CRM task management that keeps each to-do next to the client it belongs to

Create a task, assign it to one or more teammates and link it to the contact, organization, deal or service it is about. Add your own fields, work in a table or on a board, and let Mate or your own AI client create tasks for you.

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Explore the productPublic, seeded product demo. It uses synthetic sample data; no customer account or customer data is shown. When Mate is enabled for this demo environment, it starts closed so the CRM workflow stays unobstructed.Try these three things1Switch between task views2Open one seeded task3Review its owner and linked records

CRM task management means the to-do lives on the customer record: "send the revised proposal" is attached to the deal and the contact it concerns, so whoever opens either one sees what is pending and who has it. In Customermates a task is a record in its own list, Tasks. It has a name, notes, assigned users, links to contacts, organizations, deals and services, and any custom fields you add. That is all it has.

There is no built-in due date, no reminder, no overdue alert and no recurring task. A new workspace does start with a Status field on tasks, but it is an ordinary Single choice field you can rename or replace. Customermates does not suit a team that plans its week around reminder pings and task deadlines. A CRM with scheduled activities fits better there, and the table below names two. If you want tasks that carry their client context and that an AI can create and update, read on.

What a task has: Name, notes, one or more assigned users, links to contacts, organizations, deals and services, plus your own custom fields.
Plans: Tasks are part of every plan, from Starter to self-hosted. Mate and routines need Customermates Cloud and use hosted AI credits.
Views: Table or board, grouped by a choice field such as Status, with personal saved views.
Not included: No due dates, reminders, notifications, recurring tasks, dependencies, time tracking or Gantt charts.

What a task is in Customermates

Part of a task	How it works
Name and notes	Notes are a Formatted text field. They can hold checklists, images and tables, but they are not a versioned work log.
Assigned	Any number of teammates. Filter by Assigned to see one person's workload, or use "has none" to find tasks nobody owns.
Links	Contacts, organizations, deals and services. Each linked record shows its tasks, so a deal page lists what still has to happen.
Custom fields	Any field type, such as Date, Single choice, Number, Money, Text, Web address, Email or Phone. Add a Target date or a Priority field if your process needs one.
Status	Not a fixed field. New workspaces get a Status Single choice field (Open, In Progress, Blocked, On Hold, Done, Archived) that you can edit.
Board	Group by a choice field and drag cards between columns to change the value.

Customermates also creates one kind of task itself: when someone joins through your workspace's invitation link, an Approve User system task appears until an admin approves or deactivates them. The records guide covers it with every other list, filter and board control.

Set up task management

Decide what a date means
Tasks have no due date field. In Configure, add a field of type Date to Tasks and name it for what you mean, such as "Target date". Leave it out if your team works from a list in priority order.
Adjust the Status field
In Configure, open the Status field on the tasks list and edit the options. A small team often needs only Open, Waiting on client and Done. Add a Priority Single choice field if you sort by importance rather than date.
Create tasks where the work comes from
Click Add on Tasks, or link a task from the deal, contact or organization page. Assign it and link every record it concerns, so it shows up on each of them.
Save a personal list
Filter Assigned to yourself and Status to everything except Done and Archived, sort by Target date ascending and save it as a view called "My open tasks". Saved views are personal, so each teammate saves their own.
Catch deals with no next step
On Deals, filter Tasks "has none" and exclude your won and lost stages. Save it as "Deals without a next step". This list is the reason to keep tasks in the CRM rather than in a separate to-do app.

Coming from a spreadsheet or another tool? Tasks import from an XLSX workbook, with columns for name, notes, assigned users and linked records. Import contacts, organizations and deals first so the links can resolve; there is no CSV import.

Let AI create and check tasks

In Customermates Cloud, Mate can create, assign and update tasks from a chat request, using hosted AI credits. "Create a task for Anna to send the revised proposal to Müller GmbH, link it to the Q4 retainer deal" is enough. A routine runs a saved instruction on a schedule or on a record event, for example:

Every Monday at 8:00: list my tasks whose Target date is before today and whose Status is not Done or Archived. Group them by linked organization and suggest the next action for each. Do not change or send anything.

Routines run as their owner, with that owner's access and credits, and you read the result in the run's details. Customermates sends no notification when a run finishes, so a routine does not replace a reminder unless someone opens it. Another useful routine reacts when a deal is updated and, if its stage is now Won, creates the onboarding tasks and links them to the deal.

With your own AI client, Claude, ChatGPT or another client connected through MCP can use mutate_crm_record against the same records. This works on self-hosted installations too, with your AI provider's costs instead of hosted credits.

With code, the REST API exposes tasks, and webhooks fire on record.created, record.updated and record.deleted for the Tasks list. A scheduler you run yourself, such as n8n, can read a Target date through the API and send a message wherever you want. n8n is not bundled; see workflow automation for the options.

Is Customermates a project management tool?

No. Tasks give a sales-to-delivery handoff its context: the onboarding steps for a won deal, the documents a client still owes, the internal review before a proposal goes out. They do not plan a project. You can add a Projects list, but there are no task dependencies, timelines, workload charts or time tracking.

This page is published by Customermates. The comparison below lists vendor features as stated on their own pages on 8 October 2026.

If you need	A better fit	Why
Dated to-dos with reminders inside the CRM	HubSpot or Pipedrive	HubSpot's to-dos have a due date and time, email reminders to the task owner, priority and a repeat setting. Pipedrive activities carry date, time and duration and are marked done, and Pipedrive names notifications and email reminders as part of its CRM.
Project plans with dependencies and timelines	Asana, or Projects by Pipedrive	Asana offers task dependencies and Timeline and Gantt views from its Starter plan. Projects by Pipedrive has custom project phases; it is included on Premium and higher plans and a paid add-on on lower ones.
Client tasks next to email, LinkedIn and WhatsApp threads, with AI that can act on them	Customermates	Tasks link to the same records as the unified inbox (Pro and higher), and Mate or an MCP client can work across both.

If you deliver projects, keep Customermates for the client relationship and a project tool for the delivery work. A webhook on deal or task changes can pass the handoff across.

What it costs

Tasks are included on every plan. A team of five on Starter pays €60 per month, which covers tasks, custom fields, boards and saved views. Starter includes 1 routine per user and has no inbox. Pro, at €145 per month for five people, adds the unified inbox and 5 routines per user. Mate uses monthly hosted AI credits per active user; the amounts are on the pricing page. Billing is monthly. Self-hosting the open-source core costs no licence fee, and you run the server.

FAQ

Does Customermates have task due dates and reminders?

No. Tasks have no due date field, no reminders and no notifications. Add a custom Date field, sort a saved view by it, and in Customermates Cloud let a routine list the tasks whose date has passed. Customermates sends no reminder emails; for those you need a CRM with scheduled activities or your own scheduler reading the API.

Can I track task status on a Kanban board?

Yes, through a Single choice field. New workspaces start with a Status field on tasks. Group the board by it and drag cards between columns; you can rename the options or group by a different field, such as Priority.

Can I use a CRM for project management?

For a handoff checklist linked to a won deal, yes. For project plans with dependencies, timelines or time tracking, use a project tool next to the CRM. You can add a Projects list, but Customermates does not plan projects.

Is there a task management API?

Yes. Tasks are available through the REST API, the MCP tool mutate_crm_record, and record webhook events for the Tasks list. The API page has the details.

Can tasks be created automatically?

Not by a built-in rule. In Customermates Cloud a routine can create tasks when a record changes, using hosted AI credits. Anywhere else, a workflow you run can react to a webhook and create tasks through the API or MCP.

Can I see all tasks for one client?

Yes. Open the contact, organization or deal: its linked tasks are listed there. On Tasks, filter by the linked organization or group the table by it.

Competitor details checked on 8 October 2026 against HubSpot's task documentation, Pipedrive's activities article, Pipedrive's task management page, Pipedrive's Projects article and Asana's pricing page.