How I use Capsule CRM to manage my translation projects and clients

For a long time my translation project and client management method was fairly basic. I just scheduled each job in my Outlook calendar and set reminders for each project's milestones and deadlines in there. I also set up the projects in FreeAgent ready for invoicing.

This was fine - the simplicity of it was nice. But my Outlook calendar ended up looking a bit chaotic whenever there were a lot of deadlines and appointments on the same day. Plus I felt I had no overview of my partnerships with my clients (or prospective clients). 👀

At some point I got really into the Kanban board way of visualising specific projects and goals. So I started looking for something that would offer that.

Then Capsule CRM came onto my radar and seemed to offer what I needed. 🍾

Here are the top 5 reasons why I like it so much:

1. Getting started was easy. I could simply import all my client contacts from FreeAgent, which also carried over all historical information about that client relationship, including sales figures to date. There was no need to start from scratch.

2. It's simpler to use than other CRM tools that I've tried. I'm on the lowest pricing tier, so things like its 'sales pipeline' are pretty basic in my version. But I don't need anything more for my solo business.

3. The integrations. Integrations with FreeAgent, Google Workspace and Microsoft 365 are one of the main things that make Capsule great. I didn't want yet another site/tool that just worked in isolation from the rest of my business. For example, on my Capsule home page I have an overview of upcoming projects, tasks, and appointments from my Outlook calendar. I can also add a new project directly from the corresponding email within Outlook with the 'Send to Capsule' add-on.

4. The 'Project boards' (Kanban) feature for project management. This is quite new and has been a game changer. Once I've set up a project and its deadline, it goes into the 'in progress' board on either the 'translations' or 'copy-editing boards.

5. I can break down stages of each project. I can set milestones such as copy-editing passes, as well as tasks for things or queries I'll need to finalise before delivering a project. I can also automate my workflow a little, e.g. by setting a date for sending the project invoice. Once I've delivered the project, I can then move it to a 'to be invoiced' board. Once that's done, the project can be 'closed' but will remain in the project history for that client, giving me an easy-to-find record.

I just love this tool and know I could get even more out of it.

Any freelancers out there using something similar?

Contact me at philippa@hammondtranslations.com if you’d like to know more about Capsule CRM.