CRM for Authors: Publisher and Agent Relationships

Writing a book is a solitary act. Getting it published is a relationship management challenge. Literary agents, publishers, editors, publicists, booksellers, podcast bookers, event organizers — a successful author manages dozens of professional relationships simultaneously. And unlike most professions, the submission process itself is a complex pipeline with strict rules about simultaneous submissions, response tracking, and follow-up timing.

DenchClaw is a local-first, open-source AI CRM that handles the business side of being an author — from querying agents to managing your published author relationships.

The Author's CRM Needs#

The key relationship management needs for an author:

1. Query tracking — which agents have your manuscript, response status, follow-up timing
2. Publisher submissions — for those on submission with an agent
3. Literary agent relationship — if you have representation
4. Editorial relationships — editors, publishers, imprints
5. Media and publicity — podcasts, reviewers, bookstagrammers, journalists
6. Author community — writing groups, critique partners, author peers
7. Event and speaking management — bookstore events, conferences, signings

Core Objects for an Author CRM#

1. Agents Object

• Agent Name (text)
• Agency (text)
• Email (email)
• Query Method (enum: QueryTracker, Email, Queryable, Manuscript Wishlist)
• Genre Focus (tags)
• Status (enum: Researched → Queried → Partial Requested → Full Requested → Offer → Passed → Withdrawn)
• Query Date (date)
• Response Date (date)
• Response Time Days (number)
• Notes (richtext — their specific interests, recent deals, MSWL notes)

2. Publishers Object (for on-submission)

• Publisher Name (text)
• Imprint (text)
• Editor (text)
• Email (email)
• Status (enum: Submitted → Under Review → Passed → Offer → Contract)
• Submission Date (date)
• Response Date (date)
• Notes (richtext)

3. Media Contacts Object

• Name (text)
• Platform (enum: Podcast, Newsletter, Blog, Magazine, Newspaper, BookTok, Bookstagram)
• Email (email)
• Audience Size (number)
• Genre Focus (tags)
• Status (enum: Cold → Outreached → Responded → Scheduled → Covered → Ongoing)
• Notes (richtext)

4. Events Object

• Event Name (text)
• Type (enum: Book Signing, Conference, Festival, Library Talk, School Visit, Virtual Event)
• Date (date)
• Location (text)
• Organizer (text)
• Contact Email (email)
• Status (enum: Invited → Confirmed → Completed → Cancelled)
• Notes (richtext)

5. Author Network Object

• Name (text)
• Type (enum: Critique Partner, Writing Group, Author Peer, Mentor, Editor, Sensitivity Reader)
• Genre (text)
• Email (email)
• Notes (richtext)

Query Tracking: The Submission Pipeline#

For unagented authors querying agents, this is the most critical CRM use case. Tracking who has your manuscript and when to follow up is essential.

Use Kanban view on Agents with Status as columns:

Researched → Queried → Partial → Full → Offer / Passed

Key query management queries:

• "Which agents have had my query for more than 3 months with no response?"
• "How many agents do I currently have queried simultaneously?"
• "Which agents have requested materials from me?"

Follow-up rules vary by agent — some state "no response means no," others welcome nudges after 3-6 months. Log each agent's stated policy in their entry document.

On Submission with an Agent#

Once you have representation and your manuscript is on submission to publishers:

1. Track each publisher submission with Submission Date
2. Monitor response timing — some editors respond in weeks, others take a year
3. Log every piece of feedback, even passes, in the publisher's entry document
4. Ask DenchClaw: "Which publishers have we been on submission with for more than 6 months?"

Editor feedback — even rejection notes — is valuable data. DenchClaw preserves all of it.

Building Your Media and Publicity List#

For published authors, media outreach is ongoing work. DenchClaw tracks your publicity relationships:

• "Show me all podcasts I've been on in the last year"
• "Which book reviewers have I not reached out to about my new release?"
• "List all BookTok/Bookstagram accounts covering my genre who I should pitch"

Draft outreach: "Write a pitch email to the Books & Brunch podcast about my debut novel — it's a cozy mystery set in a food hall, their audience would love it."

Conference and Event Management#

The author conference circuit is relationship-dense. Track every conference:

• Writer conferences (AWP, ThrillerFest, Bouchercon, RWA National)
• Log panels attended, agents met, editors pitched
• Track pitch appointments and outcomes
• Follow up with new contacts after each conference

Ask DenchClaw after a conference: "I just returned from ThrillerFest. Add these contacts: [list]. Note where I met each one and the follow-up I should send."

Blurb and Endorsement Tracking#

Securing blurbs from other authors is relationship management work. Create a Blurb Requests object:

• Author Name (relation → Author Network or text)
• Book (text)
• Request Date (date)
• Response Date (date)
• Status (enum: Not Yet Asked, Requested, Agreed, Received, Declined)

Track who you've asked and follow up appropriately.

See also: DenchClaw's documents system for rich notes on each agent and editor, and saved views for building submission tracking dashboards.

Frequently Asked Questions#

How is DenchClaw different from a simple spreadsheet for query tracking?#

DenchClaw links agents to your submissions, tracks response timing automatically (compare Query Date to today's date), enables natural language queries like "who hasn't responded in 3 months," stores rich notes and research for each agent, and drafts personalized outreach. A spreadsheet doesn't do any of that.

Can I track multiple manuscripts simultaneously in DenchClaw?#

Yes. Add a "Manuscript" field to your Agents and Publishers objects to track which project is on submission. Create separate filtered views for each manuscript you're querying or submitting.

How do I track agent research without creating entries for every agent I've researched?#

Add a "Research Status" field to your Agents object: Researching, To Query, Queried, Pass, Closed. Create a view filtered by "To Query" for your active query list and "Researching" for agents you're still evaluating.

What's the best way to track conference pitch appointments?#

Add a Pitch Appointments object with fields: Agent/Editor, Conference, Date, Project Pitched, Outcome (enum: Full Requested, Partial Requested, Pass, No Response). Link to the agent or editor's main record.

Can I use DenchClaw to track my royalty statements and book sales?#

DenchClaw is a CRM, not a financial management tool. Track book deal terms (advance, royalty rate, territory) as notes in the Publisher record. For detailed royalty tracking, use a dedicated tool like Book Report or a spreadsheet linked from your DenchClaw records.

Ready to try DenchClaw? Install in one command: npx denchclaw. Full setup guide →