33 Best Agency Management System Tools Reviewed For 2025

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. Fran Vižintin, Senior Account Executive at Productive, explains why the platform works so well for agencies: “Productive is designed for agencies and supports high-level resource planning. It allows agencies to assign services, billable rates, and track budget within each project phase.”

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.

Scoro is an agency management system designed to help businesses manage operations more effectively. It combines tools for project management, sales and customer relationship management (CRM), quoting, resource planning, time tracking, billing, and reporting, bringing every aspect of agency work into one centralized platform.

The system facilitates end-to-end project management across the entire lifecycle, from initial quotes to final invoicing. Real-time dashboards and detailed reports provide visibility into progress, results, and overall performance, helping teams make informed decisions and minimize miscommunication.

Scoro also includes resource planning capabilities that help allocate workloads efficiently and prevent team burnout. Its retainer management functionality ensures that recurring client work is tracked and delivered consistently across projects.

The platform integrates with Google Calendar, Microsoft Exchange, HubSpot, Jira, Xero, QuickBooks, Sage Intacct, Exact Online, Expensify, Stripe, BambooHR, Slack, Asana, Dropbox, PayPal, and more. You can also connect additional tools through Zapier for extended automation.

Pricing starts from $19.9/user/month, with a free trial available.

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.

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. For agencies, the difference lies in having a platform designed around their specific workflows rather than adapting generic tools. As Johnny Digges, Owner of Symmetric Design, explained: “Because tools like Monday and ClickUp are designed for any type of business, we were constantly working around them to fit our needs. But Bonsai is specifically designed for agencies like us, with clients and projects organized just the way we work. Now information stays organized from the moment a client becomes a lead and throughout the project.”

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.

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 platform built to unify every stage of the client delivery lifecycle. From project planning and resource scheduling to financial tracking and client reporting, it gives agencies a centralized system to manage operations, improve profitability, and scale efficiently.

The platform includes features designed specifically for agencies, such as client onboarding tools, project planning, time and resource tracking, invoicing, contracts, and collaboration hubs. These capabilities make it easy to track your team’s progress against deadlines and budgets, monitor client satisfaction, and forecast utilization or revenue—all from the same platform. By consolidating workstreams, Kantata eliminates silos and provides a complete view of agency health.

Beyond daily project management, Kantata supports data-driven decision-making across the entire service lifecycle. Dynamic dashboards, business intelligence reporting, and scenario planning let agency leaders identify risks, adjust plans, and demonstrate value to clients. This combination of visibility and flexibility helps agencies deliver on promises while strengthening client trust.

Some other notable features include customizable skills databases for tracking your team’s expertise, scenario-specific reports (like profitability trackers and executive scorecards), Kanban views for agile campaign work, and automated alerts that flag potential timeline or task misalignments.

Kantata integrates with a range of tools, like Salesforce, SAP, Jira, Xero, BambooHR, Slack, Worday, QuickBooks, HubSpot, and NetSuite.

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.

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. It can help you break down costly silos between teams, centralize communication, and automate time-consuming admin tasks. For agencies dealing with complex or high-pressure projects, Wrike can also prove invaluable in times of uncertainty. Danilo Coviello, Founder of Espresso Translations, explained: “The real value of Wrike is seen in crisis management. A client in the fintech sector expressed compliance changes that were required in three countries. The dependency mapping indicated to me exactly what tasks will be hit prior to any damage occurring.”

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.

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. Another popular tool is the Gantt view. As Melody MacKeand, project manager and former Principal Consultant at Teamwork, shares: “In Teamwork, the Gantt view is very intuitive; you can move tasks around, and the timeline auto-updates.” There's also 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 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.

Workamajig is a marketing project management tool that was designed for the marketing and advertising industry. Furthermore, Workamajig was built to serve the needs of small agencies to large corporations.

Workamajig allows the entire creative team to work together within one tool to accomplish goals by giving you the ability to work within kanban or agile methodologies.

This end-to-end creative management tool helps marketing teams manage projects from start to finish. Each Workamajig plan offer all features, which include: project management, resource management, task management, business intelligence, sales CRM, revenue forecasting, and IT & security.

Workamajig offers unlimited free customer support, guiding you until your team is fully comfortable using the system.

Workamajig costs between $37-$50 per user per month, depending on the size of your team. Workamajig does not offer a free trial, but a free demo is available.

Yanado Task + Project Management coordinates agency projects and tasks within Gmail. It's designed to help agencies manage their sales pipeline and boost sales productivity with email templates and email tracking, and by automating basic and repetitive tasks.

You can use a Kanban board to track agency operations and keep your team accountable by visualizing and monitoring deadlines, milestones, and dependencies. The tool offers to-do lists that are pretty easy to create, plus you can also make tasks directly from emails. Something great about this tool is the shared inboxes feature which lets you assign or pass-on emails and then manage them like tasks.

Agencies with busy online profiles to navigate will appreciate being able to create unlimited posts for Facebook, Twitter, LinkedIn, and Instagram using this software.

Native integration with Slack is available and hundreds more integrations can be accessed through Zapier or their REST API.

Yanado Task + Project Management has a free plan. Paid plans with additional features start at $6/user/month.

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.

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. 

Gain is designed to bring agencies that design online content and their clients together in a seamless collaborative environment. Communication is heightened with excellent feedback loops and collaboration prompts to allow agencies to receive notes and eventual approvals much faster during the content building cycle.

With this tool, you can share your content with agency clients no matter what program it was built in originally. Whether it's a JPEG, PDF, Photoshop file, PowerPoint, or even a Google spreadsheet, Gain will create previews for your approvers and team members to review and collaborate on.

Agencies will appreciate Gain’s automated workflows, which allow content to move instantly to the next person for review, revisions, or approval. Agencies and their clients can send feedback and approve from any device.

Gain integrates easily with Canva. No additional integrations are noted.

Gain costs from $99/month. If you pay for a full year up front, you can get 2 months free.

Punchlist is a free change and feedback management tool that agencies can use to communicate quickly and in real-time with partners, clients, external stakeholders, and across their own team. You can test it out by inputting your live website URL on their home page. This will bring up an editable snapshot of your page, where you can test out leaving notes and sketching interface feedback requests.

Punchlist is a great tool to gather feedback and approvals from clients. Share one link with anyone to get feedback on websites, images, and PDFs. With nothing to install and only one button, clients can easily "point" at the screen and leave clear, quality feedback. Point-and-click to add notes/comments, assign a task, upload files, or even record video feedback right in the tool interface.

Whether you are building content for a client or having content built for you, Punchlist is a simple way to gather and send feedback and ensure everyone is on the same page.

Punchlist also integrates with your favorite task manager and reminds clients of upcoming deadlines. Some integrations, like Asana, Trello, JIRA< and ClickUp are limited to their paid plan.

Punchlist is free to use. Paid plans cost from $99/month.

Synergist is an agency management system based in the UK. The tool is ideal for teams of 10 to 500, and it offers a level of control and visibility required for the smooth and profitable running of agencies.

This is achieved through a suite of features that includes instant reporting so you can clearly see your agency's financials and metrics such as profitability forecast, capacity, and work in progress at any point in the project, quarter, month, or other custom time frame. Synergist offers both standard and customizable reports.

The personal dashboard view gives users data on the key performance indicators for their role, allowing teams to see issues before they become problems and quickly fix common agency problems such as over-servicing. Users can also set up alerts that highlight milestones, budget progress, and more.

Synergist also includes drag-and-drop scheduling, the ability to attach documents, and configurable Kanban boards to suit your chosen project management methodology. This gives team members clear visibility on their evolving priorities and deadlines. It also informs the reorganization of work so you can be confident the right decisions are made.

Project data is integrated and re-used throughout the system, eliminating the need to re-enter the same information. This makes timesheets painless and accurate with information pulled directly from the schedule.

Synergist pricing starts at $17 per user per month.

Height is a project management system that supports agency operations. The software includes project management, time and expense tracking, resource management, and financial management capabilities. A client portal allows users to log client data like contact information, project history, and project notes. Clients can be given guest access, and all client communications can be stored in the software so employees can keep track of progress and client requests.

Users can create project briefs, assign tasks to team members, and monitor progress. Tasks can be assigned with drag-and-drop scheduling, and users can keep track of everyone's workload in one place. Built-in time tracking allows users to track how much time is spent on each project and track billable hours.

Users can use timesheets to log time entries which provide detailed reports for each project they work on for better project management and analysis. The software's reporting and analytics features uses its data to analyze an agency's performance metrics, and provides reports on things like time, expenses, and revenue.

Integrations include Figma, Github, Notion, Slack, and other workplace tools. Paid plans start from $8.50/user/month and a 30-day free trial is available.

Service Provider Pro is a client management & billing software for growing agencies selling SaaS solutions. The tool comes with features such as payment forms, a client portal, and a sales dashboard.

Service Provider Pro lets you set order forms up for one-time purchases and recurring services. Clients will be able to log into the portal where they can manage their accounts. Service Provider also lets you collect data through intake forms, get in touch with clients through a ticketing system, and provide incentives for referrals to create brand ambassadors.

Service Provider Pro comes with a permission system that lets you choose what your team members and contractors see when you share your workspace, communicate statuses, and request revisions.

Service Provider Pro integrates with Stripe, PayPal, MailChimp, ActiveCampaign, and Google Analytics. Thanks to the Zapier integration, Service Provider can be extended to suit almost any agency’s needs. Advanced API and webhook modules provide extendability and custom workflows.

Service Provider Pro costs $59/month for two users.