10 Best Agency Management System List
Here's my pick of the 10 best software from the 20 tools reviewed.
Get free help from our project management software advisors to find your match.
There are so many different agency management systems so making a shortlist of the best can be tricky. You want to make the complex day-to-day operations of your agency simpler, more organized, and more productive - and need the right tool. I've got you covered!
In this post I share from my personal experience managing multiple agencies, using many different agency management platforms, and share my picks of the best agency management systems.
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Compare Software Specs Side-by-Side
Here is a table you can use to compare all the tools we just covered in the overviews.
Tool | Best For | Trial Info | Price | ||
---|---|---|---|---|---|
1 | Scoro Scoro allows agencies to manage operations all in one place, from pipeline management to project management. | Best for end-to-end work management | 14-day free trial + free demo available | From $26/user/month (billed annually) | Website |
2 | Parallax Parallax provides project managers with a comprehensive perspective on project objectives, including target and actual revenue and costs, as well as projected revenue and costs. | Best agency management software for resource tracking & forecasting | Free demo | Pricing upon request | Website |
3 | Productive Plan work ahead with a top-down view of your team. | Best all-in-one agency management system with sales and invoicing tools | 14-day free trial | From $9/month (billed annually) | Website |
4 | Screendragon Manage all aspects of your project in one place - from tasks to collaboration, resourcing, workflows and budgets. | Best robust and scalable agency management software | 7-day free trial | From $20/user/month | Website |
5 | Synergist The management dashboard offers financial summaries, top client metrics, and billing forecasts for strategic decision-making. | Best depth of functionality and reporting | Free bespoke demo | From $17/month | Website |
6 | Kantata Kantata provides access control options for all project & resource data so you can decide who has access to information within the system. | Best for professional services businesses | Not available | Pricing upon request | Website |
7 | Bonsai Agency Software Manage your team and other project collaborators with Bonsai's platform. | Best for managing the entire agency process | Free trial available | From $9/user/month (billed annually) | Website |
8 | Teamwork.com Teamwork is a work and project management tool that helps in-house & remote teams improve collaboration, visibility, accountability, and ultimately, results. | best for enabling client collaboration | 30-day free trial | From $10.99/user/month (min 3 users, billed annually) | Website |
9 | FunctionFox Easily build and adjust project schedules with FunctionFox’s Gantt charts. | Best software for creative teams and agencies | Free plan available | From $10/user/month (billed annually) | Website |
10 | Nutcache Color-code and organize tasks according to your agency workflows and processes. | Best agency management system for invoicing and managing expenses | Free plan available | From $12.49 project-planning/user/month (billed annually) | Website |
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Smartsheet
This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.4 -
Wrike
This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.2 -
monday.com
This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.6
Best Agency Management System Reviews
Here’s a brief description of each of the agency management systems that are featured on this top 10 list.
Scoro is an agency management system designed to support businesses in managing their operations more effectively. It encompasses a suite of tools for project management, sales and customer relationship management (CRM), resource planning, time tracking, and financial management.
The system facilitates end-to-end work management for the entire project lifecycle, from initial quotes to final invoicing. It also provides real-time insights into agency performance. Scoro's platform can also integrate with various other software, enhancing data centralization and collaboration across teams.
Furthermore, Scoro provides insights on progress, results, and future outlook through real-time dashboards. It allows users to analyze processes, monitor risk areas, and create high-level reports with a single click.
The platform integrates with Google Calendar, Microsoft Exchange, Xero, QuickBooks, Sage Intacct, Expensify, Stripe, Jira, Slack, Asana, Dropbox, PayPal, and more.
Pricing starts from $26/user/month with a free trial available.
Parallax
Best agency management software for resource tracking & forecasting
Parallax is a resource and capacity planning software great for agency management. It offers a robust suite of tools for resource planning and forecasting, sales collaboration and forecasting, project financials, and business intelligence.
Parallax connects with operational tools for time tracking, CRM, and project management to build detailed visualizations around resource utilization information. With Parallax, you'll have access to project health tracking, auto-generated resource plans, customized real-time alerts (on unallocated time, projects over budget, unassigned roles, past start dates, and past end dates), and plan-vs-actual reports.
Overall, Parallax makes for a great agency management solution because you can connect to whatever tools you and your clients are using and create comprehensive charts, dashboards, and visualizations for data-driven decision-making.
Parallax integrates with Asana, Slack, Microsoft Teams, Tempo, Salesforce, Oracle Netsuite, Harvest, Hubspot, Jira Software, and others.
Parallax offers pricing upon request and a free demo.
Best all-in-one agency management system with sales and invoicing tools
Productive is a well-rounded agency management software with a stack of powerful functionality that gives you the tools and data you need to keep an agency running smoothly. The tool was built by a team with a decade of experience in founding, managing, and scaling a software development shop, so it's especially well-suited to digital agencies.
The tool's features fully satisfy my criteria for agency management tools. You'll find client and prospect management in the Sales Pipeline (manage deal flow, get sales organized). The Resource Planning feature, time tracker, and task collaboration tools fit the criteria for resource and project management that I look for in an agency tool or platform.
Billing and invoicing can also be managed straight from the tool, along with useful reports on profitability and costs to help with finance management. The reporting feature actually goes quite a bit beyond that, with real-time reports on margins, utilization, and a whole lot more—including reports on individual employees' or contractors' history with the company, salary report, etc.
Productive's integrations include Zapier as well as Jira, Open API, QuickBooks Online, Xero, and Exact.
Productive costs $9/user/month (billed annually). They also offer a fully-featured, free 14-day trial.
Screendragon is an agency management software designed to manage projects, people, processes, and profitability in one place. It is easy to use and offers powerful customization. The world’s top agency groups like Omnicom, WPP, and IPG rely on Screendragon to power their agency operations.
Screendragon is seamlessly integrated offering project management, workflow management, resource management, and forecasting, time-tracking, budget management, and asset management. The tool is highly configurable, giving users the ability to customize forms, dashboards, templates, workflow rules, permissions, notifications, reports, and even the terminology used on the platform.
Screendragon’s integrated budget module enables users to build SOW’s and estimates, as well as forecast future revenues and resourcing needs. Reviews and approvals are made simple with features for visual proofing, real-time collaboration, version control, and granular permissions. Screendragon’s advanced automation capabilities facilitate the secure and efficient approval of assets and can adapt easily to support scaling agencies. Intuitive task management allows users to switch between Kanban boards, interactive Gantt charts, and list views.
Screendragon offers native integrations with 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. It also has an open API, allowing custom integrations with any solution.
Screendragon starts from $20/user/month with a one-off implementation fee, and a free demo is available.
Synergist is a comprehensive agency management software designed to support growing agencies by providing tools for tracking project profitability, managing projects, and overseeing team utilization. For agencies aiming to improve their financial performance, Synergist can be used to monitor profitability metrics and forecast pipelines, profits, and payments.
I specifically picked this software because it offers an all-in-one solution with a depth of functions, such as reporting, a scheduling tool, project-tracking capabilities, and a centralized system for managing client interactions and finances. It also ensures that resources and teams are optimally allocated to enhance efficiency across the board.
Overall, Synergist stands out as an indispensable tool for agencies focused on maximizing profitability due to its access to real-time insights and financial control over projects.
Synergist integrates with various software systems, including Microsoft 365, Google, Xero, Sage, HubSpot, Salesforce CRM, Outlook Calendar, and iCal, alongside file management through Microsoft OneDrive, Google Drive, and Dropbox.
Kantata is an agency management system that can be used to manage everything from client relationships to workflows and project tracking. This highly customizable tool allows agencies of all sizes to streamline their operations and increase profits. In this article, we'll explain how you can use Kantata for successful agency management.
Kantata has a range of features designed specifically for agencies, including tools for client onboarding, project planning, time and resource tracking, invoicing, contracts, communication management, and more. With these features in place, you can easily monitor your team’s progress against deadlines or budgets and track the status of clients or projects at any given time. You’ll also have access to key performance data such as team utilization rates or revenue forecasts.
Kantata's core function is to provide users with comprehensive data management solutions. It allows you to store customer information, generate reports, manage tasks and projects, track expenses, collaborate with colleagues or partners remotely, and share information in an organized way. Additionally, it offers real-time insights into customer trends and market conditions so that you can make informed decisions quickly. This makes Kantata a great solution for businesses that need to stay ahead of the competition by utilizing data-driven insights.
Features include analytics, billing/invoicing, customer management, data import, data export, file transfer, Google apps integration, third-party plugins/add-ons, resource management, software integration, API, budgeting, dashboard, data visualization, expense tracking, forecasting, multi-user, project management, timesheets, time management, collaboration support, workflow management, batch permissions & access, calendar management, CRM integration, Gantt charts, notifications, scheduling, task scheduling/tracking, report & compliance, and campaign management
Integrations include other business apps like CRM, HCM, and financial software. On top of the M-Bridge platform, Mavenlink provides several pre-built integrations with these tools: Expensify, G Suite, Xero, Salesforce, Netsuite, Jira, Hubspot, Slack, Concur, Dynamics 365, Qualtrics, Quickbooks, and Sage Intacct.
Kantata offers pricing upon request and a free demo.
Bonsai is a comprehensive business management software tool that integrates various solutions for managing different aspects of a business. It offers features such as client management, project management, financial management, proposals, contracts, forms, time tracking, file sharing, and collaboration, making it ideal for agencies looking to manage all their processes.
Bonsai's strengths in agency management come from its integrated approach to facilitating agency needs through the entire process, from lead to invoice. The platform efficiently captures and tracks leads and seamlessly syncs with CRM, allowing for prompt follow-ups. For proposals, it offers customizable templates and analytics to track client engagement and feedback. Additionally, projects and tasks can be assigned to different clients, and users can invite teammates and contractors to client projects to manage tasks together and ensure delivery is on time and within budget.
Users can also easily set automated workflows that can be customized for each client or project. This comprehensive suite ensures that agencies can manage their client interactions from initial contact to project completion effectively.
Furthermore, Bonsai simplifies the billing process with features like automated invoice creation, recurring invoices, and the ability to accept payments through various channels directly through the platform. The software even has a time-tracking tool for users to record time spent on individual tasks or projects directly, which can be seamlessly integrated into invoices, ensuring accurate billing based on the recorded work hours.
Bonsai integrates with Gmail, Google Calendar, Zapier, Slack, QuickBooks Online, Calendly, ClickUp, Trello, Google Drive, Google Sheets, Xero, HubSpot, and more.
Bonsai starts at $10/user/month with a free trial available.
Teamwork is a flexible agency management system that helps agencies become more productive and profitable. It enables agencies to manage high volumes of client projects from start to finish. Teamwork allows you to build flexible, custom workflows and gives you one central place to visualize your team and client projects.
Teamwork offers a number of tools and features to help agencies manage their work. With the Workload feature, you can get a complete picture of your team’s capacity and manage resources and keep your team on track. There's built-in time-tracking on Teamwork to log hours spent working on tasks and track billable hours. Profitability reports allow you to track financial performance by project or team member and compare it against the budget for that client.
Something especially useful about this agency software is that you can add clients as collaborators for free so they can communicate with your team, leave comments in context, review assets and get visibility on project progress.
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
FunctionFox offers three different plans with features that range from basic time tracking and estimating, to project scheduling and gantt charts, to customized project intake forms. FunctionFox can support teams with five or five hundred members.
FunctionFox is entirely web-based and compatible with all up-to-date browsers, so users on both Mac and PC can work together seamlessly. FunctionFox allows for team collaboration through project scheduling, allows allocation of specific tasks through action assignments and to-do lists, and facilitates communication through the project blog. Another great feature is the availability tool, which project managers can use to monitor team capacity and utilize everyone’s time effectively.
FunctionFox is easy to use and made even easier with the tutorials and support provided. They offer dedicated onboarding and all customer support is unlimited, ongoing, and included in the subscription cost. Their website also includes a help center, and there are detailed help files included within the software itself.
Pricing for the FunctionFox Premier plan starts at $50 per month.
Nutcache
Best agency management system for invoicing and managing expenses
Nutcache is an agency management tool designed to organize all aspects of your daily processes. With this software, you get a toolbox of color-coded schedules, task organization queues, and data reporting.
Nutcache supplies the standard Gantt chart tools, which visually track and organize agency tasks with drag-drop-and-click editing techniques that require minimal training to learn. You can also use the software for Agile or Scrum project management, depending on agency preferences. This simple flexibility makes Nutcache a solid agency management software for small or large teams alike.
Nutcache offers time logging tools where users can log, track, and invoice time and expenses in a way that lets agency managers know where project money is going. Unlike a lot of other integrated solution options, Nutcache also has features to create, customize, and manage unlimited invoices.
App integrations for Nutcache include Dynacom Accounting, PayPal, 2Checkout, Stripe, Authorized.Net, QuickBooks Online, Google Sign In, Google Drive, GitHub, Slack, and hundreds of other apps through Zapier.
Nutcache costs from $6/user/month with a 'Pro' plan that requires 5 users.
Other Agency Management Systems
Digital advertising agencies may struggle to find the right complete software solution, so here’s a few more that didn’t make the top list. If you need additional suggestions for handy agency systems, check these out.
- Workamajig Platinum
For marketing & creative teams
- Yanado
Agency management tool for Gmail users
- Ravetree
Agency management system with retainers and billing
- Punchlist
The best free tool for client feedback management
- Gain
Social media agency management system
- Height
For collaborating with clients on projects
- Synergist
Agency operations management software
- Height App
For collaborating with clients on projects
- Service Provider Pro
Software for client portals & billing
- ClickUp
Free plan with unlimited tasks and users
And you can also check out these tools often used in agency settings:
Selection Criteria for Agency Management Systems
When selecting the best agency management system to include on this list, I considered common buyer needs and pain points like the need for streamlined operations and improved client data management. I also used the following framework to keep my evaluation structured and fair:
Core Functionality (25% of total score)
To be considered for inclusion on this list, each solution had to fulfill these common use cases:
- Managing client accounts
- Tracking project timelines
- Monitoring team performance
- Generating financial reports
- Streamlining communication
Additional Standout Features (25% of total score)
To help further narrow down the competition, I also looked for unique features, such as:
- Integrated task automation
- Built-in resource scheduling tools
- Advanced client portal capabilities
- AI-driven reporting and analytics
- Custom workflow automations
Usability (10% of total score)
To get a sense of the usability of each system, I considered the following:
- Simplified navigation for new users
- Minimal clicks to key features
- Dashboards loading quickly and efficiently
- Clean, modern interface design
- Adaptability to different devices and screen sizes
Onboarding (10% of total score)
To evaluate the onboarding experience for each platform, I considered the following:
- Video tutorials and webinars
- Pre-built templates and guides
- Interactive product tours
- Responsive onboarding support
- Data migration assistance
Customer Support (10% of total score)
To assess each software provider’s customer support services, I considered the following:
- 24/7 availability for assistance
- Multiple support channels
- Fast response times
- A knowledge base or FAQs
- Dedicated account managers
Value For Money (10% of total score)
To evaluate the value for money of each platform, I considered the following:
- Cost balanced against core features
- No hidden fees or costly add-ons
- Scalable pricing plans
- Free trials or demos included
- Measurable ROI for agencies
Customer Reviews (10% of total score)
To get a sense of overall customer satisfaction, I considered the following when reading customer reviews:
- Success stories or use cases
- User experience feedback
- Reliability and uptime consistency
- Ease of learning and adoption
- Responsiveness of support teams
How to Choose an Agency Management System
It’s easy to get bogged down in long feature lists and complex pricing structures. To help you stay focused as you work through your unique software selection process, here’s a checklist of factors to keep in mind:
Factor | What to Consider |
Scalability | Ensure the system can grow with your agency’s needs. Look for features like user expansion, support for more clients, and adaptable workflows as your business scales. |
Integrations | Confirm the system integrates with tools your team already uses, like accounting software, CRMs, or email platforms, to streamline operations and avoid silos. |
Customizability | Look for options to tailor the software's dashboards, workflows, and reporting to match your team’s processes, so the tool works for your agency, not against it. |
Ease of Use | Your team needs a system they can adopt quickly. Choose platforms with intuitive interfaces, simple navigation, and robust onboarding resources. |
Budget | Understand total costs, including upfront fees, recurring subscriptions, add-ons, and implementation. Choose a solution that balances affordability with features. |
Security Safeguards | Ensure client and agency data are protected. Look for features like data encryption, role-based access controls, and compliance with security standards like GDPR. |
Reporting Tools | Choose a system with advanced reporting capabilities. Features like real-time dashboards and custom analytics can help track performance and improve decision-making. |
Support Options | Reliable customer support matters. Look for 24/7 assistance, dedicated account managers, or self-service resources to resolve issues quickly when needed. |
Trends in Agency Management Systems for 2025
In my research, I sourced countless product updates, press releases, and release logs from different agency management system vendors. Here are some of the emerging trends I’m keeping an eye on:
- AI-Powered Analytics: Vendors are increasingly incorporating AI to analyze client data and agency performance, helping teams predict trends and optimize operations. Tools like AI-driven forecasting and sentiment analysis give agencies smarter ways to plan resources and projects.
- Client Self-Service Portals: More systems now include advanced portals that allow clients to access updates, share feedback, and view project progress. This reduces back-and-forth communication and improves transparency.
- Customizable Dashboards: Agencies are demanding highly adaptable dashboards where teams can drag-and-drop widgets, filter key metrics, and focus on relevant insights. For example, a marketing agency might customize a dashboard to display campaign ROI, client budgets, and project timelines side by side for a clear, at-a-glance overview.
- Built-In Resource Optimization: Advanced tools now help agencies better allocate talent and time by tracking workloads and suggesting adjustments. Features like workload balancing ensure teams don’t get overburdened.
- Enhanced Data Privacy Controls: As data security grows in importance, systems are adding tools like role-based access and audit trails to keep sensitive client information secure. Vendors are also aligning more with strict compliance standards like GDPR.
What is an Agency Management System?
Agency management systems are tools that help agencies organize and manage their operations more effectively. This software acts like a digital hub, keeping track of important data, schedules, and communications all in one place.
Agency management tools are incredibly useful for streamlining daily tasks, keeping customer information organized, and improving overall efficiency. They make it easier to manage appointments, follow up with clients, and ensure that nothing important slips through the cracks. By using these systems, businesses can focus more on growth and less on juggling the details.
Features of Agency Management Systems
When selecting an agency management system, keep an eye out for the following key features:
- Client management: Centralizes client contact information, project history, and communication to keep all client details in one place.
- Project tracking: Allows teams to monitor project timelines, tasks, and deadlines to ensure nothing falls behind schedule.
- Resource allocation: Helps manage team workloads by assigning tasks based on availability and capacity.
- Financial management: Tracks budgets, expenses, and billing to ensure projects stay on budget and invoices are accurate.
- Customizable dashboards: Provides tailored views of metrics, reports, and key performance indicators relevant to individual users.
- Reporting and analytics: Generates insights into project performance, resource utilization, and profitability to support better decision-making.
- Document storage: Stores project files, contracts, and client documents securely for easy access and collaboration.
- Time tracking: Logs team hours on tasks and projects to improve productivity and ensure accurate billing.
- Collaboration tools: Facilitates team communication with features like shared task boards, comments, and notifications.
- Role-based permissions: Controls user access to sensitive data and tools based on their role within the agency.
Benefits of Agency Management Systems
Implementing an agency management system can provide several benefits for your team and your business. Here are a few you can look forward to:
- Improved organization: Centralizes client, project, and resource data so everything is easy to find and manage in one place.
- Better time management: Tracks hours spent on tasks and projects, helping teams stay productive and focused.
- Increased profitability: Monitors budgets, expenses, and billing to keep projects financially on track and reduce overspending.
- Enhanced collaboration: Keeps teams aligned with tools for shared task lists, project updates, and real-time communication.
- Accurate reporting: Provides clear insights into project performance, resource usage, and profitability for better decision-making.
- Simplified workflows: Automates repetitive tasks like invoicing, reporting, and task assignments to save time and reduce manual effort.
- Stronger data security: Protects sensitive information with role-based permissions and compliance-focused security features.
Costs & Pricing for Agency Management Software
Selecting an agency management system requires an understanding of the various pricing models and plans available. Costs vary based on features, team size, add-ons, and more. The table below summarizes common plans, their average prices, and typical features included in agency management system solutions:
Plan Comparison Table for Agency Management System
Plan Type | Average Price | Common Features |
Free Plan | $0-$10/user/month | Basic client management, task tracking, limited storage, and basic reporting. |
Personal Plan | $10-$30/user/month | Client management, project tracking, time tracking, basic reporting, and limited integrations. |
Business Plan | $30-$80/user/month | Advanced reporting, resource allocation, financial management, document storage, and collaboration tools. |
Enterprise Plan | $80+/user/month | Custom workflows, advanced analytics, enhanced security, role-based permissions, and dedicated support. |
Agency Management System Frequently Asked Questions
Find answers to common questions other people ask about this topic.
What is an agency management system designed for?
An agency management system is designed to cover a variety of things, like:
- Organizing onboarding and intake of clients
- Internal and external communication around tasks and projects
- Collaborative mark-ups of in-progress items
- Real-time analysis and reporting of deliverables
- Flexible and comprehensive task lists
- Proposal templates
- Customer relationship management (CRM)
- Time-tracking and billing
What are the key features in an agency management system?
These are a few of the must-have features when shopping around for this kind of tool.
- Job/Project Costing – Can the tool capture hours and costs, estimate and do budgeting, and handle purchasing with mark-ups and purchase orders?
- Online Timesheets – Does the software have a web browser-based timesheet and expense entry system? Is it easy to enter, approve, and pay expense claims?
- Pipeline Management – Can the software help with the automation of attracting new leads and potential customers and report on and review the process of converting them into paying customers?
- Review and Feedback – Does the software allow clients to adequately engage with and provide feedback across the project pipeline process? Is the feedback loop easy to navigate and does it offer actionable insights?
What are the benefits of using an agency management software?
Agencies across the board may be drawn to management systems because they increase control and organization while also saving time and allow them to improve internal and external customer relationships. For example, it can be very time-consuming to go back and forth with a new client or potential customers on a new project to get all the necessary information before the work can truly begin.
In fact, 67% of agency respondents noted this initial information-gathering phase to be difficult or very difficult. Mandatory forms, the automation of onboarding, and quick proposal building are a few ways agency management systems can simplify and quicken this process, boost productivity, and improve the customer experience.

What's Next?
Are there any great project management tools for digital marketing agencies that you would add to this list? You can deepen your understanding of the topic by looking at 10 ways to integrate agile in your digital agency.
Related tool lists:
- Advertising agency software
- Creative project management software
- Marketing project management software
You can also get more support for managing a successful agency in both The DPM School online course (which teaches you how to manage digital projects) and in our Membership program where members get access to mentorship from digital project management experts, project templates, workshops, and more.