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Tool Review: Workbook A Full Featured Agile Agency Project Management Toolkit

WorkBook is a powerful agency specialist project management software tool that’s designed to power an entire agency’s process. It’s a fully-featured project management software suite with project and resource management, CRM, collaboration and file sharing, forecasting & accounting.  If you’re looking for an agency management tool to tightly integrate, manage, and monitor agency and employee profitability, tying financials closely with the details of projects, then Workbook is a solid choice.

WorkBook has been designed to give you the option of replacing all of your separate systems that clutter your agency’s productivity and increase business system costs – or not – you just choose the modules you need, and pay only for those. From sales and resource integration to finance and customer relationship management, WorkBook custom builds each system installation around business workflows and processes to deliver the features you need.

By providing key performance metrics and real-time business intelligence, WorkBook enables the planning, organizing, motivating and controlling of resources so projects run smoothly from start to finish, and with the added transparency in work processes, all employees know what to do, and how to do it. With third-party tools integration, WorkBook delivers big data to guide and achieve higher profit margins with visual insights while enhancing productivity.

The all-new WorkBook with agile agency support

While WorkBook has served many traditional ad agencies for years, they’ve recognized that digital agencies work differently, and need the tools to support that. WorkBook’s latest release features enhanced scheduling, global resourcing, whiteboards, and new mobile apps. A fresh and simple user interface to view real-time job data, agile, Kanban, scrum board, snapshots, burn, automated workflow, custom SQL Dashboard widgets, open API, financial progress, and like KPI burndown trending charts in a completely customizable interface.

The Kanban view enables each user to have their own Kanban view for tasks that have been assigned to them. Each task can be tagged with what sprint it belongs to, you can add a briefing/task description to each task so that the user knows exactly what work should be done – and can submit time against it. Furthermore, an integrated scrum board has been weaved into the interface, as well as an integrated ticket system, which provides easy tracking of time entries, brief, collaboration, and estimating/billing with trending and burndown charts.

Workbook Kanban Screenshot

Project and resource management

WorkBook has been designed around agency workflows to make project delivery robust and simple. You can create jobs and tasks with a few simple clicks, assign members to tasks, upload files and create briefings, create price quotes and invoices, and collaborate with your team and clients. When a briefing is done, it can be pushed through an approval workflow on which your client can be included. This means no more inaccurate briefings and non-billable out-of-scope work.

WorkBook has built tools to simplify the complexity of managing projects in agencies. With a built-in work availability capacity tool, WorkBook synchronizes with users’ calendars so you’re aware of everything that goes on and who’s doing what and when. It also allows you to create a work breakdown structure and warns you if a project looks like it might be about to go off the rails. WorkBook will automatically notify you when a task is done, a new comment has been added, or even if a team member requests additional time.

By helping you control project costs and track profitability, WorkBook helps keep projects on track. WorkBook has made filing time sheets quick and easy and with their Time Sheet/Expense Entry app which allows submitting of types of purchases such as travel costs, personal expenses, supplier invoices, and mileage which can be scanned and added to the job and be sent out through approval workflows. With profitability being the most important thing in any business, profitability analysis can be done directly within WorkBook, analyzing against clients, projects and jobs, job types, employees, and effectively 26 KPI‘s in total.

Client communication is one of the key components of delivering your best work. WorkBook’s ‘Client Portal’ lets you share Gantt charts, task progress, briefings, and files, while also giving you the option to allow the client to add new jobs and tasks in your system.

Workbook Pipeline Forecast Screenshot

CRM, pipeline management, and project integration

Securing new clients and making sure the sales funnel is populated with new projects is the key to agency success. WorkBook knows that keying in data into a system isn’t fun, so they’ve made sure that adding new prospects and updating activities is really, really simple.

By giving you an overview of your activities, WorkBook lets you stay on top of tasks that need follow-up and approval. Whenever you speak to your client or prospect, simply log what the call was all about and when to follow up. WorkBook will remind you when the follow up is due. Meanwhile, connecting with potential and current clients through email marketing in WorkBook is simple with an Active Campaign integration.

Early in the sales cycle, the CRM module will demonstrate forecasts to give true representations of signed business and potential business against FTE’s and their utilization.

Workbook Project Management Software To Do List Screenshot

Finance and Accounting

The integrated Finance & Accounting module is really what separates WorkBook from the thousands of other project management systems out there. Overseeing your business as a whole, starting with new business, leading up to projects and resources, and then finally including operational costs is truly unique with one system.

Ensuring that your customer receives an accurate invoice is important. WorkBook supports various billing methods such as time and material, fixed price, retainer, tickets, and billable/non-billable/internal jobs. When you raise a new invoice, WorkBook helps determine what’s to be billed and what data to insert on the invoice lines. Additionally, WorkBook can copy data to the invoice lines for you, so you only need to double-check the wording. In the consolidated invoice feature, you’re able to bill several jobs on one invoice, instead of having to send one invoice per job, which allows for accurate billing for an entire campaign.

Workbook Project Management Software Project Dashboard Screenshot


WorkBook was created by Agency people for Agency people. It was designed to give all employees the power and insight so that nothing slips between the cracks and everything runs effortlessly. WorkBook makes it easy to manage every task, client, and resource in the office or on the go. If you’re looking for a tool that does it all, you might just have found your match!

This post was made possible with the support of WorkBook.

By Ben Aston

I’m Ben Aston, a digital project manager and founder of I've been in the industry for more than 15 years working in the UK at London’s top digital agencies including Dare, Wunderman, Lowe and DDB. I’ve delivered everything from film to CMS', games to advertising and eCRM to eCommerce sites. I’ve been fortunate enough to work across a wide range of great clients; automotive brands including Land Rover, Volkswagen and Honda; Utility brands including BT, British Gas and Exxon, FMCG brands such as Unilever, and consumer electronics brands including Sony.

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