How CRMs help voice actors build relationships with clients

In how to start a voice over business successfully, we talked about why it’s vital to create and maintain a proper voice over company. A tool to facilitate an organized way to build relationships with clients is through the usage of a CRM.

Can you remember what you ate for breakfast last Thursday? Or how many times you checked your cell phone yesterday? The odds are that you probably can’t. And that’s okay because you don’t need to remember what you eat for breakfast. But you do need to remember your interactions with your clients to improve client relations.

What is a CRM?

The acronym stands for Customer Relationship Management. According to Hubspot, which is a popular CRM, ‘it’s a system for managing relationships with your customers.’ 

Instead of relying on your memory, excel sheets, or notebooks, a CRM is web-based and designed to help you record and track client information. It’s like a virtual client relationship manager.

How can a CRM help you as a voice actor? 

One of the best ways to create a successful and permanent voice over business is by building relationships with clients. This can be done through a client relationship manager. Most CRM’s have tutorials and support to help you learn how to build client relationships.

Now, it doesn’t have to be long and complicated or even time consuming. In fact, once you learn how to build client relationships with your CRM, you will save time, money and resources. You will also see a marked improvement in your client relations. This is because it’s easier to keep track of whom you’re speaking to, which projects you’re working on, your rates for each project, and payment statuses.

How can a CRM help you to maintain contact and client relations?

Building relationships with clients will not happen overnight. It takes time to gather and track information, and build rapport. But once you’ve obtained the information, you never have to worry about remembering or storing it.

Let’s take a look at a practical example. 

John is a voice actor, who was just hired by ABC media. Here’s their abridged conversation.

Chat between client and voice actor

After the session, John needs to get paid. So he messages Danny.

Chat between client and voice actor

How would a CRM benefit John in this case? He could take this information, create a client profile and set it up like this.

CRM Board

So the next time Danny reaches out, John will know exactly which project he worked on before, what rates he charged, whom to invoice, and whether he was paid for the last job or not.

Tracking auditions and invoices

Your CRM dashboard will help you to track auditions, bookings, payments, and even client interactions from online casting platforms. And when you’re trying to learn how to build client relationships, CRM sites can offer detailed advice and suggestions that are tailored to your voice over business. 

Voice123’s Customer Success team also deals with commonly asked questions that you might be wondering yourself:  

-Can you help me check if I was paid for this booking?

-I received this message but I don’t know which client booked me. 

-I auditioned for this project but now the rate has changed and I don’t remember what the original amount was.

-How do I know if I was chosen for a project? 

-How do I track my secure payments?

Frequently Asked Questions - CRM Voice over

Deb DeVries, a voice actor on Voice123 with a top 30% ranking score notes how a CRM helps her voice over business:

“It helps me stay on top of my invoicing … I just realized I still have an outstanding invoice and it was a net 30. Without that prompt or that reminder that might’ve gone by the by … You can track your audition to booking ratio. You can look at a whole span of time, say a year and say, okay, what are some of my trends revenue wise, or what are some of my trends for auditions?”

Do's and Don'ts on building relationships with clients

Your CRM can help you to avoid unnecessary interactions with your clients, asking redundant questions, and mixing up information. Or it can become a source of spam communication that puts a client off. It’s like a baseball bat. It can score a homerun and win the game, or break a window and land you in trouble! It all depends on how it’s used.

Dani States built VOICEOVERVIEW because she needed a place to stay organized, but none of the existing tools were doing it for her. “It’s a full-on business management system. You can track your jobs from the time that you book it to when you deliver, get approval, invoice and actually pay.”

Dani’s helpful CRM Do’s and Don’ts: 

Do “make your CRM part of your daily workflow, especially when you’re brand new.”

Do “put the people in that you’re actively in conversation with, people that are actively looking to hire but not those people that someday I might reach out to. Keep that in a separate area”.

Don’tmake it something that you have to catch up on at the end of the day or month because it will soon become overwhelming.”  

Don’t add every contact you’ve ever made contact with.”

CRM Resources and Exclusive Deals

You’ve got the most popular CRMs designed for various industries such as Nimble, Hubspot, and Salesforce. Or a client relationship manager specifically designed for voice actors that can also help you learn how to build client relationships. Some websites like UpperLevel hosting also offer a CRM and website hosting for voice actors.

In fact, Deb also mentions that she uses a voiceover CRM because “it is highly customized for our particular industry. There are some fine CRMs but they don’t use terminology like audition, booking percentage … all of those descriptors are relatively unique to the voiceover industry. It gave me a tool that provided me the opportunity to put all of my customer information in a single place.”

To help boost your voice over business, Voice123 has partnered with the following voice over CRMs. Learn more about them here:

SpitFire CRM Logo

Jason McCoy created SpitFire CRM after realizing his time was best spent in front of a microphone rather than following up on invoices.

“I was using a CRM to keep track of business relationships and an invoicing app to bill clients. SpitFire puts everything in one place so I save time running my business.”

FirstVoiceDataTM Logo

FirstVoiceData is a custom software solution by Joshua Alexander VoiceOvers to help you run and efficiently manage your voiceover business. Database and accompanying document templates help you send out contracts and invoices, manage Accounts Receivable, Marketing, Taxes, entering payments, tracking income, and monitoring forecasts. Included in the package are contract templates with clauses that protect your voiceover interests, marketing templates, goal tracking worksheets, and so much more. It works on PC or Mac through either MS Office with Access, or OpenOffice. Mac requires either Parallels, BootCamp or VMWare to run. Request a live demo here. 

Voiceoverview Logo

Created by Dani States, VOICEOVERVIEW is a voiceover-specific business tracking and management platform with a CRM component. Unlike traditional CRMs (Nimble, Zoho, Constant Contact, etc), they focus on the core competency, which is the unique business metrics of voiceover. This is a platform will help you understand your business better AND helps you keep track of clients. 

UpperLevel CRM Logo

Spearheaded by Brad Newman, UpperLevel CRM is a uniquely designed platform created and inspired by the voiceover community, fully understanding your needs and the journey required to be your best.

And see below and follow the instructions to access the special deals when you sign up!

Voiceoverview Logo


Sign up via this link and receive a 3 month free trial.

SpitFire CRM Logo

Spitfire CRM

Sign up & get a 14-day free trial by using the coupon code VOICE123 to save $5 per month off the monthly plan.

UpperLevel CRM Logo

UpperLevel CRM

After signing up and verifying your email, put Voice123 anywhere on the form to redeem a free 6 month trial.

FirstVoiceDataTM Logo


Sign up here & use discount coupon code, FVDFiftyOne, for $51 off.