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.