The KAM Toolkit

Over the years, people have often asked me what tools I use to stay organized, manage client relationships, and keep all the plates spinning. This isn't just a random list of software; this is my active, daily-driver toolkit. Every tool on this page is something I personally use and genuinely believe can make the complex job of a Key Account Manager more strategic and less chaotic.

My goal is to save you the hundreds of hours I spent testing things so you can get right to what works.

(Just so you know, some of the links below are affiliate links. This means if you sign up, I may get a small commission at no extra cost to you. I only recommend tools I stand behind completely.)

Warwick
The KAM Coach

Productivity & Automation

These are the tools that give me back hours in my week by automating the small, repetitive tasks that bog us all down.

TEXTEXPANDER

A powerful text replacement app that saves you from typing the same thing over and over.

My Take:
I genuinely use this tool dozens of times every single day and couldn't live without it. It's like having a personal assistant living in my keyboard. I create simple shortcuts that automatically expand into full words, sentences, or even entire email templates. The time saved is immense, and it ensures my communication is always consistent and error-free.

Best for KAMs:

• Instantly paste your booking link into an email with a 3-letter shortcut.

• Create standard, polite replies for common client questions or objections.

• Save your most effective outreach or follow-up email templates as snippets.

• Store complex ChatGPT or AI prompts you use regularly.

Harpa.AI

A Chrome extension that acts as your AI co-pilot for Browse the web.

My Take: This is probably my most-used tool, period. It brings the power of every major AI model (ChatGPT, Claude, Gemini, etc.) directly into my browser. I use it to summarize long articles, scrape website data for prospecting, instantly rewrite an email in Gmail, or summarize a 30-minute YouTube video in 30 seconds. It is an absolute game-changer for research and efficiency.

Best for KAMs:

• Summarize a long YouTube video or article from a client's industry before a meeting.

• Scrape key contacts from a company's "About Us" page.

• Instantly generate a thoughtful reply to a client's email right inside Gmail.

• Ask questions about a web page as if you were chatting with a PDF.

Microsoft PowerToys

A free suite of utilities for Windows 10/11 users to tune up their productivity.

My Take: If you're a Windows user, installing this is a no-brainer. It's a bundle of incredibly useful mini-tools created by Microsoft. I constantly use the Color Picker to grab a client's brand colour from their website, the Image Resizer for updating presentations, and the Text Extractor to pull text out of a screenshot or image. It just makes the whole Windows experience more powerful.

Best for KAMs:

• Color Picker: Instantly grab a client's exact hex code for a branded presentation.

• Text Extractor: Copy text from a non-selectable PDF or an image a client sent over.

• Always on Top: Keep a small window with your meeting notes pinned above your browser during a call.

Client & Relationship Management

The lifeblood of account management. These tools help me manage my network and make every client interaction more meaningful.

Fathom

An AI meeting assistant that automatically records, transcribes, and summarizes your calls.

My Take: This tool saves me hours of post-meeting admin every single week. It joins my calls automatically, and within minutes of the meeting ending, I have a full recording, a transcript, and an AI-generated summary. The best part is the chatbot; I can just ask it, "What were my action items?" or "Draft a follow-up email based on this call," and it does it instantly. It's essential.

Best for KAMs:

• Focus completely on the client during the call, knowing nothing is being missed.

• Quickly review the summary of your previous call right before the next one.

• Instantly generate a follow-up email with a list of agreed-upon action items.

• Share call snippets with internal team members to get them up to speed.

Dex

A personal CRM designed to help you build and maintain stronger relationships with your network.

My Take: A traditional CRM is for tracking deals; Dex is for tracking people. It’s become essential for how I manage my professional network. It reminds me to keep in touch with former clients, old colleagues, and key stakeholders at a frequency I set. The Chrome extension makes it easy to add someone from LinkedIn, and then it’s just one click to set a reminder to check in.

Best for KAMs:

• Systematize your client check-ins and networking so no one ever falls through the cracks.

• Keep track of personal details (kids' names, hobbies) to build stronger rapport.

• Get automated reminders to connect with key decision-makers who have moved to new companies.

Content & Presentation Creation

Tools to help you create compelling presentations, tutorials, and training materials without wanting to pull your hair out.

Gamma

An AI-powered tool for creating beautiful presentations, documents, and web pages in seconds.

My Take: I use this for everything from internal training materials to client-facing meeting agendas and pitch decks. You can give it a simple prompt, paste in a document, or import an existing presentation, and it will generate a stunning, professionally designed 10-slide deck in under a minute. It's another tool I genuinely can't live without.

Best for KAMs:

• Create a professional-looking agenda for a client meeting in 60 seconds.

• Turn a boring Word document into a visually engaging presentation.

• Quickly build training materials for a client onboarding session.

Guidde

A brilliant tool for capturing and sharing processes by turning screen recordings into how-to videos.

My Take: This is the best tool I've found for creating explainer videos and Standard Operating Procedures (SOPs). You simply record your screen, and it automatically captures every click and action, creating a step-by-step guide. The magic is in the editing—you can add AI voiceovers, zoom in on key areas, and blur sensitive information to create a truly professional tutorial video.

Best for KAMs:

• Create a "how-to" video to guide a client through a feature in your product.

• Record an internal process to train a new team member.

• Build a library of video SOPs for your team's key workflows.

Project & Knowledge Management

The "single source of truth" platforms. These are for organizing complex information, managing projects, and collaborating with your team.

Taskade

An AI-powered project management tool that deeply integrates AI agents and chat into your workflows.

My Take: Taskade is where I go to manage projects that require AI collaboration from the ground up. The ability to create custom AI agents and "chat" with your project is unique and powerful. I've built specialized agents for everything from creating detailed account plans to brainstorming a month's worth of LinkedIn content.

Best for KAMs:

• Use an AI agent to help you brainstorm a comprehensive QBR or account plan.

• Create AI-powered project templates for recurring client work.

• Collaborate with AI and human team members in a single, unified workspace.

Airtable

A powerful platform that blends the best of a spreadsheet and a database.

My Take: Airtable is for when a simple spreadsheet isn't enough. It allows you to build powerful, custom workflows and simple applications without writing code. It's incredibly flexible and can be the backbone for anything from a content calendar to a lightweight CRM or project tracker.

Best for KAMs:

• Build a custom client database that tracks more than just contact info.

• Create a sophisticated project tracker for complex client implementations.

• Set up automations to trigger tasks when a client's status changes.

Coda

An all-in-one document that brings words, data, and teams together in a powerful way.

My Take: I use Coda as the central nervous system for my business. It's where I document all of my SOPs, long-term strategy, sales resources, and company information. While it can be used by anyone, it truly excels in managing complex team workflows and large amounts of structured data. If you need one place for your team's entire brain to live, Coda is it.

Best for KAMs:

• Create a collaborative "Account Hub" for a key client that you share with your internal team.

• Document all your team's sales processes and best practices.

• Build a central resource library for case studies, testimonials, and marketing materials.

Notion

A versatile and visually appealing all-in-one workspace for notes, projects, and knowledge management.

My Take: While Coda is my internal "team brain," I use Notion for simpler, often client-facing, documents. Its ease of use and beautiful interface make it perfect for creating clean, simple guides. For example, instead of a long email, I'll create a Notion page with an embedded video, some key links, and a bit of context, and just send my client the link to that page.

Best for KAMs:

• Create a beautiful, simple "Welcome Hub" for a new client.

• Share meeting notes and action items on a clean, web-based page.

• Build a simple, shareable guide on how to use a specific feature of your product.

Business Operations

For when you need to run the entire business from a single suite.

Zoho One

A comprehensive and deeply integrated suite of over 45 business applications.

My Take: I love this CRM and the entire ecosystem around it. Zoho One is essentially an "operating system for your business." It combines sales (CRM), marketing, customer service, finance, HR, and more into a single, unified platform. If you're looking for a powerful suite that can run your entire operation without the "Salesforce price tag," this is my top recommendation.

Best for KAMs:

• Get a true 360-degree view of your client, from initial marketing touchpoints to support tickets.

• Use the powerful CRM to manage your pipeline and sales activities.

• Collaborate with marketing and support teams who are all working in the same system.

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