Jemicah Marasigan
Content Marketing Manager
If you’re an agency owner or consultant, chances are you’ve heard of HoneyBook.
We absolutely love Honeybook CRM, it’s a lifesaver for solopreneurs, helping you manage client workflows, sign contracts, collect payments, and respond to inquiries. But as your business grows, you may notice that the limitations in their functionality become harder to ignore.
Outgrowing these platforms doesn’t mean they’ve failed—it means your business is evolving, and that’s a good thing!
Let’s explore the signs you need a HoneyBook alternative and what to look for in your next solution.
Is HoneyBook a CRM?
Ever wondered, is HoneyBook a CRM? Well, sort of! While it doesn’t have all the bells and whistles of a true CRM, HoneyBook provides the exact tools solopreneurs are looking for. As a client flow management platform, HoneyBook helps you stay on top of customers, proposals and invoices without breaking a sweat.
This type of CRM like Honeybook is designed to make your client experience smooth and professional, with tools like client portals and simple automated workflows. Ultimately, Honeybook is a good mix of task management and simplified document creation—it’s like having a CRM without the complexity.
Who should use HoneyBook?
HoneyBook is perfect for independent professionals, creative entrepreneurs, and very small teams who want an easy way to stay organized and wow their clients. It’s a client dashboard platform that feels intuitive, not overwhelming, so you can focus on what you love—running your business.
If you’re searching for a very simple way to map your client flow, offer a polished client portal, and manage everything in one place, HoneyBook might be a good fit. While it’s not a traditional CRM, HoneyBook is designed to give you the best of both worlds: client management with a side of project management.
That being said, HoneyBook isn’t the best fit for everyone, and not every business can thrive long-term on HoneyBook. But when is it time to re-evaluate your tech stack?
Signs You’ve Outgrown HoneyBook
1. You need to start lead generation, and living on only referrals isn’t cutting it
HoneyBook makes capturing a small number of leads straightforward with its contact forms, automated responses, and centralized communication tracking. But as your business grows and your pipeline gets busier, these features might not be enough.
For example:
HoneyBook’s projects can be used as a sales pipeline, but there isn’t a way to forecast deals by stage or report on sales efficiency in a single place.
There’s straightforward automations to move leads between stages, but more complicated workflows aren’t easy to set up.
You may end up manually updating statuses or turning to external tools to manage your leads.
If you’re juggling dozens (or hundreds) of active leads at once, managing them without advanced pipeline tools or forecasting can lead to missed opportunities At this stage, you need a solution that gives you clear visibility, automates lead progression, and provides detailed analytics.
2. Your workflows feel clunky as processes get more complex
Workflows are the backbone of your business, and HoneyBook offers helpful tools for sending contracts, invoices, and follow-ups. But as your processes grow more complex, you might find, with HoneyBook, that you’ll be hitting a wall.
Here’s where HoneyBook struggles:
It doesn’t support conditional workflows or branching logic that adjust based on client responses.
You’re limited to six native integrations or Zapier. They don’t offer an API, meaning companies who want to build a native integration are unable to.
Managing workflows for multiple clients can start to feel chaotic as your workload increases.
What you need is a platform that can handle intricate workflows across your tech stack while still being easy to use—one that grows with you, not against you.
3. Team collaboration feels disconnected
When you’re working solo, needing collaboration tools isn’t necessary. But as your team expands, its limitations become more obvious. Managing a team requires clear communication, task assignment, and accountability. And while HoneyBook’s collaboration tools allow you to assign tasks and share project updates with team members, it really doesn’t allow for collaboration in-context
Common challenges include:
Team members can’t see the full client journey, making collaboration disjointed.
There’s no centralized system to assign, track, and manage tasks across projects.
Accountability can slip without detailed reporting or team dashboards.
You’ll need to have informal internal conversations on client work in Slack or Google Chat, rather than within HoneyBook itself. Decisions and discussions won’t always be visible in HoneyBook.
If your team is struggling to stay aligned, it’s a sign you need a more robust tool designed for effective collaboration.
4. Payments and invoicing are slowing you down
HoneyBook’s payment system is simple and user-friendly, with competitive fees and features like instant deposits and payment plans. Currently, their fees start at 2.9% + $0.25 for credit cards and 1.5% for ACH payments. HoneyBook also supports payment plans and instant deposits.
However, as your client list grows, its limitations become more noticeable.
What you might experience:
Limited options for recurring billing or autopay, which can save time for long-term clients.
Handling international clients can add extra layers of complexity.
Managing multiple payment systems may lead to reconciliation headaches and wasted admin hours.
If payments are becoming a bottleneck, it’s likely time to buy a CRM and upgrade to a full-service processor tool that can grow with your financial needs.
What’s next? Try Copper!
If these challenges sound familiar, and you’re looking for a CRM like HoneyBook in terms of ease of use, it might be time to explore Copper—a platform designed to help growing businesses thrive. Copper integrates seamlessly with Google Workspace, keeping your emails, calendar, and documents synced and organized in one place. It’s simple to use yet packed with powerful tools to help you manage clients, nurture leads, and uncover valuable insights.
From automating workflows to delivering detailed reports, Copper provides the flexibility and features you need to grow without unnecessary complications. With Copper, you can focus on what matters most: building connections and scaling with confidence.
Why Copper is the solution
Pipeline tracking: Visualize where every lead stands and move them through the sales process seamlessly. Pipeline forecasts and calculations help you see which projects are likely to move forward, and can help you prepare your team’s capacity.
Integrated email: Automatically sync emails, notes, and client interactions without leaving Gmail.
Google Workspace integration: Stay connected by syncing with Gmail, Google Calendar, Google Drive, and more.
Advanced automations: Save time by automating repetitive tasks like follow-ups, reminders, and lead assignments.
Team collaboration: Assign tasks, track progress, and ensure accountability across your team.
Detailed reporting: Gain insights into your business performance, including conversion rates, pipeline bottlenecks, and revenue trends.
Scalability: Whether you’re a small agency or a growing team, Copper adapts to your needs without overwhelming you with unnecessary complexity.
Advanced integrations: Bring Quickbooks, DocuSign, PandaDoc, Mailchimp and hundreds of more tools into your workflows. If you’re technical, you can use our API too.
How to transition smoothly
Switching platforms doesn’t have to be stressful. Here’s how to make it easier:
Audit your processes: Identify what’s working and what needs improvement.
Plan your migration: Organize your data before transferring it to a new platform.
Start small: Test the new platform with one aspect of your business, like lead management.
Train your team: Make sure everyone understands the new system.
Use support resources: Take advantage of onboarding assistance and tutorials.
Final thoughts
Outgrowing HoneyBook is a sign your business is thriving. While HoneyBook is fantastic for the early stages, transitioning to a CRM like Copper can unlock new opportunities for growth. With advanced tools for lead management, collaboration, and analytics, Copper is the perfect next step for businesses ready to scale.
Your business deserves tools that grow with you. Ready to take the leap? Try Copper now for 14 days for free!
