This will help you quickly compare the best creative project management software—that’s PM software for designers, marketing agencies, branding studios, and other teams who can benefit from software to help manage the flow of their creative projects.
If you have ever been the Project Manager at the helm of a creative project or managing a creative agency or team then you know that this position comes with a unique set of challenges. If this is your first time addressing project management for creative teams, then buckle up.
In-house creative agencies are on the rise, which may mean that you may be either (1) Fighting for clients in an increasingly competitive job market or (2) Having to integrate a creative agency team within your current on-site space. No matter your situation, it’s important to be prepared.
Project management software for creative teams can foster collaboration, keep dates and deadlines organized, inspire people to share their ideas and build on them, and foster innovation. It’s a way to balance practical, tangible, administrative needs with the imagination, freedom, and creativity needed to stand out.
In this post I’ll share with you the best project management software for creative agency use; explain how creative collaboration software can help you inspire your team, prevent oversights, and better meet deadlines; and answer some FAQs about creative project management. And so that you know how we came to our decisions, I will also go over what you should look for in design project management software and our evaluation criteria.
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Creative Project Management Software Comparison Criteria
How do I evaluate project management for creative teams? Here’s a breakdown of some on my considerations when evaluating PM software:
- User Interface (UI): Does it offer clear displays and intuitive navigation that your design-centric creative team would like using?
- Usability: Is this easy to learn and use? For creative agencies, choosing a software with good tech and user support is important because not everyone on your team will be very familiar with the technical aspects of the software. Additionally, to be easy to use, it should offer a way to manage files efficiently and access team members easily through built-in communication features. The ability to use pre-made templates (and create your own) for recurring projects can also make the tool more useful from day one.
- Features & Functionality: How many of the key creative management software features and functions does it provide, and how powerful are they? Specifically, I looked for:
- Briefs & Intake Forms: this simplifies the intake process with dynamic forms that allow your teams to set specific question flows for incoming requests, storing all these details in a central location.
- Visual, Customizable Workload Management: this includes project planning and task tracking features that help everyone manage their workloads. They should be able to see projects, tasks, deadlines, dependencies, and scheduling conflicts in a timeline, and track their progress on visual dashboards. And because each creative team works in its own unique way, custom approval workflows is a useful feature for defining and monitoring your work.
- Collaborative Feedback: feedback, revision, and collaboration is a major part of the creative process. The best project management software for creative teams should facilitate this process with real-time collaborative editing, visual markups, feedback consolidation, and version control that clearly shows the item’s changes and approval history.
- Reporting Features: because of the nature of creative work, justifying the cost of creative teams can present a challenge—the best software includes beautiful, simple reports that illustrate your team’s progress and value to stakeholders.
- Budget Management: includes estimation, invoice management, billing, time-tracking, and financial reporting features that capitalize on project data already in your system, saving you from administrative headache.
- Integrations: Pre-built integrations with Adobe’s Creative Suite (Photoshop, Premiere Pro, InDesign, Illustrator, etc) is ideal for many teams. And if there aren’t pre-built integrations for popular tools that creatives use, I look at how easy and affordable it is to set them up.
- Value for $: How appropriate is the price for its features, capabilities, and use case? Is pricing clear, transparent and flexible?
10 Best Creative Project Management Software Overviews
Get an idea of what each of the 10 best software suites that made it to my top list has to offer.
1. monday.com – award-winning, visually intuitive tool for planning, tracking, and collaborating on work, fully stocked with customizable templates
Monday offers a range of tools that creative professionals will benefit from, including monthly and annual expense tracking, a recruitment tracker for HR, easy editorial and blogging planning, competitor analysis, the management of marketing projects, onboarding processes, creative requests and more. Easy, visual and intuitive, Monday is an award-winning PM software used by over 70,000 teams.
In our evaluation criteria, I specify that we are looking for customizable workload management and collaborative feedback, which is something that Monday handles particularly well. Monday allows you to easily collaborate with freelancers and third parties by sharing the same project “boards” and has many options for interface customizability to help navigate the uniques ins and outs of your workload.
Optional integrations include DropBox, Excel, Google Calendar, Google Drive, Integromat, Slack, Trello, Pipedrive, Jira, Mailchimp, and even more through Zapier.
If you are looking for web software that has seamless mobile integration, this may not be it. The tutorial and training options available through the site are also lacking, which leaves users scrounging on the depths of YouTube for unauthorized user-generated content in order to address the steep learning curve.
Monday starts at $17/month for 2 users and has a free 14-day trial.
2. ClickUp – best free plan for creative project management software
ClickUp is a creative project management tool software that offers built-in creative features for every step in the design process.
Users can collaborate with their teams on any design project with features for proofing, threaded comments, chat, and easy file sharing. Share files and deliverables with clients and control what they can access with permissions. Collect approval, feedback, or customer information with custom branded forms. ClickUp also offers multiple views and templates for building and managing your creative workflow or getting projects started.
Task management features include task checklists, subtasks, and task templates, as well as the ability to filter, sort, search for, easily reorder, and view tasks in the manner most convenient for the team. Users can also create Gantt charts, calendars, and timelines to visualize tasks.
ClickUp also includes features for creating, sharing, and collaborative editing for documents and files. Users can comment on documents and tasks, assign comments, and chat with other team members for increased communication and collaboration. Reporting features include the ability to create custom dashboards, as well as six built-in report types for team reporting.
ClickUp offers native integrations with Slack, G Suite, Dropbox, and many more tools, as well as over 1,000+ integrations through Zapier.
ClickUp’s free plan is robust and includes all primary features. The unlimited plan starts at $5 a month per user and offers additional functionality.
3. Screendragon – best creative project management software for end-to-end project management
Screendragon is a creative project management software designed to speed-up creative delivery and reduce project risks and costs. It is used and loved by global brands and agencies like Kellogg’s, BP, Keurig Dr Pepper, TBWA, and McCann World Group.
Screendragon’s user interface is easy-to-use and allows users to custom brand the interface. It covers all aspects of creative project management with features for SOW creation, creative briefs, project management, visual proofing, file sharing, review and approval workflows, resource management and forecasting, and financial tracking. Advanced customization is available in the form of granular user permissions, custom forms, personalized dashboards, workflow rules, and more.
Creative teams can visualize and manage tasks through interactive Gantt charts, Kanban boards, or list views. Screendragon’s integrated budget module makes it super easy to create estimates and track expenses for the lifecycle of the creative project. Another great feature for creative leaders is the capacity view, which offers a 360-degree view of both current and upcoming resource capacity.
Screendragon has a large volume of modules and this can make it a bit overwhelming to new users but the tool also offers the ability to hide modules not being used. Screendragon also includes powerful features to help streamline creative production workflows including version control, advanced routing capabilities, automated approvals and more.
Screendragon has an open API, enabling custom integrations with any solution. It offers native integrations with leading ERP systems such as SAP and PeopleSoft and can integrate with thousands of apps through Zapier like Slack, Trello, Google Drive, Office 365, and Microsoft Dynamics.
Screendragon starts from $20/user/month and a free demo is available.
4. Smartsheet – a work execution platform with useful content collaboration features and project dashboards to keep creative teams in sync
Smartsheet’s online project management tool checks off a lot of the boxes I’ve laid out in the criteria for a creative project management software. For briefs and intake forms, you can use the “Forms” feature which offers the ability to create and customize forms to collect essentially any data from anyone in a structured format—you could use it for collecting information, including images and files, from clients in order to make briefs, for example.
Team collaboration features are great—members get notified of critical changes in real-time, and the tool provides shared views, detail history, activity logs, automated alerts, reminder, and status reports to keep everyone aligned and informed. There are content collaboration features like pinned feedback, approvals, and annotations that make it easier to collaborate on creative work.
Creative teams can then manage their tasks with visual workload management tools that offer real-time visualizations of live data, charts, and key metrics, which you can customize in drag-and-drop dashboards.
Finally, reporting is a strong feature of this tool, with editable summary reports that you can easily export to Excel.
Smartsheet integrations include Microsoft and Google apps, as well as development essentials like Jira, and useful business apps like Salesforce, servicenow, Slack, Box, and Tableau. The platform is extensible through a REST API and webhooks.
Smartsheet costs from $14/user/month and offers a 30-day trial.
5. Teamwork – Best for monitoring team capacity and workload
Teamwork is a work and project management software that helps in-house teams and agencies improve collaboration, visibility, accountability, and ultimately, results. It is a flexible, fully featured project management solution that helps you to manage the entire project lifecycle from start to finish.
Teamwork includes features that help you structure your projects and milestones: create task lists, tasks, and subtasks to break down the work into action items for your team. You can add due dates, priority, description, supporting documents, or tags to help mark up your tasks with useful information. There’s also a useful “Workload” feature that provides a big picture of your team’s capacity. The collaboration features in this project management software are great—collaborate with clients and/or your internal team with comments on tasks.
Overall, Teamwork is an intuitive and highly customizable tool. It has a lot of features, so it does come with a learning curve to get up to speed. However this is made much easier with ongoing webinars, access to help docs, an online resource center, and a dedicated customer support team.
Teamwork integrates easily with other tools including Gmail, Harvest, HubSpot, QuickBooks, Slack, Dropbox and more.
Teamwork costs from $10/user/month. They also offer a 30-day free trial.
6. Paymo – Paymo is a work management tool for creative and digital agencies, designed to help with planning work and projects, tracking time and invoicing clients
The main goal of Paymo is to help creative agencies streamline the process of managing their projects from start to finish while offering a frictionless experience. This means that both project managers and team members will know exactly what they need to do, when, and also collaborate better.
A dedicated account manager will make sure the onboarding process is smooth for everyone, therefore the learning curve being reduced.
Paymo’s features cover the whole process, from creating the initial project estimate to adding and assigning tasks, setting up budgets, tracking work time, and generating reports and invoices for clients.
To keep everyone informed and on the same page, Paymo allows real-time commenting at the task and project level along with in-app and email notifications. The interface is modern and easy to navigate through. It looks pretty crowded but you can hide the modules you don’t plan to use.
Paymo integrates natively with apps like Slack, Adobe Creative Cloud, Google Drive, QuickBooks Online, Xero, JotForm, Shift, to name a few. Other integrations are available through Zapier or by syncing with their fully-documented API.
Paymo starts at $11.95/user/month and offers a 14-day free trial. It also comes with a Free plan (limited to 1 user though).
7. FunctionFox – Best online project management tool for creative teams
FunctionFox helps streamline time and expense tracking, estimates and budgeting, running reports, schedules and calendars, task and action assignment, internal communication, as well as other administrative busywork that can bog down your creative team. They also offer a dedicated account rep with paid plans so it is a good option for those unfamiliar with PM software.
Affordable and easy to use, FunctionFox speaks to our evaluation component that digs into usability and value for your money. The comparably low cost is complemented by a generous feature set, making it a great option for small teams.
FunctionFox offers add-ons that allow for mobile app access (Android and iPhone), Flink (file exchange), and Invoicing. Reports can save as Excel, CSV, PDF and HTML. Unfortunately, integrations beyond internal ones and files type options are nil.
With a primary focus on time tracking, FunctionFox may not be the big picture app that some teams need. Particularly, a lack of billing software integration slowed overall workflow processes down.
FunctionFox starts at $5/user/month plus first user at $35 and also offers a free demo.
8. VOGSY – Best creative project management software for G Suite
VOGSY is a useful tool for managing change process if you need a way to unify your essential business workflows, automating operations to reduce admin.
VOGSY saves you time by automating PM workflows, including planning hours, filling out timesheets, setting tasks, and generating & sending invoices to clients. Through all of this, VOGSY produces reports in real-time on the budget burn, project margins resource utilization and more. Along the way, there are useful integrations into other G Suite apps such as Sheets and Drive.
The UI is modeled on Google’s material design, making it immediately familiar & intuitive to G Suite users. Setup is guided by both an in-product setup assistant, plus a dedicated customer success manager, with support provided by real developers, not call center employees reading from a script. This means onboarding is measured in days and weeks, not months and quarters, and won’t break the bank.
VOGSY is ideal for small to mid-sized Professional Services Organizations looking to lay solid foundations for future growth, or larger ones who have tech stacks that are out of control and want to bring their data and operations back into one, manageable place.
VOGSY’s integrations include all the leading CRMs such as SalesForce HubSpot, and financial systems such as QuickBooks and Xero, allowing for a seamless flow all the way from lead generation to your bank account.
VOGSY costs $19/user/month. You’re charged monthly in arrears for the number of users you activate – no minimum commitment. They also offer a free demo and free workshops.
9. Nuvro – clean, efficient software for project collaboration, planning, and monitoring, with features geared towards distributed teams
Nuvro’s self-appointed stance is that they are neither too lean of features, nor too complex for the average user. This makes them uniquely oriented to assist creative teams that may not be tech-savvy when it comes to automated project management systems. They offer visual progress monitoring, individual performance reports, collaborative document management, an internal messaging system, workload calendars, file sharing, online notes, and more.
Nuvro ticks a lot of boxes for our general evaluation criteria, including dynamic forms for job onboarding, incoming request organization and sharing, easy feedback, revision, and collaboration, and basic reporting.
That being said, it is missing a few obvious project management must-haves that creative teams could benefit from, such as time and expense tracking, agile methodologies, and resource management functions.
Nuvro can Integrate with Dropbox, Microsoft Office, Slack, and over 1000 other tools through Zapier.
Nuvro starts at from $4/user/month and has a free 30-day trial.
10. ClientFlow – software for small creative teams with features for client communication, team collaboration, and project tracking
ClientFlow is a hub for communication networks and workflow tasks with features such as a shared inbox, time tracking, invoicing, advanced email messaging filters, collaborative review and feedback processes, and more. While they have many tools you would expect from project management software for creative teams, they excel in communication organization.
For our evaluation criteria, I give substantial focus to features and functionality that promote collaborative feedback. This is because creative teams often find themselves swamped with back-and-forth communication with clients for planning, approvals, and revisions. This is where ClientFlow stands out from the rest of the list, making communication their unapologetic focus.
ClientFlow integrates with Twitter, Gmail, Google Drive, Facebook, Dropbox and many more through Zapier. By integrating with popular social media platforms, they reinforce a dedication to communication-centric workflows.
While their offerings for collaborative communication features are impressive, this may not be the software for creative teams who need more of a jack-of-all-trades tool. Notably, they are lacking in budget management, cost-to-completion tracking, milestone tracking, portfolio management, and common organizational tools like Gantt charts.
ClientFlow starts at $19/user/month and has a free 7-day trial.
The Best Creative Project Management Software Summary
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Which Creative Software Application Do You Recommend?
Creative teams require creative solutions to their project management problems. The above are some suggestions but, as always, not a comprehensive list. What tools or software do you use for creative project management? I’d love to see your suggestions in the comments.