompts on next steps.
• Manage your product and service catalog, and centralize your information about SaaS solutions, licenses, pricing plans, and additional services.
• Sales funnel setup by product type – single licenses, SaaS subscriptions, technical support.
• Generation of invoices and payment reminders.
• Subscription management – renewal and cancellation, sending notifications about the need for renewal and upsell opportunities.
• Analysis of the effectiveness of various sales channels and conversion, revenue forecasting.
• Synchronization with payment systems and billing.

Outsourced project management

• Card/stage creation with support for Agile, Scrum and Kanban boards and the ability to integrate with Jira, Trello, Asana.
• Linking tasks to contracts and budgets.
• Distribution of tasks between performers and deadline control.
• Document management – automatic generation of contracts, acts, and invoices linked to projects and stages.
• Track progress, manage deadlines, and color-code priorities.
• Convenient communication within the team.
• Track the time employees actually spend on project tasks to ensure accurate client billing.
• Budget management – control expenses, track budget deviations and generate profitability reports.
• Communicating with clients, storing correspondence history, coordinating work stages, and providing reports.

DevOps Cycle Management

• Track the status of builds and deployments, and assign tasks and bugs to specific builds.
• Manage development and testing tasks with generation of progress reports.
• Integration with development tools – version control systems (Git), CI/CD platforms (Jenkins, GitLab CI) to track development progress and releases.
• Incident management: registration, prioritization and control of their resolution.
• Building a knowledge base of projects, problem solutions, and DevOps best practices.

Onboarding clients and employees

• Automated onboarding checklists (internal and client).
• Distribution of tasks among employees, setting tasks for the probationary period and monitoring their implementation.
• Integration with electronic signature, internal systems and documentation (NDA agreements, technical specifications).
• Planning introductory meetings.
• Collecting the necessary information.
• Automatic sending of welcome messages, reminders, and instructions tailored to user types: client, manager, developer.

Support and SLA (Service Level Agreement)

• A ticket system with prioritization, tracking of the speed of acceptance and resolution of requests.
• Support for multi-channel and automatic notifications.
• Analysis of the number of requests, response and processing speed of applications, customer satisfaction, and SLA fulfillment.
• Registration of customer requests through various channels (email, phone, chat).
• Automatic routing of requests to responsible specialists.
• Building a support knowledge base: FAQ and troubleshooting.

Automation of SEO processes

SEO CRM allows for centralized management of all stages—both for client projects and for the IT company's internal needs. Automatic website SEO promotion with a management system significantly saves search specialists time by performing large, monotonous tasks.

• Generating technical specifications based on SEO audits (e.g., using Screaming Frog, Ahrefs, or Semrush). SEO company CRM automatically records tasks such as page speed optimization, duplicate content removal, redirect setup, and more.
• Content strategy planning. By integrating with the editorial calendar, the CRM system for SEO agencies allows you to create content plans based on the semantic core, distribute tasks among copywriters, manage deadlines, and track task statuses.
• Link building management. A CRM service for SEO projects collects and stores information on all placements: donors, costs, publication dates, presence of backlinks, and also automates reminders to check placement integrity.
• Monitoring key metrics. The SEO CRM integrates with Google Search Console, Google Analytics, Serpstat, SEMrush, and other tools, allowing you to track organic traffic growth, rankings, CTR, and other KPIs across projects, pages, and time periods.
• Automatic reporting. The CRM for managing SEO tasks generates reports on key performance indicators (visibility, ranking growth, organic traffic dynamics, completed tasks) and automatically sends them to the client or project manager.

Which IT companies need CRM system development?

A CRM system for IT companies will become a key element of the digital infrastructure for any business involved in project management, customer service, and team coordination. It is most needed by:

• Web studios working on multiple projects simultaneously involve designers, front-end and back-end developers, content managers, and project managers. For such companies, centralized management of orders, deadlines, and tasks is essential.
• Software developers (SaaS, PaaS, mobile and desktop solutions) who need to manage the product lifecycle, subscription sales, user support quality, and A/B testing of functionality.
• Outsourcing and outstaffing IT companies require clear documentation of tasks, budgets, client communications, and reporting for each stage of the project.
• System integrators and DevOps teams who value strict control over releases, logging, SLA compliance, and operational support.
• Product teams with a complex structure, where it is necessary to control the backlog, prioritization, sprints, performance metrics and user feedback.
• IT consulting and solution implementation – for companies in this sector, IT CRM allows them to structure customer interactions at all stages: from pre-sales and demos to implementation, support, and repeat sales.
• IT companies with remote teams that need to centralize information, coordinate employee work, and control task execution regardless of their location.
• Companies recruiting IT specialists need a CRM to automate recruitment, manage their candidate database, and track hiring stages.
• SEO agencies and marketing companies require transparent work on promoted projects: tracking tasks, statuses, deadlines, campaign effectiveness, and interdepartmental collaboration.

When is a web studio need a CRM system?

Developing a CRM for projects becomes essential when a web studio's volume of orders grows, and managing them becomes complex and inefficient. If your team faces task chaos, a large volume of manual work and duplicate tasks, missed deadlines, and data loss, it's time to automate processes. A project management CRM is especially relevant when multiple teams are working simultaneously, and each project requires a unique approach and constant feedback from the client.

If a company positions itself as a professional provider of digital products and services, it cannot afford to operate without its own CRM system. This is not only a matter of internal efficiency but also an indicator of maturity and technological culture. For example, it would be strange to promote complex business tools to clients without having the best solutions in its arsenal. Having its own CRM system for an IT company is an indicator of deep expertise and a commitment to offering truly user-friendly, well-thought-out products, proven through experience.

Stages of CRM system development

Automating IT processes is a complex process that requires a deep understanding of business specifics and the use of modern technologies.

Analysis and definition of business needs

CRM development for an IT studio begins with a thorough analysis of project management, sales, customer support, and company goals. Analysts examine existing tools and identify critical areas requiring automation. This results in a clear understanding of the functions that need to be implemented in the system, as well as the integrations and scalability mechanisms required.

Creation of technical specifications

Based on the data obtained, a technical specification is developed, which includes a description of the system architecture, security requirements, a list of functional modules and their interactions, and a list of integrations. The specification serves as the basis for developing a CRM system for IT and ensures understanding between the client and the developer, defining the project timeline and cost.

Architecture design and prototyping

Creating the logical structure of an IT business management system involves designing the front-end and back-end components, selecting databases, and determining information exchange methods between system modules. Interactive interface prototypes are developed in parallel, allowing for early visualization of the future product and user experience (UX) testing. Tools such as Moqups, Figma, and Sketch are used for prototyping. Mockups allow for testing the future system and obtaining feedback from the client before development begins.

UI/UX design development

At this stage, the CRM system's user interface is designed to be user-friendly, intuitive, and consistent with the IT studio's corporate style. User-friendly dashboards, visual elements for quick data analysis, and workspaces for different user roles (developer, manager, client) are created, along with interactive elements that speed up navigation and increase productivity. Particular attention is paid to adapting the system to various devices.

Creating a program code

This step involves writing code for the server and client portions of the system. This involves using modern technologies that ensure the program's reliability and scalability:

• for server logic and API integrations (backend) – PHP and Python programming languages, Node.js platform;
• to create a user adaptive interface (frontend) – JavaScript frameworks React, Vue.js, Angular;
• Depending on the requirements for storing and processing information, the following databases are used: PostgreSQL, MySQL, MongoDB;
• To connect CRM to external services and ensure real-time operation – REST API, GraphQL, and WebSockets integration.

Development is carried out iteratively, taking into account CI/CD approaches, which allows you to work on the project and test it in parallel.

QA testing

A high-quality CRM system for a web studio must be not only functional but also stable. After development is complete, comprehensive testing is conducted, covering functionality, integration, and load testing. This stage allows for the detection and elimination of errors, as well as verification of the project's compliance with the client's requirements.

Release and implementation

After successful testing, the CRM system is deployed on the client's server or in a cloud infrastructure (CRM SaaS). Synchronization with existing tools and services is performed, and the team is trained to ensure all users are able to work effectively with the system.

Technical support and updates

Developing a CRM system for an IT company doesn't end with implementation. IT studios evolve, and their needs change, so the system must quickly adapt to new requirements. Technical support includes regular system updates to reflect new technologies, bug fixes, customer support, adding new features, integrating with new services, and adapting the system to the IT studio's evolving needs.

Why should you order CRM system development for your IT company from AvadaCRM?

AvadaCRM is a team of experts in IT solutions. You can order the development of CRM systems for IT companies from us – high-tech, scalable, and secure, adapted to the needs of digital agencies, web studios, and technology companies.

We use cutting-edge technologies, including AI, Big Data, and cloud solutions, ensure integration with any external services, and guarantee reliable data protection. Our approach allows us to develop a management system that fully corresponds to your business processes and is ready to transform to meet new requirements. By choosing AvadaCRM, you get not just a software product, but a strategic solution for the growth and development of your IT company.