How to Combine CRM and Project Management for Business

Customers and clients are undeniably the driving force behind any business. CRM and project management keep both in check. They ensure seamless operations and high customer satisfaction.

Take Amazon, for instance. Its ability to recommend products you didn’t even know you needed? That’s CRM at work. Meanwhile, project management software guarantees that your order is always in stock and delivered on time—because a “Sorry, this item is unavailable” message is a massive miss for any company.

And it’s not just a nice-to-have. According to Capterra, 45% of businesses saw a sales revenue boost after effective CRM software implementation.

So, let’s break these two down—objectively, subjectively, and most importantly, in a way that works in your favor.

What Is a CRM and What Does It Do?

In 2000, Paul Fulchino had big plans for Aviall, a Dallas-based aircraft parts distributor. His goal was to turn it into the go-to supply chain management provider for the aviation industry. 

But there were some problems on the way—chaotic customer data and outdated processes:

He knew it was time to introduce CRM, and that’s exactly what he did:

Within four months, sales calls tripled, the customer base grew by 33%, and daily orders jumped from 1,000 to 2,500—without increasing staff.

You could say this moment marked the beginning of CRM’s rise in corporate strategy. Today, 97% of sales teams in the US and Canada say their CRM system is critical to closing deals.

But what is a CRM, and what does it do?

A CRM (Customer Relationship Management) system is a software solution that helps businesses manage interactions with customers, track leads, and facilitate sales, marketing, and support efforts.

What Is Project Management Software?

Now, imagine you’ve nailed your customer data, your CRM system is firing on all cylinders, and your sales pipeline is thriving. But without project management, you still have a massive problem on your hands: you can’t seem to delegate tasks effectively.

Projects are dragging, deadlines are slipping, and your team is stuck in a never-ending cycle of miscommunication. This is where project management CRM software can step in and help you delegate tasks effectively. Here are some benefits of project management software that you can expect once it’s at play:

📊 Greater project visibility: If multiple departments are working on the same project, a project management platform ensures that teams stay aligned, and deadlines don’t turn into “I thought you were handling that“

🖇️ Centralized task management: Everyone has their own way of tracking tasks—sticky notes, spreadsheets, or sheer memory (risky). A task management tool brings everything under one roof and even sends alerts when dependent tasks are completed

🔍 Accurate reporting: Leadership loves numbers. A project management system pulls real-time data into dashboards and reports, offering clear insights into project progress, profitability, and overall team performance

⌛ Global time tracking: If billing clients based on hours worked, you need precise tracking. A project management CRM logs billable and non-billable hours, helping set accurate rates and invoicing clients without confusion

Of course, these are just a few reasons why businesses invest in project management software. But at the risk of sounding cheesy, it’s more than a fancy to-do list—it’s the backbone of keeping projects, customer service teams, and customer relationships running smoothly.

The Benefits of Integrating CRM and Project Management

This goes without saying—bringing CRM and project management software together saves you time while automating the tedious stuff so you can focus on real business growth. But how does that exactly play out? Let’s break it down with some real-world scenarios.

1. A single source of truth

Switching between multiple systems leads to scattered customer data, missed updates, and duplicate work. With an integrated CRM and project management platform, everything from customer interactions to project details is centralized.

2. Faster project execution

Time is money, and delays cost both. With CRM project management software, teams can assign tasks, set deadlines, and automate approvals, reducing bottlenecks and keeping everything on schedule.

3. Improved client satisfaction

Clients want updates—just not 20 emails a day. A CRM and project management system gives them controlled access to project progress, reducing unnecessary back-and-forth while maintaining transparency.

4. Stronger collaboration between teams

Sales, marketing, and customer service often work in silos. When project management and CRM systems are combined, teams stay on the same page, ensuring seamless handoffs and fewer missed opportunities.

5. Automated workflows save time

Repetitive manual work slows teams down. CRM project management tools automate key processes, such as lead assignments, follow-ups, and task approvals, so employees can focus on more valuable tasks.

6. Data-driven decision-making

Without insights, businesses run on guesswork. Integrated CRM and project management software implementation provides real-time dashboards and reports to track revenue, team performance, and project efficiency.

Key Features to Consider

Great, now that you know the significance of onboarding a CRM and project management system, here are the features to look for:

• Customizable workflows: Adapt the CRM and project management system to match your business processes, from sales funnels to project tracking
• Scalability: Ensure the tool grows with your business, handling complex projects and expanding team collaboration without disruptions
• User-friendly interface: A system should be easy to navigate, with minimal training required for teams to manage projects efficiently
• Collaboration tools: Built-in messaging, shared dashboards, and client portals keep project teams and stakeholders on the same page
• Centralized document management: Store, share, and organize files within the CRM and project management platform to reduce scattered information
• Automated notifications: Keep teams informed with alerts for task updates, approvals, and project deadlines, preventing missed actions

How CRM and Project Management Work Together

Now, imagine combining all the features we’ve just discussed with exceptional task management—that’s for you.

As the everything app for work, it brings two powerhouse features together to consolidate your your CRM and project management within a single workspace: CRM and Project Management.

Let’s start with the CRM side of things. CRM is a highly adaptable system. You’re not stuck with a rigid, pre-built structure. 

First off, you’ve got customizable pipelines. This means you can create stages that perfectly match your sales process, from ‘Initial Contact’ to ‘Closed Won.’ Now, for visualization, you’ve got options. List View is great for quick overviews, Kanban boards let you drag and drop deals through your pipeline, and Table View lets you see all your data in a spreadsheet-like format. 

Plus, you can create Custom Fields to track specific information that’s important to your business, like industry, lead source, or deal value. Many project managers spend too much time chasing relationships and task dependencies, but solves this with 15+ custom views.

Then, there’s the centralized contact database. it’s a dynamic space where you can store detailed information, communication history, and related files for each lead or client.  structures your project and client information details in a clean, hierarchical format across Spaces, Folders, Lists, Tasks, and Subtasks.

Coming to tasks, Tasks significantly enhances CRM functionality by providing a direct link between customer interactions and actionable steps. 

Each lead or client can have associated tasks, ensuring follow-ups, meetings, and deliverables are never missed. You can assign tasks to team members, set deadlines, and track progress within the context of the customer relationship. This integration allows for seamless collaboration, ensuring that every touchpoint is recorded and acted upon. 

To supercharge your CRM workflow, leverage task dependencies and automation. From automatically creating follow-up tasks after a meeting to updating deal statuses based on task completion, these features help you with efficient customer management and improved conversion rates.

And to keep track of your performance, you can build dashboards with custom widgets to visualize key metrics like conversion rates, sales revenue, and team performance. Essentially, CRM is about giving you the flexibility to build a CRM that works exactly how you need it to.

If you want a visual snapshot of your task completion rates, team performance, or automation efficiency, just build a custom Dashboard.

You can choose from over 50+ cards for tracking task progress, workload distribution, and goal tracking—then share the dashboard with your team or clients for full transparency. 

Customer success teams often create CRM dashboards to monitor customer health, identify risks, and track potential growth opportunities.

If you are starting from scratch, ’s CRM template provides a lightweight yet powerful customer relationship management system.

Now for the heart of project management: collaboration. allows teams to work together in real time across:

Docs 

Docs lets you create detailed client profiles, meeting notes, and proposal documents, editing them live to ensure everyone is on the same page. The ability to assign action items directly within documents transforms these notes into actionable tasks, ensuring follow-ups are never missed. In project management, Docs facilitates the creation of project specifications, meeting agendas, and knowledge bases, fostering clear communication and accountability.

Whiteboards and Mind Maps

Whiteboards and Mind Maps can help teams visualize customer journeys, map out sales strategies, and brainstorm solutions for client challenges. For project management, these tools facilitate project planning, task breakdown, and idea generation, enabling teams to visually organize complex projects and identify dependencies. By providing a shared visual space, these features enhance collaboration, improve understanding, and facilitate creative problem-solving

Lastly, a good CRM and project management solution shouldn’t require constant app-switching. ’s integrations with 1,000+ tools, including Slack, Gmail, Zoom, Outlook, and HubSpot, make sure everything flows smoothly across your entire business process.

As Launch Control’s Customer Support Manager, Arnold Rogers put it: 

And if you’re still struggling to keep everything in one place, simply switch to ’s Project Management Template. 

It helps project managers, program managers, and portfolio managers break down silos, eliminate bottlenecks, and execute projects efficiently with built-in task tracking.

Best Practices for CRM and Project Management Integration

Successfully integrating CRM and the best project management tools can sometimes become tricky. Here’s how to do it right:

• User involvement: Get your team involved early in the integration process. The people using the system daily should have a say in how it works
• Data quality: Clean up duplicates, outdated entries, and inconsistencies to avoid future problems
• Define project phases clearly: Map out milestones, timelines, and dependencies within the CRM to provide clear visibility into project progress
• Provide proper training: Even the best CRM and project management platform is useless if your team doesn’t know how to use it
• Monitor KPIs: Keep an eye on CRM metrics like task completion rates, sales pipeline movement, and customer satisfaction scores to measure success
• Customer data synchronization: Ensure real-time updates across both systems so no one is working with outdated information

Choose For Fan-task-tic Efficiency

Managing customer relationships while keeping projects on track can make you feel like your hands are always full. 

This is why is so good at taking the weight off you by simplifying and centralizing task management, automation, CRM, and good project management in one place.

• QubicaAMF saved 5+ hours per week previously wasted searching for information
• RevPartners cut 50% in costs by consolidating three tools into one
• Lulu Press saved 1 hour per day, per employee with Automations, boosting work efficiency by 12%

These aren’t coincidences—they’re proof that is the all-in-one solution for CRM and project management success.

Sign up now on and make your team’s lives easier and more productive.

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