{"id":29220,"date":"2026-05-22T09:34:46","date_gmt":"2026-05-22T09:34:46","guid":{"rendered":"https:\/\/twproject.com\/blog\/?p=29220"},"modified":"2026-05-22T09:34:52","modified_gmt":"2026-05-22T09:34:52","slug":"from-initial-contact-to-reporting-how-consultancy-firms-manage-clients-without-losing-track","status":"publish","type":"post","link":"https:\/\/twproject.com\/blog\/from-initial-contact-to-reporting-how-consultancy-firms-manage-clients-without-losing-track\/","title":{"rendered":"From initial contact to reporting: how consultancy firms manage clients without losing track"},"content":{"rendered":"\n<p><br>For those working in the <strong><a href=\"https:\/\/twproject.com\/teams\/consulting-project-management\/\" target=\"_blank\" rel=\"noreferrer noopener\">consultancy sector,<\/a><\/strong> securing a new client is just the beginning. The real challenge lies in managing <strong>client relationships over time <\/strong>in a structured way \u2013 from the initial contact right through to reporting on ongoing projects.<\/p>\n\n\n\n<p>When <strong>this information is scattered<\/strong> across emails, spreadsheets and separate tools, there is a risk of losing valuable data, missing important follow-ups and coming across as <strong>unprofessional<\/strong> to clients.<\/p>\n\n\n\n<div class=\"table-of-content\">\n<h5>INDICE<\/h5>\n<ul>\n<li><a href=\"#database\">How do you organise your customer database without losing any information?<\/a><\/li>\n<li><a href=\"#presale\">How can you manage the pre-sale phase without losing the deal?<\/a><\/li>\n<li><a href=\"#data\">How can project data be efficiently shared with clients?<\/a><\/li>\n<li><a href=\"#advance\">Prendi esempio da un caso reale: Advance<\/a><\/li>\n<li><a href=\"#demo\">E ora vuoi vedere come funziona sulla struttura delle tue commesse?<\/a><\/li>\n<\/ul>\n<\/div>\n\n\n\n<p>Today we will try to explain the most effective practices for tackling some of the key challenges in <strong>client portfolio management <\/strong>at <a href=\"https:\/\/twproject.com\/blog\/solutions-for-better-project-control-in-consulting-companies\/\" target=\"_blank\" rel=\"noreferrer noopener\"><strong>consultancy firms<\/strong><\/a>, and how to provide the team with practical tools to ensure they stay on track with their work.<\/p>\n\n\n\n<p><a name=\"database\"><\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">How do you organise your customer database without losing any information?<\/h2>\n\n\n\n<p>First and foremost, maintaining a well-organised <strong>database of potential customers<\/strong> is the first step to take, and it requires a consistent approach that is adopted by the whole team.<\/p>\n\n\n\n<p>Every <strong>detail <\/strong>gathered during initial contact \u2014 an expressed preference, a reference to a past project, a specific contact person \u2014 may prove invaluable in the future. But without the <strong><a href=\"https:\/\/twproject.com\/blog\/what-are-the-best-software-for-managing-consulting-projects\/\" target=\"_blank\" rel=\"noreferrer noopener\">right tool<\/a><\/strong>, this information tends to get lost.<\/p>\n\n\n\n<p><a href=\"http:\/\/twproject.com\/\" target=\"_blank\" rel=\"noreferrer noopener\"><strong>Twproject<\/strong><\/a> allows you to manage your customer database directly within the platform: you can add <strong>an unlimited number of contacts and external resources<\/strong> without requiring them to log in, meaning they are not counted against your licence quota.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"840\" height=\"470\" src=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/2024\/07\/inserimento-risorsa-CRM-840x470.jpg\" alt=\"\" class=\"wp-image-23653\" srcset=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/2024\/07\/inserimento-risorsa-CRM-840x470.jpg 840w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/2024\/07\/inserimento-risorsa-CRM-400x224.jpg 400w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/2024\/07\/inserimento-risorsa-CRM-705x394.jpg 705w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/2024\/07\/inserimento-risorsa-CRM.jpg 1368w\" sizes=\"auto, (max-width: 709px) 85vw, (max-width: 909px) 67vw, (max-width: 1362px) 62vw, 840px\" \/><\/figure>\n\n\n\n<p>Contacts can be <strong>organized hierarchically<\/strong>\u2014by company, department, or contact person\u2014and grouped into work teams, making it easy to navigate even large client portfolios. Everything is <strong>tagable and searchable via full-text search<\/strong>: finding a conversation, document, or task related to a specific client takes just a few seconds, not hours of searching through emails.<\/p>\n\n\n\n<p><a name=\"presale\"><\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">How can you manage the pre-sale phase without losing the deal?<\/h2>\n\n\n\n<p>Another key issue is figuring out how to <strong>account for \u2014 and consequently report on \u2014 the pre-sales phase<\/strong>, and above all, ensuring that the entire team follows a standardized process.<\/p>\n\n\n\n<p>The phase leading up to the formal launch of a project\u2014exploratory meetings, proposals, negotiations, and estimates\u2014is often the least documented. Yet it is during this phase that <strong>expectations,<\/strong> <a href=\"https:\/\/twproject.com\/blog\/why-consulting-projects-fall-outside-the-scope-and-how-to-avoid-it-with-better-planning\/\" target=\"_blank\" rel=\"noreferrer noopener\"><strong>scope<\/strong><\/a>, and <strong><a href=\"https:\/\/twproject.com\/blog\/how-to-keep-project-costs-under-control-in-a-consultancy-firm-without-driving-yourself-crazy\/\" target=\"_blank\" rel=\"noreferrer noopener\">budget <\/a><\/strong>are defined: all factors will ultimately determine whether the project will be profitable or not.<\/p>\n\n\n\n<p>With <strong>Twproject<\/strong>, you have a simple solution to this problem right at your fingertips: you can manage pre-sale tasks using <strong>ToDos<\/strong>. With Twproject\u2019s <strong><a href=\"https:\/\/twproject.com\/blog\/twproject-todo-list\/\" target=\"_blank\" rel=\"noreferrer noopener\">advanced ToDos<\/a><\/strong>, each task includes:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>an <strong>assignee,<\/strong> i.e., the person handling the case, who can of course also assign it to themselves;<\/li>\n\n\n\n<li>an optional <strong>deadline<\/strong>;<\/li>\n\n\n\n<li>a <strong>priority<\/strong> level;<\/li>\n\n\n\n<li>any <strong>tags<\/strong> to identify, for example, the phase (pre-sale in this case);<\/li>\n\n\n\n<li><strong>comments<\/strong> and <strong>mentions<\/strong> to keep everyone involved up to date;<\/li>\n\n\n\n<li>all related <strong>documentation<\/strong>, so you no longer have to search everywhere for the material.<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"840\" height=\"97\" src=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/2024\/07\/to-do-pre-sales-840x97.jpg\" alt=\"\" class=\"wp-image-23592\" srcset=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/2024\/07\/to-do-pre-sales-840x97.jpg 840w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/2024\/07\/to-do-pre-sales-400x46.jpg 400w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/2024\/07\/to-do-pre-sales-705x82.jpg 705w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/2024\/07\/to-do-pre-sales.jpg 1278w\" sizes=\"auto, (max-width: 709px) 85vw, (max-width: 909px) 67vw, (max-width: 1362px) 62vw, 840px\" \/><\/figure>\n\n\n\n<p><\/p>\n\n\n\n<p>Furthermore, the advantage of using ToDos over the features of a <strong><a href=\"https:\/\/twproject.com\/blog\/twproject-as-crm-in-practice\/\" target=\"_blank\" rel=\"noreferrer noopener\">traditional CRM<\/a><\/strong> is that these tasks aren\u2019t stored in a system separate from the rest: once the client signs off and the project kicks off, all the preparatory work is already within the same platform, ready to be <strong>transferred and reported on<\/strong>. You don\u2019t have to start from scratch, you don\u2019t lose the history, and everything is included in the <strong><a href=\"https:\/\/twproject.com\/blog\/how-to-keep-project-costs-under-control-in-a-consultancy-firm-without-driving-yourself-crazy\/\" target=\"_blank\" rel=\"noreferrer noopener\">project costs<\/a><\/strong>.<\/p>\n\n\n\n<p><a name=\"data\"><\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">How can project data be efficiently shared with clients?<\/h2>\n\n\n\n<p>Once a project is underway, the client wants <strong>updates<\/strong>. Preparing them manually\u2014extracting data, creating reports, and sending them via email\u2014is a time-consuming task that adds no value.<\/p>\n\n\n\n<p>And often the data comes in late, by which time the project has already taken a different direction. <strong>Twproject<\/strong> solves this in two ways.<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li><strong>Integrated reporting<\/strong>: The platform monitors progress, costs, hours worked, and deviations from the plan in real time. Generating an <strong><a href=\"https:\/\/twproject.com\/blog\/project-manager-reporting-tools\/\" target=\"_blank\" rel=\"noreferrer noopener\">up-to-date report<\/a><\/strong> is a simple process that you can perform from any project view, applying any <strong>filters<\/strong> you wish, and it requires no subsequent manual adjustments.<br><\/li>\n\n\n\n<li><strong>The public project page<\/strong>: this allows you to give clients direct insight into projects. Clients access a <a href=\"https:\/\/www.youtube.com\/watch?v=oVarh-5xg3Q&amp;list=PL32A8C9C60AEE13FF&amp;index=18\" target=\"_blank\" rel=\"noreferrer noopener\"><strong>public page<\/strong><\/a> where <strong>project information<\/strong> is compiled\u2014which the PM selects from a list based on what they intend to share\u2014and can <strong>track progress in real time<\/strong>. From the public page, the client can also send <strong>direct requests<\/strong> that automatically turn into <strong>ToDos<\/strong>, which the PM will then sort and assign to the relevant team members. All of this increases transparency, reduces requests for updates, and <strong>strengthens trust in the relationship<\/strong> between the agency and its clients.<\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"820\" height=\"474\" src=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/2026\/05\/project-public-page.jpg\" alt=\"\" class=\"wp-image-29224\" srcset=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/2026\/05\/project-public-page.jpg 820w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/2026\/05\/project-public-page-400x231.jpg 400w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/2026\/05\/project-public-page-705x408.jpg 705w\" sizes=\"auto, (max-width: 709px) 85vw, (max-width: 909px) 67vw, (max-width: 984px) 61vw, (max-width: 1362px) 45vw, 600px\" \/><\/figure>\n\n\n\n<p><a name=\"advance\"><\/a><\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Take a look at this real-life case: Advance<\/h3>\n\n\n\n<p><strong>Advance <\/strong>is an <strong>IT consulting firm<\/strong> that manages a wide variety of projects simultaneously, ranging from software development to infrastructure implementation. Before <strong>Twproject<\/strong>, information about clients and projects was scattered across emails, Slack, and handwritten notes.<\/p>\n\n\n\n<p>Since adopting <strong>Twproject<\/strong>, data and tasks have been centralized and are searchable in one place. In the words of the <strong>Managing Director<\/strong>:<\/p>\n\n\n\n<p><!-- START QUOTE BOX --> <\/p> <div class=\"quote-box\"> <div class=\"quote-content\"><p>All customer and project information is stored centrally and is easy to find; in doing so, we have created a searchable knowledge repository for the future.<\/p><\/div> <div class=\"quote-link\">Read <a href=\"https:\/\/twproject.com\/customers\/advance\/\" target=\"_blank\" rel=\"noopener\">full interview<\/a><a class=\"quote-arrow\" href=\"https:\/\/twproject.com\/customers\/advance\/\" target=\"_blank\" rel=\"noopener\"><img decoding=\"async\" src=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/2023\/06\/quote-arrow.png\"><\/a><\/div> <\/div>\n\n\n\n<p>The team has reduced the time spent on <strong>administrative aspects of customer management<\/strong> and can now focus on value-adding activities\u2014without having to chase down data or updates.<\/p>\n\n\n\n<p><a name=\"demo\"><\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">So, do you want to see how this works with your order structure?<\/h2>\n\n\n\n<p>Managing customers, pre-sales, and reporting on <strong>a single platform<\/strong> isn&#8217;t complicated\u2014as long as it&#8217;s set up correctly from the start\u2014and it&#8217;s a best practice for achieving:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Continuity of the customer relationship<\/strong>: Having a complete history of each customer means you don\u2019t have to start from scratch with every new contact.<\/li>\n\n\n\n<li><strong>Retention of all information<\/strong>: Details that seem irrelevant at first may prove useful later, so it\u2019s important to be able to find them easily.<\/li>\n\n\n\n<li><strong>Greater<\/strong> <strong>internal collaboration<\/strong>: When information is centralized, taking over a customer\u2019s account is much easier in the event of staff turnover.<\/li>\n\n\n\n<li><strong>Traceability of pre-sales activities<\/strong>: the hours dedicated to the sales phase can thus be included in the calculation of the project\u2019s overall profitability.<\/li>\n\n\n\n<li><strong>Transparency toward the client<\/strong>: shared reports and information allow you to respond accurately to <strong><a href=\"https:\/\/twproject.com\/blog\/managing-customer-requests-in-projects\/\" target=\"_blank\" rel=\"noreferrer noopener\">client requests<\/a><\/strong> without having to reconstruct the data each time.<\/li>\n<\/ul>\n\n\n\n<p>If you\u2019d like to see how these processes apply to your consulting team, our <strong>tutors specializing in your field<\/strong> will show you <strong>Twproject<\/strong> configured to your actual workflow: client profiles, pre-sales activities, and client reports already tailored to your specific context.<\/p>\n\n\n\n<p>\ud83d\udc49 <strong><a href=\"https:\/\/twproject.com\/ask-for-product-demo\/\" target=\"_blank\" rel=\"noreferrer noopener\">Book your free, personalized demo now<\/a><\/strong><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><\/h2>\n\n\n\n<div id=\"blog-promo-box\">\n<div class=\"flex_column_table dark pattern-2\">\n<div class=\"flex_column text_column\">\n<div>\n<h3>Is stress-free customer management possible?<\/h3>\n<div class=\"avia-button-wrap avia-button-left\"><a class=\"avia-button avia-icon_select-no avia-color-custom avia-size-xlarge\" href=\"https:\/\/demo.twproject.com\/applications\/teamwork\/welcome\/createUserEnvironment.jsp\" target=\"blank\" rel=\"noopener\"><span class=\"avia_iconbox_title\">The answer is \u201cyes\u201d with Twproject<br>\n<\/span><\/a><\/div>\n<\/div>\n<\/div>\n<div class=\"flex_column photo_column\" style=\"background-image: url('https:\/\/static.twproject.com\/blog\/wp-content\/uploads\/2021\/09\/blog-banner-2.jpg')\"><\/div>\n<\/div>\n<\/div>\n\n\n\n<p><\/p>\n","protected":false},"excerpt":{"rendered":"<p>For those working in the consultancy sector, securing a new client is just the beginning. The real challenge lies in managing client relationships over time in a structured way \u2013 from the initial contact right through to reporting on ongoing projects. When this information is scattered across emails, spreadsheets and separate tools, there is a &hellip; <a href=\"https:\/\/twproject.com\/blog\/from-initial-contact-to-reporting-how-consultancy-firms-manage-clients-without-losing-track\/\" class=\"more-link\">Continue reading<span class=\"screen-reader-text\"> &#8220;From initial contact to reporting: how consultancy firms manage clients without losing track&#8221;<\/span><\/a><\/p>\n","protected":false},"author":6,"featured_media":29346,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_custom_body_class":"","_custom_post_class":"","footnotes":""},"categories":[1],"tags":[],"class_list":["post-29220","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-news"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v26.1 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>From initial contact to reporting: how consultancy firms manage clients without losing track - 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