Account tracking

Reliable account management is important for sales and customer success teams. With Asana, you can easily track your prospects and customers, see their account status, and know who is responsible for each account.

How to create an account tracking project

  1. Create a new project. Name it, “Account tracking.” Add the project to your sales or customer success team.
  2. Create custom fields based on the pipeline or client stages. For sales this could be by funnel stage. For customer success, this could be by team size, or lifecycle stage. Create custom fields by clicking the blue Add Custom Fields link at the top of the project. Once you’ve created your custom fields, change the view to sort by custom field.
    • Make sure to also add a field for unresponsive leads or closed accounts so you can still track them but know they’re inactive.
  3. Create a template task for teammates to duplicate and name it, “TEMPLATE, DUPLICATE ME - New account.” For every customer, create a task. You might not mark these tasks complete as the relationship continues. This is fine and not all tasks in Asana needs to get checked off right away.
    • You can also create subtasks on the template task to track standard activities that you do for every account.
  4. Once the account has an owner, assign the task to that person so everybody knows who is responsible for the relationship.
    • If the account owner changes, reassign it to the new owner.
  5. Use task descriptionstask comments, and attachments to add in notes and relevant files about the account throughout its lifecycle. Anyone can know the account status and read more information.
  6. Once created, save your project as a template by clicking the project header dropdown and selecting Convert to Template. To easily duplicate the template for each new account, just go to create a new project, and access it in the Templates tab.
Sales and customer success teams can use Asana for account tracking


Tips for managing your account tracking project

Integrate Salesforce with Asana

Use one of our Salesforce partner integrations to sync data and processes between Asana and Salesforce to accelerate the sales lifecycle. Sales and non-sales teams will be able to have a single source of truth and work in the tool that goes with their workflow.


Filter and sort your project

You can customize your view in a project to sort your account tracking tasks. For example, you might want to sort them alphabetically, by assignee, by custom field, or by complete/incomplete tasks. That way you can quickly see the accounts by name, owner, if it is an open or closed deal, etc.

Customize view highlighted in dropdown

Track account details with custom fields

If you need more ways to filter or organize accounts, create more custom fields on your account tracking project. Some additional fields could be:

  • Account size
  • Account health
  • Geographical location
  • Industry

Capture lead information with Forms

Get lead information into Asana by creating a form for prospects or customers to fill out. Once submitted, the information in the webform will map to an Asana task and any corresponding custom fields you set automatically so you have the information you need. Forms can be submitted by anyone—even if they don’t use Asana—by sending them the form link.

Set up a form by following the steps outlined here.

Forwarding emails into Asana

If you use email to talk to your customers, you can make conversations actionable by creating follow-up tasks with our Gmail and Outlook email integrations right from your email inbox. You can also forward important correspondence into Asana to keep it all in a project instead of trying to manage it all from your email inbox. That way, it’s easier to find and reference with other work you track in Asana.

If you want to remember to follow up on an email, head to that task, click the task actions button at the top of the right pane and select Create Follow-up Task.

Using Asana for account tracking is an effective way to manage account information alongside the work you need to do on each account. You and your team will have a clear idea of the account’s history, and can plan opportunities for the future.

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