Explore the top agency management software to run your service business. We compare the features, pricing and criteria to choose the right solution.
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Track project stages, forecast revenue, and optimize resources with agency management systems, ensuring better decision-making.
Many agencies face challenges such as fragmented workflows, manual processes, and limited real-time visibility. The need to deliver exceptional services as well as retain clients is higher than ever.
Agency management software helps businesses streamline operations, automate tasks, and improve client retention. We reviewed and compared the best agency management tools based on features, pricing as well as user experience.
Let’s help you choose the right software for your agency’s needs.
Agency management software is an integrated suite of tools specifically tailored to address the unique challenges faced by agencies. It combines project management, resource planning, time tracking, client management, and financial operations into a single unified system.
The software enables agencies to manage their entire business workflow, from initial client proposals to final project delivery and billing. Automating routine tasks and providing clear oversight of all agency operations, allows creative teams to focus more on delivering value to clients rather than getting bogged down by administrative tasks.
Key objectives
Implementing agency management software is a significant investment, but one that can yield substantial returns for agencies of all sizes. Let us explore how the software is important.
1. Increased Productivity
Agency management software streamlines workflows and automates routine tasks, allowing team members to focus on high-value activities. This boost in productivity can lead to more billable hours and increased output without additional staffing costs.
2. Improved Resource Utilization
With better visibility into team capacity and project demands, agencies can optimize resource allocation. It reduces idle time and prevents overbooking, ensuring that human resources are used efficiently.
3. Enhanced Project Profitability
Accurate time tracking and budget monitoring features enable agencies to maintain tighter control over project finances. By identifying potential overruns early while also making data-driven decisions, agencies can improve project profitability and overall financial performance.
4. Reduced Administrative Overhead
Automation of time-consuming administrative tasks such as invoicing, reporting, and resource scheduling frees up valuable time for billable work. This reduction in administrative overhead can lead to significant cost savings and improved operational efficiency.
5. Minimized Revenue Leakage
Comprehensive-time tracking and billing features ensure that all billable hours are captured as well as invoiced accurately. It minimizes revenue leakage from unbilled work or inaccurate time records that directly impact the agency’s bottom line.
6. Improved Client Satisfaction and Retention
Client portals and improved project management capabilities lead to better communication as well as transparency with clients. Higher client satisfaction often results in increased client retention and more repeat business, reducing the cost of new client acquisition.
| Software Name | Key Features | Starting Price (per user/month) |
|---|---|---|
| Kooper |
|
Starts at $29/user/month |
| ProofHub |
|
$30 |
| Harvest |
|
$39 |
| Hive |
|
$35 |
| ClickUp |
|
$28 |
| Monday.com |
|
$10 |
| Agency Handy |
|
$7.50 |
| Kantata |
|
$39 |
| Teamwork |
|
$13.99 |
| Wrike |
|
$29 |
The best agency management software streamlines daily tasks, improves cash flow, and enhances marketing automation for better efficiency. Delve into its significant key features.
At the heart of every successful agency lies effective project management. Agency management software provides robust project planning tools that allow teams to create, assign, and track tasks with ease.
The features often include Gantt charts, Kanban boards, and milestone tracking, enabling project managers to visualize project timelines as well as progress at a glance. By centralizing project information, teams can collaborate more effectively, ensuring deadlines are met and client expectations are exceeded.
Accurate time tracking is essential for agency profitability. Advanced time-tracking features allow team members to log hours easily, often with the ability to start and stop timers directly from task lists. This seamless integration with project management ensures that every billable minute is captured.
The systems can automatically generate invoices based on tracked time and predefined billing rates, streamlining the billing process while reducing administrative overhead.
A comprehensive Customer Relationship Management (CRM) system helps nurture leads and maintain client relationships. Agency management software often includes CRM functionality tailored to agency needs, allowing teams to track prospects, manage opportunities, and monitor the sales pipeline.
The integration ensures a smooth transition from sales to project delivery, providing a holistic view of client interactions throughout the entire engagement lifecycle.
Effective resource allocation helps in maximizing agency productivity. Resource management features allow managers to view team member availability, skills, and workload at a glance.
It enables optimal staffing decisions, preventing overallocation and ensuring that the right people are assigned to the right projects. Advanced systems may also offer predictive analytics to forecast future resource needs, aiding in long-term planning and hiring decisions.
Budget tracking features provide real-time visibility into project finances, allowing managers to compare actual costs against estimates. It includes tracking billable hours, expenses, and other project-related costs.
Monitoring budget performance throughout the project lifecycle empowers agencies to take proactive measures to maintain profitability and make informed decisions about resource allocation.
Integrated collaboration tools such as shared documents, discussion boards, and instant messaging facilitate communication among team members, clients, stakeholders, etc.
The said features reduce reliance on external communication platforms, keeping all project-related discussions and decisions in one centralized location.
Transparency and client engagement are enhanced through dedicated client portals. These secure interfaces allow clients to view project progress, approve deliverables, and access important documents.
By providing clients with direct access to relevant information, agencies reduce back-and-forth communication and improve client satisfaction while building stronger relationships.
Effective pipeline management provides a visual representation of all potential projects and their current stages in the sales process. It allows agencies to forecast workload, revenue, and resource needs based on the likelihood of winning new business.
Agencies can make strategic decisions about capacity planning and business development efforts by maintaining a clear view of the pipeline.
Here’s a review of the 10 best agency management software to help insurance agencies, digital agencies, and advertising agencies find the right agency tool for seamless operations.
Best agency management software for sales, project management & resource planning
Kooper is an all-in-one agency management software that offers a comprehensive suite of tools to manage various business functions including accounting, invoicing, project management, and CRM into a single platform.
The software is designed to provide a 360-degree view of business operations, making it particularly useful for agencies looking to manage multiple aspects of their business in one place. Kooper aims to simplify complex business processes as well as provide real-time insights to drive growth.
Key features:
Top agency management platform for effective project management
Teamwork is a comprehensive agency management software designed to streamline project management, collaboration, and client management. It offers a user-friendly interface that helps agencies organize tasks, track time, manage resources, and communicate effectively. Teamwork’s versatility makes it suitable for agencies of all sizes, from small creative teams to large marketing firms.
Key features:
Teamwork offers a range of pricing plans to suit different agency needs. The Deliver plan starts at $10 per user per month, while the Grow plan is $18 per user per month. For larger agencies or those requiring more advanced features, the Scale plan is available at $28 per user per month.
Ultimate project management tool for growing agencies
ProofHub is an all-in-one project management and collaboration tool designed to help agencies streamline their workflows as well as improve productivity. It offers a centralized platform for task management, file sharing, time tracking, and team communication. ProofHub’s intuitive interface and customizable features make it adaptable to various agency sizes along with project types.
Key features:
ProofHub offers two straightforward pricing plans. The Essential plan is priced at $45 per month, offering core features for unlimited users and projects. The Ultimate Control plan, at $89 per month, includes advanced features. They also provide a 14-day free trial for teams to test the platform before committing.
Intuitive time-tracking software to enhance operational efficacy
Harvest is a time-tracking and invoicing software that helps agencies manage their projects, teams, as well as finances more efficiently. While it’s primarily known for its robust time-tracking capabilities, Harvest also offers project management and reporting features that make it a valuable tool for agencies looking to improve their operational efficiency as well as profitability.
Key features:
Harvest offers a simple pricing structure with two plans. The Free plan allows one person to manage up to two projects. The Pro plan, priced at $12/person per month, offers unlimited projects and integrations. Harvest also provides a 30-day free trial of the Pro plan, allowing teams to fully explore its features before making a decision.
Powerful project management platform for seamless collaboration
Hive is a flexible project management and collaboration platform designed to help agencies streamline their workflows as well as boost productivity. It offers a wide range of features that cater to various project management methodologies, making it suitable for agencies of different sizes and specialties. Hive’s strength lies in its ability to centralize work processes and facilitate team collaboration.
Key features:
Hive offers start at $12 per user per month, suitable for small to medium-sized agencies. The Enterprise plan, with custom pricing, offers advanced features and dedicated support for larger agencies. Hive also offers a plan with a 14-day free trial.
Best agency productivity platform with easy customization
ClickUp is a versatile project management and productivity platform that offers a wide array of features to help agencies organize, plan, as well as collaborate. Known for its customizability and extensive integrations, ClickUp aims to be a one-stop solution for agency workflow management, from task tracking to document creation and time management.
Key features:
ClickUp offers a range of plans to suit different agency sizes and needs. The Unlimited plan at $5/member/month, the Business plan at $12 and the Enterprise plan offers custom pricing with added security as well as support features. All paid plans come with a free trial too.
Best agency management software for creative agencies
Agency Handy is a specialized agency management software designed specifically for marketing and creative agencies. It offers a comprehensive suite of tools to manage projects, track time, handle billing, and analyze agency performance. Agency Handy stands out for its focus on agency-specific workflows and its ability to provide insights into agency profitability.
Key features:
Agency Handy offers custom pricing based on the specific needs and size of each agency. While they don’t publicly list their pricing tiers, they typically offer plans that scale with the number of users and the level of features required.
Comprehensive professional services automation platform for larger agencies
Kantata, formerly known as Mavenlink, is a comprehensive professional services automation (PSA) platform that caters to agencies and professional service organizations. It offers a robust set of features for project management, resource planning, financial management, and business intelligence. Kantata is particularly well-suited for larger agencies or those with complex project structures and reporting needs.
Key features:
Kantata’s pricing is customized based on the specific needs and size of each organization. They offer different editions, including Team, Professional, and Premier, each with increasing levels of functionality.
Top work management tool for project management and collaboration
Wrike is a versatile work management platform that offers robust project management and collaboration features suitable for agencies of various sizes. It provides a centralized workspace for planning, executing, and reporting on projects, with a focus on improving visibility as well as streamlining workflows. Wrike’s customizable interface and extensive integration capabilities make it adaptable to different agency structures.
Key features:
Wrike offers several pricing tiers to accommodate different agency needs. Apart from the free plan, they offer a Team plan at $9.80/user/month, thea Business plan at $24.80/user/month. For larger agencies, the Enterprise plan provides enhanced security and support features with custom pricing.
Best agency management tool with an intuitive interface
Monday.com is a flexible work operating system that helps agencies manage projects, track time, and collaborate effectively. Known for its visually appealing and intuitive interface, Monday.com offers a highly customizable platform that can be tailored to fit various agency workflows. It’s suitable for agencies of all sizes, from small creative teams to large marketing firms.
Key features:
Monday.com offers several pricing tiers to suit different agency needs. The Basic plan starts at $8/seat/month, the Standard plan at $10/seat/month and the Pro plan is available at $16/seat/month.
Selecting the right agency management solution is crucial for optimizing your business operations. Here are the key criteria to consider when making this decision:
1. Scalability
Choose a solution that can grow with your agency. It should be able to handle an increasing number of projects, clients, and team members without compromising performance. Consider both your current needs and future growth projections.
2. Feature Set
Evaluate the software’s features against your agency’s specific requirements. Look for essential functions like project management, time tracking, resource allocation, client management, and financial reporting. Ensure the solution offers the right balance of functionality without unnecessary complexity.
3. User Experience
The software should be intuitive and easy to use. A steep learning curve can hinder adoption and reduce overall efficiency. Look for clean interfaces, logical workflows, and responsive design that works across devices.
4. Integration Capabilities
Your agency management solution should integrate seamlessly with other tools you use, such as accounting software, CRM systems, or communication platforms. This integration reduces data silos and improves overall operational efficiency.
5. Customization Options
Every agency has unique processes. Look for software that allows customization of workflows, reports, and dashboards to align with your specific needs.
6. Reporting and Analytics
Robust reporting features are crucial for data-driven decision-making. The solution should offer comprehensive analytics on project profitability, resource utilization, and overall agency performance.
7. Total Cost of Ownership (TCO)
Consider not just the upfront costs but also ongoing expenses such as subscription fees, training, and potential customization. Evaluate the ROI by weighing these costs against the expected benefits in efficiency and productivity gains.
Agency management software is essential for professional service businesses to effectively manage their client lifecycle across sales, projects, and finances. These tools streamline operations, improve resource utilization, and provide valuable insights for data-driven decision-making.
Kooper stands out as a comprehensive solution tailored for agencies, with an integrated approach combining CRM, project management, time tracking, and billing functionalities, offering a holistic view of agency operations. With features like automated workflows and real-time reporting, Kooper empowers agencies to optimize their processes, and maximize billable hours, all while delivering exceptional client experiences.
Agency management software is a comprehensive platform designed to streamline operations for professional service agencies. It typically includes features for project management, time tracking, resource allocation, client relationship management, and financial oversight. This all-in-one solution aims to increase efficiency, improve collaboration, and provide real-time insights into agency performance as well as profitability.
Yes, many agency management tools cater to small agencies. They offer scalable solutions that grow with your business. For small teams, look for software with essential features like project management, time tracking, and invoicing. Some providers offer specific plans or pricing for small agencies to make the software more accessible.
Yes, agency management software can be beneficial for small agencies. Many providers offer scalable solutions with tiered pricing, making it accessible to smaller teams. For small agencies, such software can be particularly valuable in establishing efficient processes and providing professional-level reporting as well as client management capabilities that can help them compete with larger agencies.
Reputable agency management software providers prioritize data security through measures such as encryption, regular backups, and compliance with data protection regulations like GDPR. Many use secure cloud storage and offer features like two-factor authentication as well as role-based access controls. It’s important to review each provider’s security policies and certifications when choosing a solution.
Most modern agency management software offers integration capabilities with a wide range of business tools. Common integrations include accounting software (like QuickBooks), communication platforms (like Slack), and productivity tools (like Google Workspace). When selecting software, it’s crucial to verify that it can integrate with your existing tech stack to ensure a seamless workflow.
Implementation time varies depending on the software’s complexity, your agency’s size, and the extent of customization required. The basic setup can often be completed in a few days, while full implementation, including data migration, team training, and workflow customization, may take several weeks. Many providers offer onboarding support to help streamline the process.