20 Best Agency Management System Tools Reviewed For 2025

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.

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.

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.

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. 

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.

Wrike is an easy-to-use advertising agency software that is suitable for teams with five or more members. It’s highly configurable, allowing users to customize processes, workflows, dashboards, reports, and request forms to suit their exact needs. Break down costly silos between teams, centralize communication, and automate time-consuming admin tasks.

Wrike enables users to switch between customizable Kanban boards, one-click Gantt charts, and classic workload views, so teams can choose how to visualize their campaign deliverables. Wrike also features task lists, subtasks, shared calendars, custom workflows, file sharing, and real-time collaboration. Users can get advanced performance insights across 50 marketing platforms, assess resource management and allocation, and track time.

Wrike has an easy-to-use, intuitive interface and navigation with distinct spaces, folders, and tasks. Toggle between the home screen and timesheets, dashboards, calendars, reports, and the activity stream. Wrike has a dedicated help center with interactive training, videos, a ‘Getting Started’ guide, and a thriving community. The tool also offers a specific solution for marketing teams, as well as a variety of templates for common organizational processes.

Wrike offers 400+ pre-built native integrations, including integrations with Adobe Creative Cloud; file management software from Microsoft, Google, and Dropbox; and over 50 marketing-specific tools.

Ravetree is an award-winning agency management software platform that allows users to manage projects, resources, and creative workflows in one place. The tool combines all information, data, and processes so teams can deliver work faster, be more informed, and spend less time searching for information.

Ravetree includes features for time and expense tracking such as time logs, timesheets, and expense logs, as well as notifications and reports for tracking budget overages and warning signs. Users can also keep track of estimates, set retainers and bill rates, and create invoices based on timesheets and expenses.

The tool is also equipped to handle and store contact and client information, and users can create custom sales pipelines for tracking potential clients according to their workflow. One great feature is the ability to create automated lists sorted by custom rules, ensuring new prospects or contacts are automatically added to the right list.

Ravetree also features capabilities for file approval and management, both on the team-side and the client-side. Users can also set up multiple stages in the approval process, allowing for feedback.

Ravetree can integrate with many other tools, including Dropbox, Google Drive, One Drive, Outlook, Gmail, Quickbooks, Google Calendar, GitHub, and more.

Pricing starts at $29 per user per month.

Accelo is a cloud-based professional services automation (PSA) platform designed to manage and improve the operations of service-based businesses. It provides an end-to-end solution that includes sales and quoting, project management, ticketing, time tracking, billing, retainers, and reporting. 

Its robust project management module allows agencies to deliver work on time and on budget by tracking track both billable and non-billable hours, and syncing team schedules. This module also facilitates the generation of detailed reports and invoices that reflect completed work, simplifying financial management and improving accuracy in billing.

Another key feature of Accelo is its advanced time-tracking capabilities, which are integrated into all aspects of the platform, from sales outreach to project execution and client service. This ensures that every minute of billable time is captured accurately, leading to precise utilization data and clear, accurate invoices. It also excels in client relationship management through its Stream feature, which captures all client communications, including messages, emails, and meetings, in a centralized location.

Integrations include Google Workspace, Microsoft 365, Microsoft Exchange & Microsoft Outlook, Xero, QuickBooks Online, HubSpot, Mailchimp, Salesforce, Zapier, Stripe, PayPal, Jira, Continuum, Zendesk, Microsoft Power BI, Expensify, Gusto, HubSpot Partner Portal, Practice Ignition, Google Analytics, and others.

Hive is a robust tool for agency management, project organization, and flexible task coordination. It lets agencies organize projects in a Gantt chart, Kanban board, table, or calendar, and also easily switch between each layout. Additionally, each user can choose to look at a project through different views, so each member of your team can use the view that works for them. Updates are reflected across all project views so the agency is informed no matter what option they use.

Hive enables users to easily collaborate by sending messages directly to agency individuals or groups. Need to share a document? Upload it directly to a task, project, or message. Hive’s Forms feature eliminates constant emails and collects all necessary information through simple fill-in-the-blanks.

It’s worth noting that if you’re switching to Hive from another tool, you can import tasks from tools including Asana, Trello, Basecamp, Smartsheet, and a few others.

Hive integrates with Google Drive, Salesforce, Jira, Dropbox, Slack, Zoom, One Drive, Box, and more than one thousand other tools through Zapier.

Hive costs from $12/user/month.