How to Make an Ascending SEO Client Management System?

SEO is a vital digital marketing tool that can boost your company and generate you revenue and take your company to the places you dreamed of. It is a somewhat complicated and multifaceted entity and even if you have basic knowledge about it; you will still think that it is not enough. 

SEO is made of several elements and knowing how they work and what they are is the key to understand the significance of SEO. With the help of SEO, your website will be more visible; you will garner more traffic and will have more opportunities to convert prospects into clients. 

If you want to build a long-lasting working relationship with the client, want to spread brand awareness, and position yourself as a trustworthy and authoritative expert of your field, then SEO is your weapon. Building an efficient client management system will put everything clients need in just one roof. 

Steps to Build an SEO Client Management System that Scales:

With the help of these steps, you will be able to build a seamless and scalable client management system: 

1. Greet clients with a seamless onboarding experience

More than 50% of B2B companies eliminate vendors after a bad customer service experience. Hence, it is more vital than ever to treat your clients with efficient service if you want a repeat business with them.

Your sales funnel will consist of emails, phone calls, and follow-ups, and it is a well-oiled machine. If you want to continue onboarding with it, then you can apply some of the same principles and automation to make it just as smooth and efficient.

What follows are some tips for that: 

Use an Intake Form

Email is not the only tool to capture the crucial details you need from your clients. Emails can get lost, end up in spam, and there’s no structure to how that data is formatted. Hence, design a form that can efficiently give you detail about your client’s requirement.  

Follow up on Details

If clients fail to provide the required details, choose to go with automating follow-up. It’s a good practice to put a time limit on this step, but be ready for one thing; your clients may be coming back months later to resurrect old projects.

2. Decide One Communication Channel and Stay with it

Using phone, email, helpdesk, live chat, and even Facebook will give you flexibility during the sales process. Still, it’s near impossible to get your team and client on the same page with updates coming from multiple directions. Create one main channel after the sale, and forward any messages to it. 

Email is the preferred channel for 81% of B2B communications, but you know how messy and unorganised they can get. Various tools can solve these hitches by allowing your team to have a shared inbox with tagging, assigning, and organising features. 

This can be the same issue with the client-side also, particularly, if they have more than one project with you. Building out a proper style messaging in your client portal will cost you money. However, if you’re able to make it work, it will allow clients to reply via email or log in to see all their messages and reply from that shared portal and make it easier for them.

3. Crush the Mix with Unified Reporting

If your clients are paying you for the project, then they expect detailed reports not only on their rankings but also on everything your team has achieved in this billing cycle. Show them the value your agency is creating for them, and that will keep clients from churning. There are many rank tracking tools available that aim to show this data.

Google Data Studio is one of the most advanced tools, and you can pull data from almost any source, including Google Analytics, Docs, Search Console, Facebook Ads, even your database.

4. Make Your Services as keys to Repeating Profits

A great way to show your services is to create a set of Standard Operating Procedures you need to implement some steps. These are step-by-step instructions on how you can perform a routine activity such as delivering a service. SOPs will allow anyone with ample industry experience to follow the procedure, and this will help you to achieve a predictable and consistent result you were craving. 

These steps will not only allow you to manage the brunt of the work to be controlled by lower-level team members, but it will also help you spot automation prospects.

5. Create a Branded Client Portal

A branded client portal is an excellent investment for any agency. It will not only look professional to clients, but it can also save your team’s time and drive additional revenue in your company. 

Some of the principal subdivisions you can comprise in your portal are:

Current & Past Projects

With this service, you will provide clients with an archive, and that will build trust among them. Let your clients check the status of their current projects and download reports for their previous ones to fetch all the information they need. 

Invoices & Billing Info

All your clients have to do is to log in to download invoices or update their billing details. If you have a client portal, then this service will be much appreciated by your client.  

On-the-go Reports

Every client loves live reporting of their project as they will want to see the progress. Hence, having access to live reports is a perk many agencies charge extra for. You can house it inside your client portal, too.

Upsells & Cross-Sells

If you want to add extra services to their projects and work then having your client’s billing info saved makes it easy for you. 

If you want to build your client portal on, you can go for WordPress as it has a countless number of plugins. You will be able to build it out from scratch or use a helping hand from Adaptify. 

Final Words

These steps will help you to achieve what you expected from the company and will give your clients a pleasant experience. With these client management steps, your clients will be eager to work with you. If you have any doubts and still find yourself in hot water about how to implement them, then you can always ask for experts such as Adaptify.