Capsule: A Fantastic CRM For Voice Actors
- Tom Dheere
- Aug 13
- 4 min read
Where does your voice over client list live?
If you’re like many voice actors, your “system” is probably a patchwork of spreadsheets, scattered notes in a document, flagged emails, and maybe a few names scribbled on a sticky note attached to your monitor. You track auditions in one place, client contact info in another, and follow-ups…well, those you try to keep in your head.
This isn't just stressful; it's costly. Every forgotten follow-up and lost contact is a potential opportunity that has vanished into thin air. Your talent gets you noticed, but your systems are what build a sustainable, profitable career.
The single most powerful system for organizing your voice over business and turning chaos into opportunity is the CRM.
The Smartest System for Your Voice Over Business: A CRM
CRM stands for Customer Relationship Manager. Don't let the corporate-sounding name fool you. A CRM is simply a central hub—a digital brain—for every single interaction you have with your network of clients, leads, and contacts.
Why Isn't My Spreadsheet Enough?
Using a spreadsheet for all of your client management is like using a paper map in the age of GPS. It works, but it’s not the most efficient, and you’re bound to miss a few turns.
A spreadsheet is static. It’s a passive list of data that requires you to remember everything. A CRM for voice actors is a dynamic, active partner in your business.
A spreadsheet can’t remind you to follow up with that casting director in three months. A CRM can.
A spreadsheet can’t show you a visual pipeline of all your current auditions and their stages. A CRM can.
A spreadsheet can’t keep a running log of every email, phone call, and note related to a specific client in one easy-to-find place. A CRM can.
Introducing Capsule: The "Just Right" CRM for Voice Actors
Those of you who know me are aware that I'm a big fan of the CRM Cloze and I also use Wix, but they're not a good fit for everyone. Capsule CRM hits the sweet spot. It's powerful, intuitive, and perfectly scaled for the needs of a voice actor.
Here’s what can make it so effective for your voice over business:
Visual Sales Pipeline: You can create a custom pipeline to visually track every audition. Imagine columns labeled "Leads," "Audition Sent," "Callback," "Booked," and "Paid." With a simple drag-and-drop, you can move a client from one stage to the next, giving you a complete overview of your workflow at a glance.
Complete Contact History: On a single screen for any contact, you can see all their info, any notes you’ve written ("Loves conversational reads, hates corporate jargon"), and a history of your email conversations.
Task Management & Reminders: This is a game-changer. When you finish a project, you can create a task in Capsule to "Follow up in 90 days." The system will automatically remind you when the time comes. No more opportunities falling through the cracks.
A Real-World Example: An Audition in Capsule
You get an audition from a new producer. You add the producer as a Contact in Capsule and link them to their Production Company.
You create an "Opportunity" called "XYZ Explainer Video Audition" and place it in your "Audition Sent" pipeline stage.
You get a callback! You drag the Opportunity to the "Callback" stage.
You book the gig! You drag it to "Booked."
After you send the invoice, you set a task to remind you to follow up in two weeks if it hasn't been paid.
Every step is tracked, logged, and managed. Nothing is left to chance.
Stop Managing and Start Strategizing
This is about more than just being organized. It’s about shifting your time from administrative busywork to strategic action. It’s about building stronger client relationships and ensuring no lead is ever wasted. This is how you build a truly professional, six-figure business.
I have partnered with Capsule to help get this tool into the hands of more voice actors. The link below is my affiliate link, which means I may receive a small commission at no extra cost to you if you decide to sign up.
Your talent deserves a business system that can support it. It’s time to ditch the spreadsheets and get strategic.
Wanna learn more about Capsule? Check out the tutorial video below!
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Through VO Strategist, Tom's provided voiceover business & marketing coaching since 2011. He's also a voice actor with over 25 years of experience who has narrated just about every type of voice over you can think of. When not voicing or talking about voicing, Tom produces the sci-fi comic book Agent 1.22.
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