The Best CRM, Distribution, and Project Management Tools to Help Scale Your Label

Let’s be real. As badass as running your own label feels, it’s a ton of work. Between managing artists, planning releases, pitching music, handling finances, and everything in between, it’s almost too easy for things to fall through the cracks. And when you’re trying to scale up your business, those cracks only get bigger…

But before you panic, this is where systems come in. The right tools can keep things organized, give you more time, reduce stress, and help your team run like the well-oiled machine of your wildest dreams. If you’re ready to stop chasing down files, digging through messy email threads, and everything else that drives you crazy, these tools are about to change the game. Here’s everything you need to know.

The Role of Strong Tools & Systems in Scaling Your Label and Building Long-Term Growth

CRM Tools (HubSpot, Airtable, Notion)

A CRM (Customer Relationship Management tool) is a very useful system that helps you keep track of all the people connected to your label. From artists and collaborators to press contacts and playlist curators, it keeps everything organized in one place so you’re not juggling spreadsheets or relying on memory (a dangerous game, that one).

Depending on what you need, you’ve got a couple options here. Some of our favorites include:

• HubSpot: This one is a powerhouse CRM that’s great if you’re pitching often, tracking outreach, or managing a ton of industry contacts. You can set up pipelines for press, playlist curators, or brand deals and see exactly where each opportunity stands.
• Airtable: A fan favorite for indie labels, this one is like spreadsheets, but way smarter, basically a database you can customize however you want. Some labels use it to catalog every release, log metadata, and track relationships all in one place.
  • For example… Let’s say you build an Airtable database for your label that logs every collaborator, past release, and upcoming pitch. Now, instead of digging through old emails, you can just search Airtable and boom, everything’s right there. That one shift can save you hours every week.

• Notion: More of an all-in-one hub, Notion lets you combine notes, tasks, and contact tracking under one roof. Perfect for smaller teams who want everything in one place without paying for a heavy-duty CRM.
  • For example… If you used Notion pages to log every pitch, meeting note, and deal term, even when someone new joins the team, you could quickly get caught up without having to ask a million questions.

Having a good CRM means less scrambling and more time nurturing the connections that actually help your label grow. Doesn’t get much better than that.

Project Management Tools (Asana, ClickUp, Monday.com)

Next up, project management tools. These tools can help you organize everything on your plate in one place so nothing slips through the cracks, but also so your team knows exactly what’s happening at all times. Some of the most popular tools labels use are Asana, ClickUp, and Monday.com.

Asana is great for structured workflows. You can assign tasks to team members, set deadlines, and track progress in real time. For example, one label maps out every step of a release, from recording to artwork to promotion, saving hours of back-and-forth emails.

On the other hand, ClickUp is super customizable, combining tasks, docs, and timelines all in one workspace. This one is great for tracking release schedules, press outreach, and social campaigns. Plus, dashboards and automated reminders make sure nothing gets missed, even during the busiest weeks.

Lastly, Monday offers a more robust, flexible platform that’s perfect for teams managing complex workflows. (We use this one internally here at Symphonic, actually. Love it, personally, but remember every team is different.) You can customize boards, track projects with multiple views like timelines or Gantt charts, and automate repetitive tasks. For example, you could use it to map out releases, assign responsibilities, and monitor deadlines, reducing the need for constant check-ins.

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📚 Feed yo’ brain…

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Distribution Tools for Symphonic Clients: SymphonicMS

For labels, distribution isn’t just about getting music onto streaming platforms; it’s about keeping your catalog organized, tracking royalties, and making sure every release goes out as smoothly as possible. If you’re a Symphonic client, that’s where SymphonicMS comes in clutch. With it, you get tools built with independent labels in mind, combining distribution, royalty management, and analytics all in one place.

Here, you can track how each release performs across platforms like Spotify, Apple Music, and Amazon Music, with streams, downloads, and revenue all in one dashboard. Another feature we’re very proud of, SplitShare™, makes royalty management easy, automatically applying pre-set splits to every release and keeping payouts accurate.

Want a deeper look at how to use Splitshare? 🧐 Check out our recent masterclass on it below:

In addition, you can also see playlist tracking, showing which playlists feature your tracks and how placements impact performance. With flexible distribution plans, labels of any size can find a setup that fits, whether you’re just starting out or managing multiple artists and releases.

Internal SOPs & Processes

As your label continues to grow, keeping tasks organized and consistent becomes more and more critical. Think of SOPs (Standard Operating Procedures) as your roadmap for recurring processes. With these, you ensure your team knows exactly how to handle each task and helps minimize errors, too. Here’s what you can do:

• Create SOPs for recurring tasks.
  • Releases: Outline each step from file prep to uploading and scheduling on platforms. Include who’s responsible for metadata, artwork, and deadlines.
  • Playlist pitching: Document the research, outreach templates, and follow-up process.
  • Royalty management: Specify how splits are calculated, who approves payments, and how statements are shared with collaborators.

To make things as easy and clear as possible, use a shared tool like Notion, Airtable, or Google Docs so SOPs are accessible to the whole team. Then, make sure you review them at least once per quarter to reflect changes in workflow or tools, and link your SOPs to your project management system so tasks are directly tied to the instructions.

💡 PRO TIP: Start with the top 3 recurring tasks that eat up your team’s time and create clear, step-by-step SOPs for each. Even small documentation can save a ton of time.

To wrap things up…

These tools do so much more than just keep you organized. They cut down the busywork, keep your team on the same page, and make sure releases and payments happen seamlessly without constant oversight and stress over every detail.

When all your processes are clear, your team can actually focus on the work that grows your label, like connecting with artists, planning releases, and building your audience. The admin doesn’t disappear, but it stops overshadowing the important work you really want to be spending your energy on. Invest in systems that fit your label’s needs, stick with them, and watch how much smoother everything runs.

When your foundation is solid, everything else will fall into place. 💪