CRM with Task Management: Stop Losing Deals in the Cracks

A founder I met online recently lost a $10,000 project. Not because his proposal wasn’t good enough. Not because the client picked a competitor. He lost it because a follow-up task sat buried in his project management tool while his CRM showed the deal as “active.”

The client emailed twice asking for updates. No response. They moved on.

Here’s what actually happened: A sales rep logged the client’s urgency in the CRM, and the project manager queued the task in the PM tool. But those two systems never talked. The task existed in a blind spot, invisible to anyone who could have acted on it.

This story repeats itself in small agencies everywhere. And keeps harming agencies and small businesses.

The fix isn’t another tool or a coordinator to manually copy information between platforms. You need a CRM with task management built in, where sales and delivery exist in the same system.

We have tested 42 CRM with task management platforms and narrowed them to 9 finalists based on how well they connect client relationships to actual work execution.

If you’ve already tried some CRMs and got lost in complexity, couldn’t navigate the interface, or are hesitant to commit to expensive software that might not solve your real problem, this guide will help.

The 5 Task Management Problems Killing Your Revenue

Small agencies face specific challenges when sales and project execution live in separate systems. These aren’t theoretical issues. They are daily frustrations risking you losing clients and money.

Tasks disappear after deals close:

When your sales team closes a deal, it notes down every minute detail. But if your Project team is working on a different unsynced app. Some details will surely go missing.

Nobody knows who’s responsible for what:

Using different apps will create a communication gap among teams that might cause you serious problems in the future.

Reporting becomes a nightmare:

You need to know which tasks connect to which deals, which team members are overloaded, and which clients are at risk.

But your CRM shows pipeline health while your PM tool shows task completion. Combining those views requires manual spreadsheet work or educated guessing.

Switching between apps wastes hours weekly:

Check the CRM for client details. Switch to the PM tool to create tasks. Back to the CRM to update the deal stage. Over to email to confirm with the client. Each context switch drains focus and introduces mistakes.

Automation stops at the system boundary:

You can automate workflows within your CRM. You can automate task assignments in your PM tool. But automating the handoff between them is always prone to syncing errors, duplicates, and missing data issues.

Top 9 CRMs with Task Management (Ranked by Real-World Use cases and Reviews)

1. OneSuite – Best All-in-One for Service Agencies

OneSuite was built specifically for agencies tired of stitching together five different tools. While most CRMs stop at pipeline tracking, OneSuite carries you through the entire client relationship from first contact to final payment.

The platform handles lead capture, deal management, project delivery, invoicing, and client communication in one login. However, if you bill hourly, you’ll need an integration since their time tracking option is still in the development stage, according to their roadmap.

If you’re an enterprise with complex forecasting needs or a product company tracking thousands of SKUs, look elsewhere. But for digital agencies, consultants, and freelancers scaling to teams, OneSuite solves the exact problem you’re facing.

Key Features:

• Multiple pipeline support for leads, onboarding, and delivery workflows
• Task management is fused directly into CRM records
• Visual Kanban pipeline with customizable deal stages and drag-and-drop functionality
• Gmail lead capture extension imports contacts in a single click
• Integrated project management with full context transfer
• Branded client portal lets clients view progress, approve deliverables, and access files under your domain and logo

Pricing

• Free Tools: $0/month( up to 2 members ) [Basic Features]
• Starter: $20/seat/month [ Many Important Features Missing ]
• Professional: $800/month for 3 seats [additional seats $45/month ]
• Enterprise: $US$3,600/month for 5 seats [additional seats $75/month ]

OneSuite also offers a 14-day free trial. No credit card required. Sign Up Now!!!!!

User Feedback

🟢
I have been using it for approximately 5 months to manage my clients’ projects and to assign tasks to my employees. I like how easy and intuitive it is, as you don’t need to explain to your employees where to find their assignments and documents. It is very functional.

– Pedro C.

🔴
As any app that is in their early phase of development, Onesuite has some bugs that need to be ironed out. But none of that them were breaking the operations. They are mostly UI related and I am already seeing them fixing them one be one.

– Raabit H.

2. HubSpot – Best Enterprise Grade CRM

HubSpot represents the top tier of CRM capability with advanced forecasting, AI predictions, multi-channel attribution, and integration with nearly every business tool ever created.

The free CRM tier alone handles up to 1 million contacts with unlimited users, which is genuinely useful for small teams starting. But here’s the reality: what appears free quickly becomes $800 to $3,600 monthly once you need automation, custom reports, or marketing tools.

For small agencies, it’s often excessive, like buying industrial equipment to handle a job that requires basic tools.

 Key Features

• Multiple customizable pipelines with deal probability scoring and weighted forecasting
• Robust reporting and analytics, including custom dashboards, revenue attribution, and pipeline velocity tracking
• Marketing Hub integration connects email campaigns, landing pages, and ad tracking directly to pipeline data
• Workflow automation with trigger-based actions, automatic task creation, and deal rotation

Pricing

• Free Tools: $0/month ( up to 2 members ) [Basic Features]
• Starter: $20/seat/month [ Many Important Features Missing ]
• Professional: $800/month for 3 seats [additional seats $45/month ]
• Enterprise: $US$3,600/month for 5 seats [additional seats $75/month ]

User Feedback

🟢
Hubspot has an amazing number of integrations, and for the apps it doesn’t have native integrations for, it is very easy to automate using tools such as Zapier and Pabbly

– Vikas P.

🔴
While HubSpot is a great tool overall, one thing I found limiting is the lack of deeper customization in some areas, such as the color and format of the pipeline, but this is really something super small, and honestly, maybe there are already ways out there to do it, and I have not explored them

– Luis F.

3. Pipedrive – Best for Sales-Focused Teams

Pipedrive is what happens when salespeople build a CRM; it’s laser-focused on moving deals forward. Though it does have project management, they are more like optional modules.

The visual pipeline is its crown jewel: clean, intuitive, and built around activities that drive revenue. Pipedrive does sales and only sales. Once a deal closes, you’re on your own for project delivery, invoicing, or client management. If you need an all-in-one solution, Pipedrive will force you to stack tools.

Key Features

• Visual sales pipeline with drag-and-drop stages and deal rotting alerts
• Activity-based selling focused on calls, emails, and meetings (not just value)
• Sales forecasting with weighted projections and win rate tracking
• Workflow automation triggered by deal stages and field changes

Pricing

• Lite: $19/user/month – Basic pipeline and contact management
• Growth: $34/user/month – Automations, email sync, reporting
• Premium: $64/user/month – Advanced features, templates
• Ultimate: $89/user/month – Custom features

User Feedback

🟢
I like the multiple features, the ability to customize Pipedrive to my uses, the adaptability, and integration with Justcall

– Kerry K.

🔴
I would like better reporting availability options so I can see different levels of how the pipeline is being done, especially in the won my section

– Michael B.

4. Monday.com CRM – Best Visual Project-Sales Hybrid

Monday.com started as project management software and added CRM features later, which shows in both strengths and weaknesses. The visual boards are gorgeous, and the workflow flexibility is extreme.

If your team already thinks in colorful Kanban boards and needs both pipeline tracking and project delivery, Monday.com can handle both. But the advertised $12 per user monthly pricing requires a 3-user minimum, and essential features like email sequences only unlock at the Pro tier, costing $84 monthly for 3 users.

Expect a learning curve, too. Users consistently report that building effective CRM workflows takes time, and the platform can feel overwhelming for teams wanting simple solutions.

Key Features

• Highly visual boards with Kanban, timeline, calendar, chart views
• Unlimited custom pipelines for different workflows and processes
• Trigger-based automations (with usage limits on lower tiers)
• Custom dashboards combining data from multiple boards
• Activity timeline tracking emails, calls, meetings per contact

Pricing

• Basic: $12/user/month (customizable pipelines, contact management)
• Standard: $17/user/month (AI email, automations, integrations)
• Pro: $28/user/month (sales forecasting, mass email, advanced analytics)
• Enterprise: Custom (lead scoring, advanced security, enterprise automations)

User Feedback

🟢
I thought Monday CRM was very good and offered good Security, Value for Money, Customer Support, Email, Lead Management User Interface, Tracking.

– Mark B.

🔴
What I liked least about Monday CRM is that some of the more advanced features require higher-tier plans, which can add up quickly. It also took a bit of time to fully understand how to set up and optimize the workflows—there’s a learning curve if you’re new to project or CRM tools

– Kadance K.

5. ClickUp – Best for Teams Who Live in Task Management

ClickUp is the jack of all among the productivity tools, handling task management, docs, wikis, goals, time tracking, and yes, CRM functionality. The pipeline features are surprisingly solid.

But ClickUp is a project management tool first and a CRM as an afterthought, which means you’ll face a steep learning curve and need to manually configure templates to get CRM working properly.

The appeal is ClickUp’s generous free plan and paid plans starting at $7 per user monthly. However, users consistently report that the interface feels overwhelming with “too many features,” and performance lags when managing large datasets.

Key Features

• Customizable pipeline views, including list, board, Gantt, table, and calendar
• Custom fields let you create deal properties, contact fields, and dropdown options
• Task-based CRM treats every deal as a task with subtasks, checklists, and dependencies
• Automations trigger actions based on status changes (higher tiers only)
• Built-in email integration to send/receive within ClickUp

Pricing

• Free Forever – $0: Unlimited tasks, docs, 60MB storage
• Unlimited – $10/user/month: Unlimited storage, dashboards
• Business – $19/user/month, Unlimited teams
• Enterprise – Custom quote: Advanced security, dedicated manager, White Labeling

User Feedback

🟢

The calendar is an essential tool in planning the schedule of our bookings with the maintenance issues, which makes sure that we do not book the same property twice when it is under repair, which is very important to us.

– Emily J.

🔴

We’ve experienced a ton of glitches in the past few years using ClickUp. Automations break all the time, which is a huge problem when it comes to project management. Although their support team is very responsive, they don’t always get back to you with a solution right away if it’s something that needs to be “investigated”.

– Lisa B.

6. Copper – Best for Google Workspace Teams

Copper is Google’s recommended CRM because it lives inside Gmail like a native feature. If your team runs on Google Workspace (Gmail, Calendar, Drive), Copper eliminates app-switching chaos.

Emails automatically log to contacts, tasks sync with Google Calendar, and everything feels seamless. The catch is Copper’s heavy reliance on Google. If you use Microsoft 365 or other email providers, you’ll hit friction fast.

While the Starter plan looks affordable at $9 per user monthly, you’ll need the Professional tier at $59 monthly to unlock workflow automation and meaningful reporting.

Key Features

• Gmail integration with CRM sidebar in Gmail, auto-logging emails, contacts, and tasks
• Visual pipeline with drag-and-drop deals and customizable stages
• Google Calendar sync, where tasks and meetings appear automatically
• Contact enrichment automatically pulls company data and social profiles
• Workflow automation triggers tasks, emails, and stage changes (Professional tier)
• Mobile app manages pipeline on iOS and Android

Pricing

• Starter – $12/user/month: 1,000 contacts, Google integration
• Basic – $29/user/month: 2,500 contacts, pipelines, automation
• Professional – $69/user/month: 15,000 contacts, workflow automation, bulk email
• Business – $134/user/month: Unlimited contacts, custom reporting, premium support

User Feedback

🟢
Copper is a fantastic CRM for startups leveraging Gmail that want seamless integration and an intuitive UI. Pricing is affordable in early plans, enabling startups to leverage Copper in their earliest days.

– Kayla G.

🔴
Sometimes it runs a little slow. I can’t merge duplicate companies without scrolling through the entire list.

– Sarah R.

7. Zoho CRM: Best Affordable Customization

Zoho CRM offers extensive customization at prices that won’t destroy small agency budgets. The platform provides a completely free plan with 500 records, making it risk-free to test.

As part of the broader Zoho ecosystem with 40+ business applications, you can start with just CRM and gradually add other tools as your business grows.

The challenge is that the interface feels cluttered compared to modern alternatives, and users report slower performance when managing large datasets.

Key Features

• Contact and lead management with detailed tracking and custom fields
• Sales pipeline with customizable stages and forecasting tools
• Email integration with Gmail, Outlook, and Zoho Mail
• Basic workflow automation and lead scoring (higher tiers)
• Mobile apps for iOS and Android
• Social media integration enriches contact data

Pricing

• Starter – $36/month: Unlimited clients/projects, invoicing, proposals, contracts
• Essentials – $59/month: Scheduler, automations, QuickBooks Online, up to 2 team members
• Premium – $129/month: Unlimited team members, advanced reports, priority support

No free tier is available

User Feedback

🟢
The best thing about Zoho CRM is that I can automate my work to some extent. I can send follow-up emails through automation and can automate other repetitive work as well. This saves a lot of time

– Manish S.

🔴
I don’t like how it displays the names together. It needs better Google integration. It’s very weak on how it links to your mail.I found other crm eadier.More options to not save a mail in crm

– Anonymous User in Capterra

How to Stop Losing Work in the System Gaps

The founder who lost that $10,000 project didn’t need more tools. He needed one tool that actually connected sales to delivery instead of treating them as separate problems.

You’ve probably experienced your own version of that story. A task falling through the cracks. A client asking a question you already answered. A team member duplicated work because they couldn’t see what the sales rep promised. These aren’t individual mistakes. They’re symptoms of a broken system where your CRM and your project management tool don’t talk to each other.

The right CRM with task management fixes this. Not by adding features, but by removing the artificial boundary between managing client relationships and managing the work those relationships create.

If you’re a service agency or a small business replacing 3+ tools, OneSuite gives you CRM, project management, invoicing, and a client portal for $29 monthly. That’s less than you’re paying for just one of those tools separately.

If you’re an enterprise with big budgets, HubSpot is the industry standard, but expect $2,000+ monthly once you add Marketing Hub and scale your contacts.

If you’re sales-focused and nothing else matters: Pipedrive keeps reps productive with activity-based selling and a clean interface designed specifically for closing deals.

If you live in Google Workspace, Copper eliminates app-switching for Gmail-native teams who spend their day in email.

If you’re a CRM beginner, Zoho’s free plan lets you test without risk, though be prepared for a cluttered interface compared to modern alternatives.

If you’re already in ClickUp or Monday.com: Adding CRM features to your existing workflow makes sense to consolidate tools, but don’t start there if CRM is your primary need.

If you want AI-powered insights, Freshsales brings modern AI capabilities to small teams at accessible prices.

If you need a deal-to-project conversion, Insightly bridges sales and delivery for service businesses managing ongoing client work.

The best CRM with task management is the one your team will actually use consistently. Don’t choose based on features you might need someday. Pick one that solves your current problems and can grow with you.

⚡️ Explore task management features of OneSuite to streamline your operations effortlessly.

FAQs