It’s five times more expensive to attract a new customer than to keep one you already have. That’s why the right customer retention software is your business’s secret weapon for real, sustainable growth.
This isn’t about adding more tech complexity; it’s about finding a simple system that lets you focus on the human side of your business. We’ll help you find the one that saves you time and makes your clients feel truly taken care of.
After trying a few dozen CRMs, here are the top 8 client retention software that are actually adding value by reducing churn numbers.
Quick List of Top Customer Retention Software
- Agency Handy: All-in-one client management platform for client onboarding, collaboration, and invoices.
- Zendesk: Offers a unified platform for customer support, integrating multiple communication channels.
- HubSpot CRM: Provides marketing, sales, and service tools to enhance customer relationships.
- Mixpanel: Specializes in event-based analytics, enabling detailed user behavior tracking.
- Whatfix: Delivers in-app guidance and training to improve user onboarding and engagement.
- Hotjar: Provides heatmaps and session recordings to visualize user interactions.
- Kissmetrics: Focuses on customer journey analytics, offering insights into user behavior.
- Zoho CRM: Integrates sales, marketing, and customer support for comprehensive client management.
Top 8 Customer Retention Software: A Quick Comparison Table
Check out our quick comparison of the top 8 client retention software solutions to find the perfect fit for your business.
| Tool Name | Client Management | Personalized Communication | Referral Program | Automated Follow-Ups | Feedback Collection | Starting Price |
| Agency Handy | ✔️ | ✔️ | ✔️ | ✔️ | ✔️ | $19 |
| Zendesk | ✔️ | ✔️ | ❌ | ✔️ | ✔️ | $25 |
| HubSpot CRM | ✔️ | ✔️ | ✔️ | ✔️ | ✔️ | $15 |
| Mixpanel | ✔️ | ❌ | ❌ | ❌ | ❌ | Custom |
| Whatfix | ✔️ | ✔️ | ❌ | ✔️ | ✔️ | Custom |
| Hotjar | ✔️ | ❌ | ❌ | ❌ | ✔️ | $39 |
| Kissmetrics | ✔️ | ❌ | ❌ | ❌ | ❌ | $299 |
| Zoho CRM | ✔️ | ✔️ | ✔️ | ✔️ | ✔️ | $20 |
8 Best Customer Retention Software for Maximum ROI
We evaluated usability, features, scalability, and pricing, researching over 20 platforms, and found the following 8 software knowing how to retain customers through their smart operations and features. Let’s take a closer look at the tools:
1. Agency Handy
Agency Handy keeps all your client information and communication in one organized place. You can see every past interaction, so you always know what’s going on with their account.
Onboarding new clients is now completely hands-off. You just send them a link to your service catalog where they can choose a package and pay on their own. After signing up, an intake form automatically collects all the project details you need to get started.
You can finally cut down on all the “what’s the status?” emails. Clients get their own portal where they can see project progress and talk directly to the person handling their work. They feel in the loop, and you get more time back in your day.
No more chasing clients for files through messy email chains. They can upload everything directly into their portal. This keeps all project files stored in one central spot for your team to access anytime.
Getting paid becomes easier and more professional. The system automatically sends payment reminders to your clients so you don’t have to. Plus, every invoice features your agency’s logo and branding, so you always look polished.
When a client runs into a technical issue, they can open a support ticket right from their portal. The ticket goes straight to the right person on your team. This keeps requests organized and helps you solve problems much faster.
Features of Agency Handy
Agency Handy is a powerful client retention software that provides a smooth client experience in every stage of the customer journey. Key features include:
CRM with Lead Tracking
Stop juggling spreadsheets to track your potential clients. This CRM keeps all your contact info, notes, and sales stages in one simple place. You get a complete history for every client—including past invoices, orders, and support tickets—so you’re always ready for the next conversation.
Multi-Package Service Catalog
Let clients choose the right plan for themselves. You can display your services in a clear catalog with different packages and pricing. It’s also easy to create special discount codes or offer free trials to help you close the deal faster.
Customizable Forms for Onboarding
Get all the project information you need from day one, without the email back-and-forth. You can build custom forms to collect client details right when they sign up. You can even add service add-ons and get contracts signed directly in the order form, making it a great way to upsell.
Proposal and Contract Management
Create and send professional proposals and contracts in just a few minutes. Clients can sign them electronically right away. This helps you get projects approved and kicked off much faster than the old way.
File Feedback and Version Control
Stop trying to sort through feedback from long email threads. This tool lets clients click directly on images, PDFs, or videos to leave clear comments. It also keeps track of every file version, so your team can easily see the history of changes and avoid confusion.
Integrated Ticketing System
Keep all your client support requests organized and in one place. Clients can submit a ticket right from their portal, and you can assign it to the correct person on your team. This means no more support emails falling through the cracks.
Billing and Invoicing
Make getting paid easy for you and your clients. The system sends invoices and payment reminders automatically so you don’t have to chase them. You can give clients flexible ways to pay, like Stripe or a direct bank transfer, making it simple for them to pay you on time.
Pros of Agency Handy
- Quick loading ensures a smooth user experience
- Clients can reach out for support in multiple channels
- Clients get real-time project updates
- File feedback annotations tools
- Clients can upload files and communicate within tasks with assignee
Best Use Cases of Agency Handy
No matter what kind of service you sell, keeping your clients happy is the key to growth. Here is how Agency Handy helps different types of businesses do just that.
For Freelancers
Stop feeling like you’re juggling a dozen things at once. Agency Handy keeps all your client info, feedback, and invoices in one spot. You’ll look more professional and stay on top of every project, even when you’re busy.
For Small Businesses
This tool helps your business punch above its weight. You can easily create custom order forms that upsell extra services at checkout. It keeps your team organized so you can deliver the kind of reliable service that turns new customers into loyal clients.
For Marketing Agencies
Make your client onboarding process smooth and impressive from day one. Your team can easily track tasks and project deadlines so nothing gets missed. This keeps clients happy and confident that you’re delivering exactly what you promised.
For Creative Studios
You can finally end the messy email feedback loops on your creative work. Clients can leave comments directly on your designs or videos. This makes collaboration much faster and helps your team keep track of every version and change request.
For Consulting Firms
As a consultant, your relationships are everything. The CRM helps you keep detailed notes on every client so you’re always prepared for meetings. You can also automate follow-ups and payment reminders, letting you focus on giving great advice instead of doing admin work.
For IT Services
Your clients count on you to be fast and responsive. The built-in ticketing system keeps all support requests organized so you can solve problems quickly. It also makes it easy to track your time and send clear, detailed invoices for all your work.
Agency Handy Pricing
The platform offers 3-tiered pricing plans: solopreneurs, teams & pro. Here’s a detailed look:
| Pricing Tier | Monthly Price | Annual Price | Users | Features |
| Freelancer | $19 | $13 | 1 | Unlimited ClientsClient Onboarding AutomationCustom BrandingTask ManagementCustomizable Invoicing TemplatesClient PortalNotes, Client & Internal Team ConversationsClient Approval |
| Teams | $99 | $66 | 10 | |
| Pro | $199 | $133 | 30 |
What Do Users Say About Agency Handy?
Rating on Capterra: 5 out of 5
“Agency Handy is an all-in-one solution that has streamlined our operations, improved client satisfaction, and boosted team productivity.” – Priyanka P.
Rating on G2: 5 out of 5
“It helps me sell my services with ease. Also, you can collaborate with your team in serving your customers within the platform.” – Franklin N.
Rating on Product Hunt: 5 out of 5
“If you are handling multiple clients or an agency, try it out. One of the best solutions to manage everything in one place.” – KH Sayed
Rating on Trustpilot: 3.8 out of 5
“I am extremely satisfied with Agency Handy. It has streamlined our client management process and has become an essential tool for our business operations.” – Vikas Patil.
2. Zendesk
Your customer conversations are probably scattered everywhere. Zendesk brings them all—live chat, emails, and social media messages—into one clean feed for your team. This means you can answer people faster without anything falling through the cracks.
You can also give your customers instant answers, even in the middle of the night. Zendesk’s AI bots can handle most common questions 24/7. They also figure out a customer’s mood and what they need, giving your human agents the right context to jump in and help effectively.
You can’t fix what you don’t measure. Zendesk gives you simple, easy-to-read reports that show how your team is doing. You can spot trends in customer questions, so you can make smarter decisions to improve your overall service.
So how is it different from Agency Handy? The main difference is how clients get started. Agency Handy is built for service businesses to let clients buy from a catalog and onboard themselves. Zendesk is more focused on providing great support and communication after a customer is already on board.
Features of Zendesk
Here are the highlighted, client retention-focused features for Zendesk:
- Gain deep insights into customer behavior with advanced analytics.
- Resolve issues efficiently with a streamlined ticketing system.
- Engage customers proactively with outbound SMS notifications.
- Support customers seamlessly across email, chat, social, and phone.
- Provide instant, 24/7 support with AI-powered bots.
- Offer immediate assistance and real-time engagement with live chat.
- Empower agents with a unified workspace for faster, consistent service.
Zendesk Pros
- Seamless customer interactions across channels.
- AI automation boosts workflow efficiency.
- Actionable insights from advanced analytics.
- Empowers customers with self-service options.
Zendesk Cons
- Users on lower-tier plans cannot export ticket data.
Zendesk Pricing
Zendesk provides multiple pricing plans tailored to meet the diverse needs of businesses. Below is an overview of their main offerings:
Zendesk Rating
- Capterra: 4.4 out of 5
- G2: 4.3 out of 5
3. Hubspot CRM
HubSpot keeps every interaction, call, meeting, and email organized in one clean timeline for each contact. Your whole team can see exactly what’s going on and what needs to happen next.
You can put your follow-ups and email campaigns on autopilot. HubSpot lets you set up automatic emails that send based on what a customer does. You can also test different subject lines to see what gets more open, so your marketing gets smarter over time.
Never again wonder if a client has read your important email. HubSpot notifies you the second they open it, so you can follow up at the perfect time. You can also use email templates and schedule messages to send later, which saves you a ton of time.
Make it incredibly easy for potential clients to talk to you. You can add a live chat box to your website to answer questions instantly. People can also book a meeting directly on your calendar, which completely ends the back-and-forth emails trying to find a time that works.
Features of Hubspot CRM
Here are the highlighted, client retention-focused features for HubSpot:
- Monitor customer health scores to proactively identify at-risk accounts.
- Gather customer insights with integrated NPS, CSAT, and CES surveys.
- Deliver 24/7 automated support with AI-powered chatbots.
- Automate contract renewals and follow-ups to prevent churn.
- Visualize the customer journey to identify and improve key touchpoints.
- Create targeted, personalized marketing campaigns to drive loyalty.
- Track key retention metrics with comprehensive, real-time dashboards.
Hubspot CRM Pros
- Centralized pipeline management across teams.
- Detailed analytics for marketing campaigns.
- Built-in live chat for lead engagement.
- Email templates simplify outreach efforts.
Hubspot CRM Cons
- Social media tools lack advanced options.
Hubspot CRM Pricing
HubSpot offers tiered pricing plans, including free tools, Starter, Professional, and Enterprise options fit for different business needs.
HubSpot CRM Rating
Capterra: 4.5 out of 5
4. Mixpane
Mixpanel shows you exactly what people do inside your app or on your website. You can see which features they actually love and where they get stuck, so you can make changes that matter.
You can also track specific actions, like when a user completes a tutorial or invites a friend. You can even get an alert when someone does something important. This lets you reach out at the perfect moment to offer help or just say thanks.
Figure out exactly where you’re losing people during important steps like signing up or checking out. Mixpanel maps out the user’s journey so you can see the precise spot where they drop off. This makes it easy to find and fix the problems that are costing you customers.
You can also discover which features make your best customers come back day after day. The reports show you what keeps people engaged for the long haul. This allows you to understand what different groups of users, like your power users or new signups, really need from you.
Features of Mixpanel
Here are the highlighted, client retention-focused features for Mixpanel:
- Analyze how long specific user groups remain engaged over time.
- Identify behavioral patterns by analyzing user cohorts.
- Pinpoint and fix drop-off points in the user journey with funnel analysis.
- Proactively reduce churn by predicting which users are likely to leave.
- Monitor and respond to user interactions and behavior in real-time.
- Track your most important retention KPIs with tailored, custom dashboards.
- Deliver personalized experiences by segmenting users based on behavior.
- Optimize features for user engagement and retention through A/B testing.
Mixpanel Pros
- Customizable dashboards enhance data visualization.
- Real-time analytics provide immediate insights.
- Advanced segmentation enables targeted user analysis.
- Comprehensive funnel analysis tracks user journeys.
- Robust API facilitates seamless integrations.
Mixpanel Cons
- Limited email tracking capabilities.
- Data discrepancies happen in complex analyses.
Mixpanel Pricing
Mixpanel offers flexible pricing plans, including a free tier and paid options starting at an affordable rate.
Mixpanel Rating
G2: 4.6 out of 5
Capterra: 4.5 out of 5
5. Whatfix
Whatfix adds step-by-step guides and helpful tips right inside your application. It walks people through complex tasks so they can learn by doing, without ever feeling overwhelmed.
You can also see exactly where people are having trouble. The tool shows you which features are confusing and where users are giving up. This helps you fix the most frustrating parts of your app to keep customers from getting stuck and leaving.
Let your customers help themselves without having to file a support ticket. You can add a help widget that offers them articles and answers right when they need them. The tool also lets you pop up quick surveys to get instant feedback from your users.
Features of Whatfix
Here are the highlighted, client retention-focused features for Whatfix:
- Guide users through complex tasks with step-by-step interactive walkthroughs.
- Provide contextual, on-demand support with an in-app self-help widget.
- Deliver personalized user onboarding experiences tailored to different roles.
- Identify and eliminate user friction points with detailed behavior analytics.
- Gather real-time user feedback with targeted, in-app surveys.
- Offer proactive guidance and highlight features with smart tips and pop-ups.
- Streamline user workflows by automating repetitive in-app tasks.
Whatfix Pros
- Supports multiple languages for global teams.
- Automated content creation reduces manual effort.
- Contextual self-help widgets enhance user support.
- Multi-format content exports like PDFs.
- Step-by-step overlays for task simplification.
Whatfix Cons
- Complex configurations may require technical support.
- Analytics dashboard lacks advanced reporting features.
Whatfix Pricing
Whatfix offers customized pricing plans and you’ll need to contact the sales team to get a quote based on your organization’s specific needs and requirements.
| Pricing Tier | Price | Key Features |
| Standard | Custom | – Manual Language Translation- Content Aggregation Integration (up to 2,000 articles)- 24/5 Customer Support |
| Premium | Custom | – All Standard Features- Auto Translation- Custom Surveys- Guidance Analytics- Content Aggregation Integration (Unlimited)- Named Customer Success Manager |
| Enterprise | Custom | – All Premium features- Engagement Dashboard- Unlimited Content Aggregation Integration- Advanced Deployment Options |
Whatfix Rating
G2: 4.6 out of 5
Capterra: 4.6 out of 5
6. Hotjar
Ever wonder what people actually do on your website? Hotjar lets you watch recordings of their mouse movements, clicks, and scrolls. You can see your site through their eyes and find the exact spots that are causing them confusion.
You can also find out precisely where you’re losing customers during key moments, like the checkout or signup process. Hotjar maps out these steps and shows you the exact point where people are dropping off. This helps you fix the leaks that are costing you money.
Get a quick visual summary of what parts of a page get the most attention. Heatmaps show you exactly where people are clicking and how far they scroll. It’s an easy way to see if your most important buttons and information are actually being noticed.
Sometimes the best way to know what users want is just to ask them. You can add a simple feedback box or pop up a quick survey on any page. This lets you get direct, honest opinions that you can use to make your site better.
Features of Hotjar
Here are the highlighted, client retention-focused features for Hotjar:
- Understand user behavior by watching recordings of real visitor sessions.
- Visualize user clicks, taps, and scrolling behavior with aggregated heatmaps.
- Collect real-time sentiment and ratings with an on-page feedback widget.
- Gather targeted user insights with customizable, on-site surveys.
- Identify and fix drop-off points in your key user conversion funnels.
- Optimize forms by identifying the specific fields that cause user drop-offs.
- Get instant user feedback on specific website or application elements.
- Analyze and filter behavioral data by segmenting users into groups.
Hotjar Pros
- Comprehensive analytics enhance decision-making.
- Real-time data aids quick adjustments.
- Customizable surveys capture targeted feedback.
- Affordable pricing suits small businesses.
- Integrates with popular tools like Slack, Google Analytics, Zapier, etc.
Hotjar Cons
- Session recordings can be slow to load.
- Heatmaps lack advanced segmentation options.
Hotjar Pricing
Hotjar provides flexible pricing plans personalized to various business needs, offering both free and paid options with scalable features.
Hotjar Rating
G2: 4.3 out of 5
Capterra: 4.6 out of 5
7. Kissmetrics
Most analytics tools only show you what happens in a single visit. Kissmetrics is different because it connects a person’s actions over weeks or even months. It ties together all their visits, even across different devices, to show you their complete journey with your business.
You can also group people together based on when they signed up or what they did first. This lets you see if customers from your July promotion are sticking around longer than the ones from June. It helps you understand what’s actually working to keep people engaged.
See exactly where people are giving up during important steps, like signing up or making a purchase. The funnel reports give you a simple, visual map of their path. You can instantly spot the step that’s causing the most trouble so you know exactly what to fix.
Features of Kissmetrics
Here are the highlighted, client retention-focused features for Kissmetrics:
- Track individual customer journeys across multiple sessions and devices.
- Uncover behavioral patterns by analyzing specific user cohorts over time.
- Visualize and optimize user journeys by identifying funnel drop-off points.
- Connect user behavior directly to revenue to identify high-value customers.
- Monitor retention rates to identify key factors that influence user loyalty.
- Improve user engagement by A/B testing different designs and user flows.
- Trigger automated emails based on specific user actions to increase engagement.
Kissmetrics Pros
- Accurate tracking of user interactions.
- Intuitive and user-friendly interface.
- Detailed cohort analysis capabilities.
- Customizable user populations for analysis.
- Keeps customer data secure.
Kissmetrics Cons
- Data summarizing is lacking.
- Multivariate testing is not available.
Kissmetrics Pricing
Kissmetrics offers three pricing plans: Silver, Gold, and Platinum. The Silver plan is designed for small teams, the Gold plan caters to medium-sized teams, and the Platinum plan is for larger organizations.
Kissmetrics Rating
G2: 4.1 out of 5
Capterra: 4.1 out of 5
8. Zoho CRM
Zoho CRM puts every single interaction—every call, email, and meeting—into one simple profile. This means your team always knows a customer’s full history before they even pick up the phone.
You also get a smart AI assistant that works for you in the background. It can actually predict which customers might be unhappy and at risk of leaving. This gives you a heads-up so you can reach out to solve problems before you lose their business.
Take all the boring, repetitive tasks off your team’s plate. Zoho can automate things like sending follow-up emails or assigning new leads to a sales rep. This frees up your team to spend less time on admin work and more time actually talking to customers.
It also brings all your customer conversations into one place, no matter how they contact you. Whether it’s by email, social media, or live chat, your team can see and reply to everything without switching between a dozen different tabs. This makes your support much faster and more organized.
So how is it different from a tool like Kissmetrics? Kissmetrics is great for a deep analysis of why your users behave a certain way. Zoho is more focused on giving your team the tools to act on that information, like automatically triggering a follow-up email when a customer seems unhappy.
Features of Zoho CRM
Here are the highlighted, client retention-focused features for Zoho CRM:
- Proactively identify at-risk customers with AI-powered churn prediction.
- Get a unified, 360-degree view of every customer interaction.
- Engage customers seamlessly across all channels from one platform.
- Automate routine tasks like follow-ups to focus on relationship-building.
- Segment customers to deliver hyper-targeted and personalized campaigns.
- Design and orchestrate personalized customer journeys with visual tools.
- Receive real-time notifications about customer actions and signals.
- Anticipate future customer needs and behavior with predictive intelligence.
Zoho CRM Pros
- Integrates seamlessly with other Zoho applications.
- Provides efficient tools for lead and contact management.
- Offers robust analytics for data-driven decisions.
- Reliable customer support for troubleshooting.
- Comprehensive training materials for easy user onboarding.
Zoho CRM Cons
- Canvas Design Studio only available for higher-tiered plans.
Zoho CRM Pricing
Zoho CRM offers a range of pricing plans, including a free edition for up to three users, with paid plans starting at $20 per user per month.
Zoho CRM Rating
G2: 4.1 Out of 5
Capterra: 4.3 out of 5
How to Choose the Best Customer Retention Software
Choosing the right software is about finding a tool that helps you keep your best customers around for longer. Here are a few key things you should look for before you decide on one.
A Single Place for Client Info
Look for a tool that puts all your client information in one spot. Your team shouldn’t have to hunt through emails and spreadsheets to find a client’s history. This lets you offer much more personal and informed service.
Tools to See What Users Do
The software should show you what people are actually doing in your product or on your site. You need to see where they get stuck, which features they use most, and where they give up. This is the only way to know what you need to fix or improve.
A Heads-Up on Unhappy Customers
Some of the best tools can actually predict which customers are about to leave. They look at past behavior to give you a warning sign. This gives you a chance to reach out and solve a problem before it’s too late.
Simple and Visible Reports
You need a simple dashboard that shows you the most important numbers at a glance. Make sure you can easily track things like how many customers you’re losing or how many are buying again. If you can’t see if your efforts are working, the tool isn’t doing its job.
Ways to Group Your Customers
A good tool will let you put your customers into different buckets. For example, you can separate your brand new users from your long-time loyal fans. This lets you send much more relevant messages to each group instead of blasting everyone with the same thing.
Quick Client Feedback and Approval
Finally, make sure it’s easy to ask your customers what they think. The software should help you send out quick surveys or collect feedback on your website. Listening to your customers is one of the easiest ways to figure out how to keep them happy.
So, What is The Best Customer Retention Software?
Agency Handy is the best customer retention software as it automates the entire client onboarding process. New clients can select services, complete payment, and get access to their client portal.
You don’t get constant “what’s the status?” emails. Clients get their own private portal where they can see the real-time progress of their projects. They feel informed and in control, and your team gets to focus on the actual work instead of just talking about it.
Final Words
In the end, keeping clients happy is how you grow. Whatever business tool you use, if it doesn’t include features to help you with customer retention, your business will struggle.
Agency Handy is one of those customer retention software that brings everythin in one place. From onboarding to support, it helps you to improve customer loyalty and retain for a long run.
Ready to see the difference? Start your free trial.
FAQs
What is Customer Retention Software?
Customer retention software is all about helping you earn more from the clients you already have. It gives you the tools to keep them happy, satisfied, and sticking with your business for the long haul.
According to a customer retention study by Harvard Business Review, retaining just 5% more customers can grow your profits by 25% to 95%. It’s one of the smartest investments you can make for real, long-term growth.
How does customer retention software benefit small businesses?
Customer retention software helps small businesses streamline customer management. They automate follow-ups, and personalize interactions, allowing them to compete with larger companies by improving efficiency and customer satisfaction.
What industries benefit the most from customer retention software?
Industries like e-commerce, SaaS, healthcare, education, and hospitality benefit greatly as they rely heavily on maintaining long-term relationships and reducing customer churn.
Can customer retention software integrate with existing business tools?
Yes, most platforms integrate with tools like CRMs, marketing automation systems, and analytics software, creating a unified ecosystem for customer management and data sharing.
How does customer retention software help with churn prediction?
Retention software analyzes customer behavior, usage patterns, and feedback to identify at-risk clients and trigger proactive measures to re-engage them.
