Asana Client Management
What Is Asana Client Management?
Asana Client Management is an add-on that turns Asana into a system for running client work. It adds client records, a branded client portal, team capacity planning, AI meeting capture, and four pre-built AI teammates on top of the projects and tasks your team already manages in Asana. It became generally available on September 28, 2026.
For agencies and professional services firms, that's a big shift. Client work has usually been spread across a CRM, a project tool, a separate portal, spreadsheets for capacity, and a lot of email. Client Management puts the client relationship and the work you deliver for that client in the same place, and then puts AI to work on top of it: drafting status updates, turning client calls into tasks, and flagging accounts at risk.
As an Asana partner, we've been getting a lot of questions about it. This post covers what's included, how the AI teammates actually work, what it costs, who it's a good fit for, and what to set up before you turn it on.
What's Included
When Client Management is turned on, a new Client management section appears in the Asana sidebar with five areas: Clients, Contacts, Projects, Team capacity, and Meetings.
Client Directory
Every client gets one record with four tabs: Profile, Projects, Contacts, and Portal. The directory tracks account status, annual recurring revenue, renewal dates, key contacts, and linked projects, and it supports custom fields, shared views, and access controls. For most firms, this is the first time client details and client delivery live in the same place.
Client Portal
Each client gets a private, branded portal with three sections: Overview, Timeline, and Files. Your team decides what goes in it, including status updates, team member highlights, and tasks for the client to review or act on. Clients see only their own portal, never the rest of your Asana, and the feedback they leave becomes tasks for your team. Clients don't need Asana licenses.
Team Capacity
A live view of who's assigned to what across all active client work, showing where people are over or under capacity. It's meant to catch staffing conflicts before they turn into missed deadlines.
AI Meetings
Meetings are linked to the client record. AI captures the conversation, summarizes it, and turns action items into tasks your team reviews and assigns.
Four AI Teammates
Creative Producer, Account Advisor, Operations Coordinator, and Executive Advisor are pre-built AI teammates that work inside your client accounts. We cover each one in detail in the AI section below.
Optional: Timesheets and Budgets
An add-on, billed separately, that brings in billable and non-billable time, budget tracking, rate cards, and project health monitoring.
How AI Works in Asana Client Management
AI isn't a side feature in Client Management. It's built into almost every part of it. Four AI teammates, AI meeting capture, and AI-assisted capacity planning all work from the same client records, projects, and conversations your team uses, so the AI already knows which client it's working for, what was agreed, and what's in flight.
Why Shared Context Matters
Most AI tools start from a blank prompt. Someone has to paste in the brief, the brand guidelines, and the last round of feedback every time. In ClientManagement.AI teammates draw on Asana's Work Graph, the data model that connects every task, project, client, and conversation. Asana describes this as shared memory across projects and a shared workspace where people and AI teammates work side by side, with audit trails for client interactions and AI actions.
In practice, an AI teammate drafting a status update for a client can see that client's open tasks, recent decisions, and timeline without anyone briefing it.
The Four AI Teammates in Practice
Creative Producer Turns incoming briefs and client feedback into structured tasks and first-draft creative work, guided by each client's brand guidelines, tone, past content, and feedback history. In practice: a client sends a revision request, and Creative Producer breaks it into assigned tasks and produces a first pass for your designer to refine. Keep human: final creative judgment and anything that goes to the client.
Account Advisor Handles the handoff from CRM to project kickoff, drafts client-facing status updates, and flags budget and delivery risk. In practice: when a deal closes, Account Advisor sets up the kickoff with the scope and contacts already in place, then drafts the weekly update your account lead reviews and sends. Keep human: scope decisions and any conversation about risk or budget.
Operations Coordinator Supports staffing, billing prep, decision logs, file standards, and budget risk alerts. In practice: it keeps a running decision log for each account and prepares billing details at month end so operations isn't rebuilding them from email. Keep human: final billing approval and staffing calls.
Executive Advisor Gives leadership a portfolio-wide view of profitability, capacity, and churn risk. In practice: before a leadership meeting, it summarizes which accounts are trending over budget, which teams are stretched, and which clients show signs of risk. Keep human: decisions about pricing, staffing, and which relationships to invest in.
All four teammates are pre-built but customizable, so you can adjust their instructions to match how your firm works.
AI Meetings: From Client Call to Assigned Tasks
AI Meetings records client calls linked to the client record, generates a transcript and summary, and turns action items into tasks your team reviews and assigns. This closes one of the most common gaps in client work: decisions made on a call that never make it into the project plan.
AI in Capacity Planning
On the Advanced tier, Team Capacity includes AI-prepared allocation suggestions and rebalancing alerts when someone is out, so resourcing conflicts surface before a deadline slips.
What the AI Costs
Each plan includes an allotment of AI requests. Beyond that, requests are available as prepaid packs at $0.50 each or pay-as-you-go at $0.60 each, with an optional spending cap. Set a cap during your pilot so you can see real usage before rolling out firm-wide.
How to Get Good Output From the AI Teammates
Feed the client record. Brand guidelines, tone notes, key contacts, and scope belong on the client record, because that's what the AI draws from.
Keep projects current. An AI status update built on stale tasks is a confident, wrong status update.
Start with internal-only outputs. Use meeting summaries, decision logs, and risk flags internally first, then move to client-facing drafts once you trust them.
Assign a reviewer for every client-facing output type. Decide by role who approves AI-drafted updates and creative before they reach a client.
Plans and Pricing
Client Management comes in two tiers. Prices are per internal user per month, and your clients never need a license.
Starter: $10.99 per user per month billed annually ($13.49 billed monthly). Includes the client directory and all four AI teammates. It's a good starting point if your main goal is getting every client and its projects into one organized record.
Advanced: $24.99 per user per month billed annually ($30.49 billed monthly). Adds the client portal, AI meeting-to-task creation, and team capacity planning. For most agencies and service firms, the portal and capacity view are the reason to buy, so Advanced is the tier we expect most teams to need.
Enterprise and Enterprise+: pricing goes through Asana sales.
AI usage: each plan includes an allotment of AI requests for the AI teammates. Additional requests are available as prepaid packs at $0.50 per request or pay-as-you-go at $0.60 per request, with an optional spending cap.
Asana offers a 14-day free trial with every feature included.
Who It's For (and Who It Isn't)
A strong fit:
Agencies already running delivery in Asana. You get client records, portals, and capacity planning without moving work into another system.
Professional services firms managing many concurrent clients. Consultancies, marketing and creative shops, and IT service providers that need to see capacity and account health across the whole portfolio.
Teams tired of status calls. If your account leads spend hours each week reporting status by email and meetings, the portal can take much of that work off their plate.
Firms ready to put AI to work on client delivery. The AI teammates are most useful when client context and project data already live in Asana.
Probably not the right fit yet:
Firms that run time, billing, and invoicing in a dedicated professional services platform and depend on its financial depth. Client Management can still sit alongside it, but plan the integration before migrating anything.
Very small teams with only a few clients. If one person can hold every client relationship in their head, the setup effort may outweigh the benefit for now.
Teams not yet using Asana consistently. Client Management is built on your existing projects. If projects aren't kept current today, fix that first.
What to Set Up Before You Turn It On
Client Management is only as good as the structure underneath it. These are the decisions we recommend making before your team or your clients ever see it.
Define what a "client" is in your account. Decide whether a client is a company, a brand within a company, or a business unit. Getting this wrong means re-sorting records later.
Design your client record fields. Choose the custom fields every record needs, such as service line, contract type, renewal date, account lead, and health status, and decide who's responsible for keeping them current.
Clean up and connect your projects. Archive dead projects, standardize naming, and link every active project to the right client. Capacity views and AI output both depend on this.
Standardize project templates by service type. A retainer, a one-time project, and an ongoing support engagement should each start from their own template.
Decide what clients will see in the portal. Agree on which updates, tasks, and files are client-facing, and who on your team approves them before they're shared.
Set AI review rules. Decide which AI teammate outputs can reach a client, who reviews each type, and what never gets automated.
Pilot with two or three clients. Choose one friendly client, one typical client, and one complex client. Learn from them, adjust, then roll out across the portfolio.
Plan client onboarding to the portal. Tell clients why you're making the change, show them the portal at kickoff, and stop answering status questions by email once they're set up. A portal only works if clients actually use it.
Common Rollout Mistakes
Turning it on before cleaning up projects. The client directory and capacity view will reflect whatever mess already exists, and your team will stop trusting them.
Launching the portal to every client at once. Pilot first. A clumsy portal experience in front of your biggest client is hard to undo.
Letting AI drafts reach clients without review. The AI teammates are useful, but someone accountable has to approve anything client-facing, at least until you've seen how reliable each output type is.
Leaving client records without an owner. If nobody is responsible for keeping renewal dates, contacts, and health status current, the directory goes stale within a quarter.
Treating it as a software project instead of an operating change. The biggest gains come from changing how your team runs client work, like intake, status reporting, and account reviews, not just from turning on features.
How DeskAI Helps
DeskAI is an Asana and work.management consultant, focused on implementation and consulting. We help agencies and service firms get Client Management set up the right way the first time:
Readiness assessment: we review your current Asana setup and tell you what needs to change before you turn Client Management on.
Client record and template design: we build the client fields, project templates, and naming standards that keep your directory accurate.
Project cleanup and client linking: we connect your active work to the right clients so capacity and AI views are trustworthy from day one.
Portal and AI governance: we help you decide what clients see, who approves it, and how AI teammate output gets reviewed.
Pilot and rollout: we run the pilot with you, then train your team and roll out across the portfolio.
Thinking about Asana Client Management? Book a free consultation and we'll walk through whether it's the right fit for your firm and what a rollout would look like.
Frequently Asked Questions
What is Asana Client Management? Asana Client Management is an add-on that adds client records, a branded client portal, team capacity planning, AI meeting capture, and four AI teammates to Asana, so agencies and service firms can run client relationships and client delivery in one system.
How much does Asana Client Management cost? Starter is $10.99 per user per month billed annually, and Advanced is $24.99 per user per month billed annually. Enterprise pricing goes through Asana sales. Clients don't need licenses.
Do my clients need an Asana license to use the portal? No. Licenses only cover your internal team. Clients access their own private portal and can't see the rest of your Asana.
Which plan includes the client portal? The client portal is included in the Advanced tier, along with AI meeting-to-task creation and team capacity planning.
What are Asana's AI teammates for client management? There are four: Creative Producer, Account Advisor, Operations Coordinator, and Executive Advisor. They draft creative work and status updates, handle CRM-to-kickoff handoffs, support staffing and billing prep, and surface profitability and churn risk.
Can I customize Asana's AI teammates? Yes. All four AI teammates are pre-built for common agency jobs but customizable, so firms can adjust their instructions to match how they run client work.
Do Asana's AI teammates send anything to clients automatically? They produce drafts for people to review, such as status updates and first-pass creative. Firms should decide which outputs can reach clients and who approves each type before rolling the teammates out.
Is there a free trial? Yes. Asana offers a 14-day free trial with every feature included.
Sources (check before publishing; pricing and features change):
Comments