30 Best Agency Client Management Software For Success

As an agency owner, you likely wear many hats. One minute, you’re tracking down missing files and spreadsheets to pull together a client report. Next, you’re jumping on a call with a stressed-out client who needs reassurance that their project is on track. All the while, you’re trying to keep your team productive and on task. If this scenario sounds familiar, you’re not alone. These common challenges are part of running an agency but don’t have to be.

Agency client management software can help you streamline operations, reduce stress, and improve client satisfaction. In this guide, we’ll explore the benefits of this software as part of the best agency management software and how it can help you grow your productized services.

Orchestra's solution, grow your productized service, offers a valuable toolkit to help agencies achieve their goals. Emphasizing onboarding, documentation, and client communication enables you to improve the client experience for your productized services and create a stress-free process for your team.

What Is A Client Management Software?

Client management software is a technology that companies use to collect, organize, and handle customer data. These platforms offer tools to help you better manage different parts of the customer lifecycle, like generating leads. Businesses of every size might use client management software to streamline processes and increase revenue.

Agency Client Management Software Features

Client management computer programs can vary depending on the size of the company and its needs. Many of them also offer various levels of subscriptions, which means their costs can also vary. Some of the standard functions you find in this software include:

• Lead generation

• Email campaign

• Call scheduling

• Service support

• Contact management

• Sales forecasting

• Automation

• Workflow management

Benefits of Agency Client Management Software

Below are five benefits of using a customer relationship management system in your retail efforts:

1. Improved Customer Service

Client management software allows retail businesses to store and access customer data and client records in one centralized location. This means sales associates can quickly access information about a customer's purchase history, preferences, and previous client interactions.

Prepared with this knowledge, sales reps can provide personalized recommendations, address customer inquiries more effectively, and deliver higher customer service. Using customer management software in this way will lead to more loyal customers and a better relationship with customers in the long run.

2. Enhanced Customer Engagement

With client management software, retail businesses can proactively engage with customers through personalized communications, such as targeted email marketing campaigns and special offers based on their preferences and buying behavior. This helps foster a more profound customer connection, encouraging repeat purchases and brand loyalty.

3. Streamlined Sales Processes

Client relationship management software can automate various aspects of the sales process, such as organic leads management, deal tracking, and follow-up reminders. This process automation reduces manual tasks and enables the entire sales process to focus more on closing deals and linking relationships with customers, ultimately increasing efficiency and productivity in sales efforts.

4. Data-driven Insights

Client management software collects and analyzes customer data, providing valuable insights into buying patterns, popular products, and customer demographics. Retail businesses can use this data to make informed decisions on inventory management, marketing efforts, and product promotions, leading to better business outcomes.

5. Increased Selling Opportunities

By having a comprehensive view of customer information, retail businesses can identify opportunities for selling more products based on customer preference and past purchases. For example, if a customer has purchased a particular product, the system can suggest complementary items or upgrades, increasing the chances of additional sales. Complete the sales cycle by getting to know what your customers want.

Related Reading

• How To Productize A Service
• Agency Metrics
• Marketing Agency Client Management
• Agency Operations
• Avoid Common Challenges That Agencies Face
• What Is an Agency Management System
• Best Agency Management Software
• Agency Collaboration
• Agency Clients
• Agency Client Relationship
• Productized Service Examples
• What Is A Productized Service

How To Choose the Best Agency Client Management Software

1. Digging Into Client Management Tool Features

Before choosing a client management tool, you must analyze its features and functionalities to see if they fit your requirements. The best way to do this is to imagine what a client servicing representative would do and see if the software can help them perform their tasks more efficiently. For instance, a typical job description of a client servicing representative in an agency includes:

Building Relationships

The client servicing representative should be able to build strong relationships with clients, understand their needs and requirements, and be the primary point of contact for the client.

Communication

Effective communication is essential for a client servicing representative. They should be able to communicate verbally and in writing and negotiate with clients when required.

Account management

The representative manages client accounts, ensuring all client requests and concerns are addressed promptly and efficiently. They are responsible for overseeing the delivery of services to clients and ensuring that quality standards are met.

Sales

Client servicing representatives are also responsible for identifying potential upsell opportunities and driving sales growth by recommending additional services to clients.

Problem-solving

Client servicing representatives should be able to identify and troubleshoot issues as they arise, working with the client and agency teams to find solutions that meet the client's needs.

Reporting

The representative should maintain records of client interactions, update client profiles, and report on the agency's performance. Market research: The representative should conduct market research, stay up-to-date with industry trends, and provide clients with insights on the latest field developments. A client servicing representative is vital in best setting up and using client relationship management software.

2. Does It Have Project Management Capabilities?

A good client management tool for agencies should have project management capabilities. This means it should help client servicing representatives keep track of all ongoing projects for their clients. Project management software allows the CSR to keep track of all client interactions in one place, ensuring that nothing falls through the cracks.

The CSR can use the software to set reminders, deadlines, and priorities and collaborate with team members to resolve client issues. Additionally, the software can provide a centralized platform to share progress updates with the client, keeping them informed about the status of their requests.

3. Can It Help You Simplify Scope & Billing Reconciliations?

Another essential feature of a client management tool is its ability to simplify scope and billing reconciliations. The software should offer a centralized repository for Documents like Proposals, Scope of Work, and Contracts/Agreements, which is available on-demand to the client - thereby eliminating the agency's dependency. The role of a customer service representative (CSR) in the scope of work and billing reconciliation is to act as a liaison between the client and the agency's sales team, ensuring that both parties are satisfied with the deliverables and billing.

When a client has questions about the deliverables and invoice amount, the CSR must carefully review the scope of work and the client and sales rep/ cycle's feedback to identify any discrepancies or miscommunications. The client management CSR should also be able to explain the billing and sales process to the client clearly and concisely and provide supporting documentation as needed. If the client disputes the invoice amount, the CSR should investigate the matter further and work with the execution team, sales teams, or finance team to reconcile the billing.

This may involve negotiating with the client for a mutually agreeable resolution, such as adjusting the invoice amount or providing additional deliverables. The CSR's role in the scope of work and billing reconciliation is to ensure that the client's needs are met and that the agency is paid fairly for the job. Effective communication, attention to detail, customer data, and a customer-focused approach are essential to successfully managing the scope of work and billing reconciliation.

4. Should Be Able to Do Auto Payment Follow Ups

The role of a client servicing representative in payment follow-ups and reminders in a digital marketing agency is to ensure that clients are making timely payments for the services rendered. This involves sending regular payment reminders to clients, tracking payment schedules, and following up with those behind on payments.

Client-servicing sales reps are responsible for maintaining positive relationships with clients while forecasting sales, managing leads, and ensuring that the agency's financial interests are protected. They should proactively address customer management, sales forecasting, and payment issues and find solutions that work for both the agency and the client. Client servicing sales reps must also know the agency's payment policies and procedures and be able to answer any questions or concerns that clients may have regarding payments.

5. Client Reporting is a Must Have!

Client reporting is another vital feature to look for in a client management tool. The software should allow agencies to generate and share detailed reports on the performance of the client's project. A good client management software should also have a centralized repository to share weekly/monthly/quarterly project/task reports with the clients, which are available on demand.

These could be SEO keyword ranking reports, web traffic reports from Google Analytics, or social media analytics reports, or they could be as simple as an Excel file with a monthly OKR report. The role of a client servicing representative in client reporting is to mine customer data and provide regular updates on the performance of the digital marketing campaign to the clients. This involves collecting and analyzing data, preparing reports, and presenting the findings to the clients clearly and concisely.

6. Can It Offer Real Time Project Updates to Your Clients? 

A Client Management platform should allow an agency to embed Popular Whiteboard Collaboration tools like Miro, UI/UX tools like Figma and Google Data Studio for sharing reports, Google Drive, One Drive, and Project management tools like Trello, ClickUp, etc so that your clients can always log into their client portal and see a real-time update of the work that is assigned to the agency.

7. Why Personalisation is the Key Factor in Your Client Portal! 

White labeling is an important feature that allows agencies to provide clients with a branded and personalized experience. By white labeling their client portal and sales automation, agencies can strengthen their brand image and customer communications and create a professional and consistent sales automation process for their clients. This helps to nurture customer relationships further and build trust and loyalty, as clients feel that the agency is invested in their success and is committed to providing them with the highest quality service.

White labeling also provides customization and control for agencies and small businesses, allowing them to tailor the client portal to meet each client's needs and preferences. Depending on the client's needs, this can include custom branding, color schemes, email templates, and functionality.

8. Can It Help an Agency Centralise Its Client Records?

The platform should allow your clients to share all their details, such as Brand Identification files and documents, Brand Presentations and other information decks, Company Brochures, and Assets like Videos, Images, and Content Files. This is not only for retrieving the specific client information when needed but also in case the agency changes the CS, sales team, or sales rep, so the handover of the client details becomes smoother.

30 Best Agency Client Management Software For Success

1. Orchestra  

Orchestra is an all-in-one growth toolkit that helps you launch your productized service effortlessly. Designed for creatives ready to scale, Orchestra provides a branded, white-labeled client portal, task management, and real-time analytics, with no coding needed—just your Stripe account. Elevate your service with a platform built to grow alongside you. Try Orchestra for free at https://getorchestra.com today.

2. Monday.com   

Some of the biggest companies in the world, like Hulu and NBC, use Monday.com, and there’s no reason why your agency shouldn’t give it a whirl, either. Monday streamlines workflows and task visualizations. It’s an excellent agency management system tool. You can create boards or visual tables to sync items and updates in real time. There are status buttons and other presentable options, including Gantt, maps, forms, Timeline, Calendar, Kanban, and more.

Pros   

• Forever free plan available for up to two seats

• Modern, intuitive, and visual dashboard

• Highly customizable

• 200-plus templates for creating boards and automations

Cons

• Confusing pricing plans because of per-seat (user) pricing

• Minimum team size of three for paid plans

• The free trial is only 14 days, whereas most project management platforms give 30

3. Forecast  

Forecast is an agency management tool that offers a wide range of features to manage your projects, resources, time, and budget. Users typically enjoy Forecast for its extensive user interface and forecasting software that supports informed decision-making, but its project planning side could be better. The forecast can benefit agencies investing in a comprehensive solution offering resourcing and financial management support.

Pros   

• Advanced AI technology

• Cloud-based platform

• Real-time data analysis

• Seamless tech stack integration

Cons

• Occasional software updates

• Customer service can be improved, according to some Forecast reviews

• Initial training required

4. Harvest  

Harvest is an easy tool for tracking time and expenses. It provides clear reports on time spent on a project and the agency’s billable hours. Harvest’s integration capabilities make it easy to integrate with your current workflow and tech stack.

Pros   

• Clean interface and easy navigation

• Option to generate invoices and share them with clients through email

• Comprehensive integrations (50+)

Cons 

• Per-user pricing can be costly for larger teams

• Customization and reporting capabilities are limited

• The software seems too basic for larger enterprises or those with complex project management needs

5. Notion

Used by giants like Verizon, McDonald’s, Pixar, and The Wall Street Journal, Notion is a robust agency management software program that you should also use. It is the ultimate workspace organization app designed to empower your teams and give them unprecedented collaborative control over different projects.

From creating product roadmaps to codifying processes and building CRMs, Notion has it all. You can use it to create content calendars, prepare notes and documentation, decide on participants, send out meeting invites, and integrate with other apps. If you are using multiple B2B lead generation strategies, you can also track performance with Notion.

Pros  

• Great note-taking capabilities

• Very easy to use and customize

• Affordable pricing

• Forever Free plan has enough features for solopreneurs

Cons

• Lacks advanced project management features

• Keeping multiple projects can get tedious

• Poor security features

6. Salesforce  

Salesforce Cloud CRM is a fantastic piece of software for agency management. Although, as a CRM, it has a wide range of functionality, including a vast number of integrations, one of the areas where it truly shines is managing your communications with existing clients. Regarding contact management, Salesforce provides a clear overview of your clients, including activity history, key contacts, customer communications, and internal account discussions. It’s easy to access critical customer data, such as their communication history, to gain a complete picture of every client.

Pros

• Total sales pipeline management.

• A high number of integrations are available.

• Advanced reporting and customizable dashboards.

Cons

• Expensive in comparison to competitors.

• Limited customer support.

7. Productive  

Productive is a well-rounded agency management software with powerful functionality that gives you the tools and data 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 resource and project management criteria I look for in an agency tool or platform. Billing and invoicing can also be managed straight from the tool, along with valuable reports on profitability and costs to help with finance management.

The reporting feature goes beyond that, with real-time reports on margins, utilization, and much more, including reports on individual employees’ or contractors’ history with the company, salary reports, etc. Productive’s integrations include Zapier and Jira, Open API, QuickBooks Online, Xero, and Exact.

Pros

• Customizable Dashboards: Enhanced customization allows users to tailor their workspace to their needs, providing a more personalized and efficient management experience.

• Integrated Financial Management: This feature integrates financial tracking with project management, offering a seamless experience for budget and expense oversight.

• Client Portal: Including a client portal sets Productive.io apart, enhancing client engagement and transparency.

Cons

• Learning Curve: New users may find the platform slightly complex, requiring time to understand and fully utilize all its features.

• Customization Constraints: While customizable, some users might need more customization options for their specific needs.

8. Apptivo CRM  

Apptivo CRM is an affordable and highly customizable platform that aims to be a one-stop solution for all your business software needs. In addition to essential CRM functionality, it includes tools for accounting, invoicing, and project management tasks. It’s easy to use and supports Android and iOS mobile devices.

Pros   

• Comprehensive feature set with various customization options

• Outstanding mobile applications, granular security controls, and 24-hour support

Cons   

• Performance can feel sluggish

• Could use extended APIs

9. Scoro  

Scoro project management offers a range of features to help you manage your projects and resources. It’s a good option for service-providing businesses looking for a single platform to manage their day-to-day operations, but it can be difficult to onboard. Users like Scoro because it’s good business management software with many features to help teams collaborate and manage tasks. Since it focuses on project management, time tracking, and invoicing, it can be a good choice for businesses looking to automate daily processes.

Pros

• Data-focused and detailed, perfect for project managers,

• Offers a continuous and logical flow, from quote to project to invoice to final project delivery, suitable for many different business processes,

• Provides a good onboarding experience,

Cons

• It is a lot to take in, quite overwhelming at the beginning,

• Moving to Scoro will take quite a bit of time due to the amount of data we will have to transfer, and the time it’ll take to introduce our team to Scoro,

• The UI, although modern, could use some improvements to package the amount of data it presents or requires better, like in the many numbers we can enter when working on our quotes,

10. Hubspot CRM  

HubSpot CRM is a customer relationship management platform designed to help businesses grow. It offers a comprehensive suite of tools to help teams manage client relationships and interactions, from tracking leads and deals to managing customer data. It also features automation capabilities to help streamline workflows for sales reps, customer service agents, and marketers.

The platform’s integration capabilities allow businesses to connect HubSpot CRM with various third-party tools, such as email marketing platforms and payment processors. With its intuitive user interface, comprehensive suite of features, and integration capabilities, HubSpot CRM is an ideal tool for businesses of all sizes.

Pros

• Contact and pipeline management

• Email and prospect tracking

• Contact website activity

Cons  

• Expensive pricing plans compared to other client management software

• Lacks intuitive tools for workflow automation

11. Teamwork  

Teamwork is a project management platform built to help agencies manage the entire lifecycle of their client work in one place. Teamwork provides all the features you’d expect, including integrated time tracking, financial management, robust reporting, and free access for clients to ensure your projects are delivered on time and within budget.

Forget crossed wires, unread Slacks, and endless emails. Collaborate in real-time with your team and clients to get your questions answered. Keep clients, teammates, and leadership on the same page. Centralize your work, communicate easily with your team, and reduce the complexity of collaboration so your team is free to focus on what they do best.

Pros  

• Free forever plan and low-cost paid plans starting at $5.99 per month

• Deep level of customization

• Easy-to-use automations

Cons   

• A minimum of three users for the low-priced paid plan

• Slower run time once more work gets added

• Most features are only unlocked with the Deliver plan or above

12. Zoho CRM  

One of the areas where Zoho CRM stands out as a client management tool is its omnichannel approach. This allows firms to engage with clients via whichever medium they prefer, whether

email, telephone, or something else. Zoho CRM makes a great effort to be an all-in-one platform. It allows businesses to monitor lead activity and customer buyer preferences and view price lists or documents without changing applications - everything your company needs for client management is right here.

Given that AI is such a hot topic right now, it should come as little surprise to hear that Zoho offers users its own personal assistance. You won’t find ChatGPT levels of intelligence here, but personal assistant Zia Voice can retrieve information, update accounts, and generate performance reports. It’s certainly a handy addition that improves Zoho’s ease of use.

Although there is no free tier with Zoho CRM, a free trial is available. Given that the platform is currently used by more than 150,000 businesses across 180 countries, a free trial may be all you need before you’re convinced this is the right client management software for you.

Pros   

• Workflow automation

• Customization

• Email marketing

Cons   

• Steep learning curve

• Limited customer support

13. Zapier  

Zapier isn’t a regular AMS but is excellent for automating tasks between apps. It connects software for you, so you don't need coding skills. For example, you can create a “Zap” to add new leads to your CRM from your website or get a Slack alert when an invoice gets paid.

Pros   

• Free forever plan and low-cost paid plans starting at $5.99 per month

• Deep level of customization

• Easy-to-use automations

Cons   

• A minimum of three users for the low-priced paid plan

• Slower run time once more work gets added

• Most features are only unlocked with the Deliver plan or above

14. Freshworks CRM  

Freshworks CRM makes it easier for teams to track leads, automate marketing campaigns, segment customers into different categories, manage customer data in one place, and quickly build customer relationships. Features like contact management, lead scoring, customer segmentation, task automation, and customer insights allow businesses to increase revenue and better understand their customers.

The CRM tool also helps teams stay organized by providing detailed reporting on customer interactions and allowing users to set up rules-based workflows to automate repetitive tasks. Additionally, Freshworks CRM integrates with popular third-party applications like Google Apps, Zapier, and Mailchimp, making it even easier for teams to get the most out of their customer data!

Pros   

• Pipeline management to visualize the entire sales process organized by stage

• Sales Goals to set and track goals based on revenue or the number of deals

• Filter, sort, and search functionality on the mobile app

Cons  

• Project management features are only available on expensive plans

• Limited reporting capabilities to customize key metrics

15. Screendragon  

Screendragon is 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, forecasting, time-tracking, budget management, and asset management.

The highly configurable tool allows users to customize forms, dashboards, templates, workflow rules, permissions, notifications, reports, and even the platform's terminology. Screendragon’s integrated budget module enables users to build SOWs and estimates and 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 quickly to support scaling agencies. Intuitive task management allows users to switch between Kanban boards, interactive Gantt charts, and list views.

Pros   

• Screendragon offers flexibility to deliver a solution fully aligned with the organization’s needs. Brands can create and edit their terminology, templates, forms, workflow rules, notifications, reports, and rates.

• It provides an enterprise-class hosting environment and service levels. Moreover, its sophisticated permission controls ensure that only the right data is seen by the right people at the right time.

Cons  

• Some users encounter occasional system slowness.

16. Creatio

Sales Creatio has undergone several name changes, but it remains a top CRM choice. Its specialty is larger sales organizations, and it excels at catering to their needs. Creatio also offers tools for business process management (BPM), marketing automation, and help desks, enabling customers to address multiple business objectives in a unified way.

Pros   

• Multifaceted and highly customizable unified business solution

• Rooted in solid CRM functionality

• Creatio CRM helps SMBs streamline processes from lead management to closing

Cons  

• Relatively short trial period

• Hefty feature set

• Customization can be daunting at the outset

17. Accelo  

Thanks to its CRM and management features, Accelo can be a good choice for agencies interested in supporting their entire project lifecycle, from client acquisition to project delivery. However, Accelo’s entry price is less affordable than comparable solutions on the market, such as Productive, which similarly offers integrated sales and management features. Additionally, some users have noted that the tool can be somewhat inflexible.

Pros   

• Easy to learn to use.

• Feature-rich.

• Billing and expenses management capability.

• Quality and responsive customer support.

Cons   

• Expensive compared to its competitors.

• Core and Professional plans lack ticket and retainer management features.

• Limited integrations.

18. Pipedrive  

Pipedrive is a CRM system designed to help sales teams increase productivity and close more deals. It offers various features that help streamline the sales process, including contact management, email tracking, call logging, lead scoring, sales forecasting, and automated workflows. With Pipedrive, a sales team can quickly organize their leads, contacts, and deals to stay focused on the tasks that matter. The client management app allows users to easily create custom pipelines and automated emails to help nurture leads and increase conversions.

Pros

• Segment leads to create personalized, targeted communication

• Drag-and-drop interface to quickly update deal statuses

• Activity reminders and team collaboration

Cons   

• Limited customization for user permission settings compared to other free client management software

• Project scope and document management tools are paid add-ons

19. Bonsai Agency Software  

Bonsai Agency Software is an all-in-one agency management tool that simplifies agencies' lives. It handles everything from project management to client collaboration so that you can focus more on the creative side and less on admin headaches. This integrated approach makes it easy to organize tasks, track progress, collaborate with your team and clients, and clearly understand how your agency is performing.

Bonsai also includes time tracking, client onboarding, resource management, and automated workflows to keep your operations running smoothly and ensure projects stay on schedule and within budget. It offers various visual tools like Gantt charts, Kanban boards, and list views to help you stay organized and see everything at a glance. Real-time reporting gives insights into profitability, resource utilization, and your agency’s overall health.

Additionally, Bonsai simplifies the process of managing agency finances. You can track expenses, send invoices, and handle budgeting in one place. Bonsai is a solid pick if you’re looking for a tool to streamline your agency’s operations and boost productivity.

Pros  

• User-friendly interface

• Client-centric focus

• Strong focus on small businesses

• Affordable pricing plans

• There is no need to switch between several tools as Bonsai offers an all-in-one approach.

Cons  

• Limited advanced project management features for larger enterprises

• Bonsai integrations are fewer compared to some competitors (although Zapier integration expands its possibilities)

• The mobile app could be further enhanced with additional features and functionality

20. Insightly  

Insightly delivers a lot of bang for your CRM buck. It's one of the easiest to use among the tested systems, even if it could be more feature-rich. Importing data is a smooth process. Insightly's built-in reporting engine is AI-powered, providing one-button data export to Microsoft Power BI.

Pros   

• Smooth data input and sharing

• Slick interface that's consistent and easy to pick up

• Highly customizable

Cons   

• Expensive high-end tiers

• Lacks advanced features like custom workflows

21. Workable  

Workable is excellent for recruitment agencies. It makes hiring easier with job postings, candidate tracking, and team collaboration. Plus, it uses AI to help you find the right candidates faster.

Pros   

• Comprehensive candidate evaluations: Workable provides all the necessary data for reporting, visualizations, and understanding the basics of hiring strategy and recruiting metrics, enabling a more thorough assessment of candidates

• Swift and straightforward onboarding: The onboarding process with Workable is quick and easy, making it less time-consuming for new users to get started

• User-friendly interface: Workable, intuitive, and easy to use, reducing the need for extensive training for new employees

• Unlimited collaborative options: The software allows for real-time updates and comments from team members, fostering a collaborative hiring process

• Cost-effective: Compared to other options, Workable is more affordable, making it a financially sound choice for businesses.

Cons 

• Incompatibility with virtual conferencing services: Workable does not integrate with Zoom or other virtual conferencing services, making it difficult to schedule interviews

• Email syncing issues: Emails from users' inboxes do not automatically sync or appear immediately on Workable, causing delays in communication

22. Bitrix24  

Although Bitrix24 may be outlined as a CRM tool, it also doubles as a fantastic piece of client management software. The solution is a well-designed collaboration tool for communication and project management. Beyond lead generation, Bitrix is a valuable tool for customer support, making it ideal for client management. The platform has its own Customer Contact Center, so you can answer client queries and solve problems in real-time, whatever channel they come through. Bitrix can also help businesses set up automated support if needed, and offers help with creating company websites or setting up a chat network on your homepage.

Pros   

• Comprehensive business suite

• Affordable pricing

• Unlimited contacts with all plans

Cons   

• Very steep learning curve

• It doesn’t support chatbots for sales or support

23. Kantata  

Kantata is an agency management system that can manage everything from client relationships to workflows and project tracking. This highly customizable tool allows agencies of all sizes to streamline operations and increase profits. This article will explain how you can use Kantata for successful agency management. Kantata has various 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 critical 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 organizationally. Additionally, it offers real-time insights into customer trends and market conditions so that you can make informed decisions quickly. This makes Kantata an excellent solution for businesses that need to stay ahead of the competition by utilizing data-driven insights.

Pros   

• Intuitive Task Management: Kantata simplifies work organization by allowing easy assignment and tracking tasks and subtasks.

• Real-time Collaboration: It supports immediate communication and file-sharing among team members, ensuring everyone stays updated.

• Robust Reporting: Kantata offers comprehensive reporting features that aid in making informed decisions and tracking project progress effectively.

Cons   

• Limited Integrations: Kantata doesn’t support many third-party integrations, which may limit its flexibility and usability.

• Learning Curve: Some users might find Kantata challenging to navigate initially, requiring time to grasp its functionalities fully.

24. Airtable  

Airtable is a cloud-based collaboration and project management tool that combines an easy-to-use spreadsheet with the power of a database and the flexibility of custom applications. With Airtable, small teams can create highly collaborative workspaces to work together on projects. The platform also integrates with other apps and services like Slack, Zapier, and Dropbox to provide a complete client management system for customer management.

Pros   

• Actions to goals linking functionality to streamline reporting

• Shareable forms to populate records into the Airtable base

• Timeline View to track events, resources, and projects

Cons   

• Limited sorting and filtering options compared to other client management software tools

• Limited customization options for workspace appearance

25. FunctionFox  

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 effectively utilize everyone’s time. 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; the software contains detailed help files.

26. Less Annoying CRM  

Less Annoying CRM is an affordable turnkey system for small businesses and sole proprietors. It offers a good collection of essential features and flat-rate pricing, making it among the cheapest products we tested. Its key selling point is ease of use, which is excellent for companies with limited CRM experience. Its user interface is straightforward and approachable. Also, Less Annoying's responsive web UI works on mobile devices and desktop browsers.

Pros   

• One affordable plan

• Plenty of support and help options

• Looks great on mobile

Cons   

• Limited reporting capabilities

• No way to add dedicated leads

27. Hubstaff  

A simple, highly efficient time-tracking app that pulls no punches, Hubstaff is the ideal way to determine how much time it takes for teams to complete different tasks. There are apps available for Chrome, desktops, and mobiles, so you can easily keep track of performances. Hubstaff is designed to improve productivity, and with over 40 integrations, it works like a charm.

It automates team management and frees your time, thus allowing you to focus on things that matter. You no longer have to worry about check-ins, and you will receive detailed activity reports for each employee. It’s one of the most popular marketing agency management software programs. You can easily plug in money leaks by checking profit margins for different projects. It’s an excellent tool for project management.

Pros   

• Affordable enterprise plan

• Mobile app

• Free version and trial

Cons   

• One-user limit in the free plan

• No video screen recording

• Many features are only offered via an add-on in lower-tiered paid plans

28. ClickUp  

ClickUp can be a good solution for agencies looking for an intuitive project management tool with many features to help teams collaborate, manage tasks, and track progress. Its flexibility and ease of use make it a popular choice for businesses of all sizes; however, some users have also noted that this can be a downside.

Due to a lack of a more rigid structure, project managers might end up setting up their projects inefficiently, which can lead to significant money and time sinks in the future. Additionally, ClickUp doesn’t offer any financial management features. You can check out our ClickUp vs Wrike comparison to learn more.

Pros   

• 11+ ways to view project progress and data

• Helpful "Chat" view for collaboration

• Team view for organizing tasks by team member

Cons   

• Customizability can be overwhelming to new users

• Not great at compiling project feedback

• Comparatively clunky automation builder

29. Workamajig  

Workamajig is a fair project and agency management tool that integrates essential financial tracking and support with project management features. However,  the most notable downside of Workamajig is the somewhat outdated user interface and occasionally poor platform performance, as reported by multiple reviewers. This can make some features more complicated than they initially seem.

Pros   

• Comprehensive project management features

• Ideal for creatives and well-suited for freelancers

• Provides analytics and reporting in real-time

Cons   

• Some users have concerns about slow customer support response

30. Asana  

Asana can be a perfect solution for cross-functional teams that work with agile methodologies, such as website project development companies. However, agencies with more robust needs might find that certain features, especially those related to budgeting and financial performance, could be more developed.

Pros   

• It offers a free plan. Asana's primary concern as a project management software is helping small and medium-sized businesses.

• However, it is not limited to them.

• Thanks to its free plan, small teams on a tight budget can still have access to affordable project management software.

Cons   

• We know new users need help understanding the Asana interface.

• With this in mind, we've created an online tutorial to help guide users through the software and ensure their confidence.

Related Reading

• Advertising Agency Project Management Software
• Agency Client Management Software
• Productization Framework
• Ad Agency Project Management Software
• SEO Agency Management Software
• Productized Services
• Agency Resource Management
• Marketing Agency Process
• Creative Agency Project Management Software
• Marketing Tools For Agencies
• Digital Marketing Agency Management Software

Best Practices for Agency Client Management

1. Use Orchestra for Better Client Management

Orchestra provides an all-in-one growth toolkit that helps you launch your productized service quickly. Designed for creatives ready to scale, this innovative software provides a branded, white-labeled client portal, task management, real-time analytics, and more. No coding is needed. All you need is your Stripe account.

Orchestra streamlines your workflow, letting you collaborate with clients seamlessly while maintaining a private workspace with your team. Integrate with tools like Slack and webhooks to customize your setup and deliver a branded experience. Enhance your service with a platform built to grow alongside you.

2. Start with Business Principles for Better Client Management

You can’t effectively manage your clients if you haven’t yet figured out how to manage your business. The principles you hold and how you operate behind closed doors impact how your clients are cared for. Your standards become your employees’ standards. Which means you’ll have to codify how you work:

Decide how you’ll get things done

What’s your mode of operation? Do you make a couple of drafts of your work (web pages, blogs, social media posts) and get client feedback before finalizing, or do you do your best work and ship it off to the client, making minor revisions when necessary? These decisions impact your client’s expectations and your team’s work.

Figure out how you would respond to certain situations

Say a client wants an extra two revisions on something for which they’ve already met their revisions quota. How does your team handle that? Who do they go to when they don’t know how to handle it? Document these decisions for your team to reference when they come up.

Find the line when you need to fire a client.

Not everyone is destined to work together forever, and you’ll have to fire a client eventually, but what will determine that? What are the criteria? Knowing this can help your team alert you to these crossed lines and keep your roster full of clients you and the team like working with.

Determine the operating principles you use to make decisions

Most established (and growing) businesses have guiding principles or values. Ours are right here. It helps remove decision fatigue when we can reference these. Does it align or not? The choice is more accessible.

Decide who is the go-to for saving a client.

Only some people can talk a difficult client off the edge. It helps if you have a dedicated person in charge of the challenging conversations that can get emotionally heated. They’ll be able to communicate empathetically, notice trends, and bring that to the team to iterate and improve.

There are more areas to focus on, but these will get you started. When everyone in your organization is on the same page, client management becomes infinitely more accessible.

3. The Elements of Client Management & How to Do Each Well

Maintaining your client roster is one of the best ways to grow as an agency. When you’re constantly trying to add new clients just to keep up with the status quo, that’s less time and energy you can put into serving your current clients, research, development for your services, and general growth strategies. But keeping clients means giving them a great experience. That starts with quality client management.

1. Onboarding

After the initial call and agreement to work together, onboarding is the first time you show your client what it’ll be like to work with you. First impressions matter. If your client onboarding is messy and unorganized, and they have to email five times just to figure out how to see the project’s progress, you’re off to a rough start. We cover client onboarding here, but this is a brief of what you need to include:

• How and where to communicate what they want to be delivered

• Where they receive the work

• How and who to communicate with for updates

• When you invoice

• How do you accept payment, and when it’s expected

• Any account logins or access

• Are there any other expectations, guidelines, or questions they need answering?

Preferably, you’ll do this all at once in an organized manner, including an email and a phone or video call to ensure everyone understands.

2. Communication

If you do not intentionally manage client communication, your relationship will fall through the cracks. They need to be able to reach out and connect with someone should they have questions or to change something you delivered. It’s straightforward to think, “they’ll just ask if they need something.”

But ask who? Through what medium? Can they reach out in an email, or will you ignore emails because your business is forgoing the distraction of emails altogether? If they’re ignored and you deliver work they don’t like, will they be charged extra for doing it again? That’s a quick way to create a client that’s difficult to work with. There are a lot of options to manage communication; here are some popular ones:

• Use the project management software and add my client, keeping all communication in a single place.

• Use an internal communication software like Slack and create a channel for each client.

• Set expectations for where to go and what timeline they will hear back from you.

This guide to client communication has more suggestions, but it isn’t as complicated as people often make it. Communicate, listen, and make it easy for them.

3. Agency Project Management Software to Keep Clients Organized

Every good agency needs a project management program to help them stay organized. A system of Google folders, emails, Facebook messages, or other communication software just won’t cut it. When you try to do everything in various places, you’re bound to make mistakes, not communicate with clients, forget to give feedback, and so on. It’s a huge mess waiting to happen.

The best agencies recognize that leveraging a tool to stay organized is critical to keeping clients happy. That’s why thousands of client-serving agencies choose Basecamp. It’s a single space to stash all conversations, deliverables, feedback, and more so that work stays hyper-organized. Everything you need to do your best work is built right in.

While a Basecamp dashboard can be customized to fit your agency’s specific needs, one of the easiest ways to get started is by turning each client into a dedicated Basecamp project. From there, you can select my tools, add folders for all my deliverables, and invite clients directly to the space so you can work together with fewer emails and meetings.

4. Invoicing & Payments

You need someone to manage this system and ensure you’re sticking to the expectations you

set for this process. Your invoicing should happen on the same day, and if payment isn’t collected from my client by the agreed-upon deadline, that person needs to follow up and ensure it is done. Depending on what type of invoicing software you use, you may be able to automate this and schedule invoices to be sent out simultaneously each month. Just be sure to update any of the information beforehand based on changes.

5. Client Relationship & Ongoing Work

There are a couple of different instances where you’ll need to step in and actively manage the client relationship:

When things are going poorly

How do you manage when a client is upset with the work? You’ll need a process for managing when clients are unhappy. Figuring out a person or system that’s replicable and easy to follow for each client manager is your best bet for longevity.

When it’s time to end the relationship

Who communicates that a client is fired, and how is this handled? Who announces it to the team? What work do you deliver or finish from that client?

When it’s time to renew a contract

If your agency's goal is growth, you’ll want to retain as many clients as possible. To minimize churn, prioritize deciding how to move through the contract renewal process.

You’ll always communicate with clients, but these are three key moments where you’ll want a specific plan to manage them. The fact is, you’re not just a business. To keep that client around, you must build a relationship with them. And that extends beyond “Here are those blog posts you asked for!”

Try Orchestra for Free to Grow Your Productized Service Today

Orchestra is an all-in-one growth toolkit for agencies that want to productize their services. With Orchestra, you can launch your productized service effortlessly without requiring coding—just your Stripe account. The platform provides a branded, white-labeled client portal, task management, and real-time analytics to help you scale your business.

Whether you’re a designer, developer, or copywriter, Orchestra streamlines your workflow, letting you collaborate with clients seamlessly while maintaining a private workspace with your team. Add integrations like Slack and webhooks to customize your setup and deliver a branded experience. Elevate your service with a platform built to grow alongside you. Try Orchestra for free to develop your productized service today.

Related Reading

• ManyRequests Alternative
• SuiteDash Alternatives
• Marketing Agency Management Software
• Productized Service Software
• Service Provider Pro Alternatives
• Agency Resource Management Software
• Digital Marketing Agency Workflow