How to obtain information from your customers?

I work for a local startup company. Like most companies, we build customized ecommerce solutions and we have a team of graphics designers for social media and others works related with design.

At the moment of writing this, we are growing and all the information our customers give us are coming from email (text, docs, sheets, images).. so sometimes we lost the information between the gmail pyramid of mails

I want to know how you receive the information from your clients, maybe you use telegram, frontapp.. I know the best way is to use the mail because all data is saved on the server, but maybe there is a better way.

Comments

[Caleb Brooks]

Using dedicated client portals or form-to-project-management tools is the most effective way to avoid the email pyramid. This centralizes all briefs, files, and feedback in one server-hosted location, eliminating lost information and keeping your design and development teams aligned.

1. Dedicated Client PortalsInstead of scattering documents across email threads, clients log into a secure, branded dashboard to upload logos, view project timelines, and approve designs. You can use Copilot and SuperOkay
2. Form & Asset Collection ToolsIf you don't need a full portal but struggle to get all required information at the start of a project, use intake tools. You send clients a single link with a structured checklist , and it syncs neatly. You can use Content Snare or Motion.io.
3. Project Management with Client ViewsIf your clients are comfortable using a board to track progress, you can keep them out of their email entirely. You can use Asana or Monday.com.

If you have any questions, contact me.
telegram: @technikky