Track Customers, Projects, and Tasks with Airtable

Track Customers, Projects, and Tasks with Airtable

There are many applications that let you track customers, projects and jobs. If you’ve chosen Airtable, congratulations, it’s an excellent choice for this purpose! Here’s how to track customers, projects, and tasks with airtable.

Airtable is a database.

That means you have a bunch of lists or tables, each meant to track specific and detailed information about a certain thing.

When you look at accounting software like QuickBooks Online, this will make a lot of sense.

I have a customer list. An account list (aka chart of accounts). A vendor list, and so on.

If you want to track customers, projects, and tasks with Airtable, you have to do the same thing.

A “base” in Airtable is made up of tables.

Let’s start by creating a table for each “THING” that we want a list for, so we can connect and track all of the “things.”

It might look like this to start with as a list of tables to build:

  • Customers
    Projects
    Staff (both in house and subcontracted)
    Tasks

You might even include a table or list of your services. This can come in handy.

Next we need to know what information we will want to track in each list.

I highly recommend dynalist for this. It makes it easy to plan out something just like this, and it is much easier that way, then if you realize after you are hours into building your database, that you forgot a critical component.

This is especially important, because as you’ll see, when I am setting up my projects, I’ll need the staff list in place, so I can link to that table, giving the ability to assign the person in charge of the project. So you wan to build the staff table first. It’s not the end of the world if you don’t do this planning, but it will definitely save time to map it out before you start creating this in Aritable.

Once you setup your base to track customers, projects, and tasks with Airtable, the key is going to be in how you use the “views.”

Views in Airtable are like reports. Sure you can filter the grid when you need to, but if there is one particular filter (like only show tasks that are open (not completed) that you will use frequently, you should save that view.

To recap there are really two keys to get Airtable set up to track customers, projects, and tasks really well.

The first key is in setting up your tables properly.
The second key is in using the views to capture the information in various forms that make it easy to analyze and understand.

Watch the video and see how to do this

Use Airtable To Track Your App Ecosystem

I can’t keep up! There are so many apps to use. Can’t there just be one app that does everything? This is what people are frequently asking in some way, shape, or form, every single day. Use Airtable to track your App Ecosystem. Airtable is the best solution I’ve seen to date. It has everything you need, and a whole lot of things you wouldn’t have thought of that make it a whole lot of awesome!

Asking for one app that does everything is like walking into a car dealership and asking if the car comes with a kitchen, bath, and office. Then again, you can probably get an RV that fits that description.

I digress.

Let’s use Airtable to see what we need to track so we can decide what apps we need. First we need to know what problems we need to solve.

You can’t buy the gas before you have a car!

Many people do this backwards. They start looking at apps to see what they might need. That’s a recipe for instant overwhelm.

Imagine walking around a car dealership with a gas can, trying to decide which car you’ll put the gas in?

Apps are there to fill a need. So first we need to define our needs. Then we research the apps that fill them.

Let’s look at the following App Genres

  • Accounting
  • Project Management
  • Workflow
  • CRM
  • Communications
  • Social media management
  • Marketing (email)


That’s a good start. Now we need a place where we can research and document the many apps that we can choose from. Of course I am recommending that you use Airtable for this!

Then we want a way to track what we’ve chosen.

At a certain point you have to choose something and try it.

You’ll still want to use Airtable and keep this database as a resource, in case you think there might be something better out there. As time goes on, new needs will arise, and new apps will need to be employed. you might want to employ a good note taking app, like Evernote right off the bat. But there are other choices that you might like better.

  • Zoho Notebook (check it out. It’s really cool!)
  • Google Keep – simple, but powerful
  • Penzu – I love this app, but I don’t love the company’s presence (or lack thereof) online.

Also, depending on what you do for a living, this in itself may become a service you can offer your clients – helping them figure this out. So you might want to track information about their affiliate programs.

Pricing Plans

This is another important part of your research. You might love an app, but if you’re a new startup, you may not have the budget for some of them. This means you will also want to track the number of users needed for each app, because in almost every case, this will drive the cost, and which plan you’ll need for each app.

Let’s take a look at how you can use Airtable to track your app ecosystem. You’re going to love it!

Get Airtable → Click here

My upcoming webinar on Airtable is next month! Register here. After that the same link will take you to where you can purchase the recording.