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.

Set up your 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 project actions drop-down menu and selecting Manage Custom Fields. 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 copy and name it, “TEMPLATE, COPY 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 descriptions, task 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.

Sales and customer success teams can use Asana for account tracking

Do more with account tracking

Customize the List View

You can customize your List 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

Do more 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

Advanced Search Reports

If you need to customize the way you see accounts, use Advanced Search. For example, set the search criteria to see deals won by a specific sales member, upgrade opportunities created this quarter, accounts owned by one team member, by custom field, and more. You can save your reports to your sidebarsidebar Use the sidebar to navigate to the dashboard, starred items, projects, and teams. The sidebar can be collapsed. Read more to access them anytime.

Set up a Google Form

Get lead information into Asana by creating a Google Form, then forward the form response email to Asana, where it will automatically show survey responses from the email in a task description.

Forwarding emails into Asana

If you use email to talk to your customers, forward those emails to Asana. They will become tasks in your account tracking project. Once in the project, drag and drop tasks into their respective account task, and they will become subtasks. This way you can track relevant correspondence in Asana instead of your email inbox.

If you want to remember to follow up on an email, turn on the Follow-up Tasks from Right Pane hack in My Profile Settings. Then you can set a follow-up task by clicking the task actions button at the top of the right pane and selecting 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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