Client Relationship Manager

Client Relationship Manager

by The Agent Ledger

A lightweight, AI-native CRM for solopreneurs and freelancers. No SaaS subscription. No monthly seat fees. Just plain text files your agent can read, update, and reason over — with you keeping full control of your data.

What This Skill Does

• Maintains structured client records in plain text
• Tracks deal stages, interaction history, and follow-up queues
• Prepares meeting briefs from client context
• Surfaces overdue follow-ups automatically
• Generates pipeline snapshots and revenue forecasts
• Stays out of the way when you don't need it

Setup (5 Steps)

Step 1: Create Your CRM Directory

crm/
├── clients/          # One file per client
├── pipeline.md       # Active deals and stages
├── follow-ups.md     # Pending follow-up queue
└── README.md         # Index of all clients

Ask your agent to create this structure:

"Set up a CRM directory at crm/ with subdirectories for clients, and files for pipeline.md and follow-ups.md."

Step 2: Add Your First Client Record

Each client lives in crm/clients/[client-slug].md. Use this template:

# [Client Name]
**Company:** [Company or "Individual"]
**Contact:** [Primary contact name]
**Email:** [email]
**Phone:** [phone — optional]
**Timezone:** [their timezone]
**Introduced:** [YYYY-MM-DD]
**Source:** [How you met — referral, cold outreach, inbound, etc.]
**Tags:** [industry, service-type, etc.]

## Status
**Stage:** [Lead / Prospect / Active / Paused / Closed-Won / Closed-Lost]
**Value:** [$X/project | $X/month | TBD]
**Next Action:** [What needs to happen next]
**Next Action Due:** [YYYY-MM-DD]

## Background
[2-3 sentences on who they are, what they do, what problem they're trying to solve]

## Our Work Together
[What service/product you're providing or discussing]

## Interaction Log
### YYYY-MM-DD — [Medium: email/call/meeting/message]
[Brief summary of what was discussed, decided, or agreed]

### YYYY-MM-DD — [Medium]
[...]

Step 3: Set Up Your Pipeline

crm/pipeline.md tracks all active deals in one view:

# Pipeline
_Last updated: YYYY-MM-DD_

## Active Deals

| Client | Stage | Value | Next Action | Due |
|--------|-------|-------|-------------|-----|
| [Name] | Proposal Sent | $X | Follow up if no response | YYYY-MM-DD |
| [Name] | Negotiating | $X | Send revised scope | YYYY-MM-DD |
| [Name] | Active | $X/mo | Monthly check-in | YYYY-MM-DD |

## Pipeline Summary
- **Total pipeline value:** $X
- **Weighted forecast (50% close rate):** $X
- **Active client MRR:** $X

## Recently Closed
| Client | Outcome | Value | Date |
|--------|---------|-------|------|
| [Name] | Won | $X | YYYY-MM-DD |
| [Name] | Lost | — | YYYY-MM-DD |

Step 4: Set Up Your Follow-Up Queue

crm/follow-ups.md is your daily action list:

# Follow-Up Queue
_Last updated: YYYY-MM-DD_

## Overdue
- [ ] **[Client Name]** — [What to do] _(was due YYYY-MM-DD)_

## Due Today
- [ ] **[Client Name]** — [What to do]

## Due This Week
- [ ] **[Client Name]** — [What to do] _(YYYY-MM-DD)_

## Due Next Week
- [ ] **[Client Name]** — [What to do] _(YYYY-MM-DD)_

## Someday / No Date
- [ ] **[Client Name]** — [Reconnect when budget opens]

Step 5: Give Your Agent the Standing Instructions

Add to your AGENTS.md or system prompt:

## CRM Protocol

When I mention a client or prospect:
1. Check if they have a record in crm/clients/ — if not, offer to create one
2. After any meeting or call I describe, offer to log an interaction entry
3. If I ask for a "CRM review" or "pipeline check," read crm/pipeline.md and crm/follow-ups.md and report: overdue items, upcoming actions, pipeline value, and any clients I haven't touched in 30+ days
4. If I say "prep me for [client]," read their client file and give me: background, last interaction, current stage, and what I should know before talking to them

Never auto-update files without confirming the entry first.

Usage Patterns

Meeting Prep

"Prep me for my call with Acme Corp at 2pm."

Your agent reads crm/clients/acme-corp.md and gives you:

• Who you're talking to and their background
• Current deal stage and value
• Last interaction summary
• What was agreed or outstanding
• Suggested talking points based on next action

Log an Interaction

"Just got off a call with Sarah at Designworks. She liked the proposal but wants a 10% discount. Follow up Friday."

Your agent drafts the interaction log entry and updates the next action + due date. You confirm before it writes.

CRM Review

"Give me a CRM review."

Your agent reads pipeline.md and follow-ups.md and reports:

• Overdue follow-ups
• Actions due today and this week
• Pipeline summary (total value, count by stage)
• Clients not touched in 30+ days (potential churn risk)
• Any deals with stale "next action" dates (no movement in 14+ days)

Add a New Lead

"Add Jane from TechStartup as a lead. Met her at a conference. She's interested in monthly consulting. Her email is jane@techstartup.io."

Your agent creates crm/clients/techstartup-jane.md using the template, fills in what you've told it, and flags the fields that need more information.

Weekly Pipeline Update

"Update the pipeline."

Your agent reads all client files, cross-references with pipeline.md, and proposes updates for any stages that appear stale or inconsistent with recent interaction logs.

Deal Stages (Customize These)

Adapt these to your sales process. The stage names in client files and pipeline.md should match.

Automated Follow-Up Review (Optional)

Add a periodic check to your HEARTBEAT.md:

## CRM
- Read crm/follow-ups.md and flag any overdue items
- Check for clients in crm/clients/ with no interaction in 30+ days
- If pipeline hasn't been updated in 7 days, flag for review

Or set a weekly cron:

openclaw cron add \
  --name "weekly-crm-review" \
  --cron "0 9 * * MON" \
  --model "anthropic/claude-3-5-haiku-20241022" \
  --session isolated \
  --message "Read crm/pipeline.md and crm/follow-ups.md. Report: overdue follow-ups, pipeline value by stage, clients not touched in 30+ days, and deals with no movement in 14+ days. Be concise." \
  --announce \
  --to "[YOUR_TELEGRAM_CHAT_ID]" \
  --tz "America/Chicago"

Customization Options

Industry-Specific Stage Names

Replace the default stages with language that fits your context:

• Freelancers: Inquiry → Brief → Quoted → In Progress → Review → Invoiced → Paid
• Coaches: Discovery → Enrolled → Active → Alumni
• Agencies: RFP → Scoping → Proposal → Negotiation → Onboarding → Retained

Client Tiers

Add a tier field to segment by relationship priority:

**Tier:** A (Top client / referral source) | B (Active, standard) | C (Occasional) | D (Dormant)

Revenue Tracking

Extend pipeline.md with a monthly revenue section:

## Revenue (Current Month)
- Invoiced: $X
- Collected: $X
- Outstanding: $X
- Projected (next 30 days): $X

Referral Tracking

Add a referrals section to client files:

## Referrals Sent
- Referred [Name] to [Client] on [date] — [outcome if known]

## Referrals Received From This Client
- [Name/Company] — [date] — [outcome]

Integration With Other Agent Ledger Skills

Troubleshooting

Privacy Note

All CRM data lives locally in your workspace. Nothing is synced, shared, or processed externally unless you explicitly ask your agent to send something. Your client data stays yours.

If you're subject to client confidentiality obligations (legal, financial, healthcare), keep this in a local-only workspace and avoid syncing to cloud-backed directories without reviewing your obligations.

About This Skill

Built by The Agent Ledger — practical guides and tools for AI-augmented solopreneurs.

Subscribe for new skills, guides, and subscriber-only content at theagentledger.com.

License: CC-BY-NC-4.0 — free for personal use, not for resale or redistribution.

Disclaimer: This skill provides a framework for organizing information. It does not replace professional CRM software for enterprise use cases, and the author makes no warranty as to fitness for any particular purpose. Use responsibly and in compliance with any applicable data protection laws and professional obligations.