23 Best Agency Management Software For All Your Needs

Running an agency, big or small, is no walk in the park. You juggle countless moving parts, from delighting clients and managing your team to keeping your projects on time and under budget. As you grow, it can feel like there’s no end to the new processes you must establish to stay organized and efficient. This is where agency management software comes in. This solution helps agencies tackle their biggest growing pains by improving efficiency, organization, and communication to deliver better client services.

This guide covers the best agency management software to help you find the right solution for your business. Agency management software allows agencies to tackle their biggest growing pains by improving efficiency, organization, and communication to deliver better client services.

What Is Agency Management Software?

Agency management software is designed to streamline operations within marketing agencies and similar businesses. An agency management system (AMS) is advanced SaaS software that automates numerous tasks across an agency. AMS doesn't just track existing customers and strengthen customer relations; it's also a robust lead-generation tool. It helps small teams handle multiple roles effectively and automates workflows for larger organizations handling significant daily data. In this guide, we discuss the features of an AMS and the top five agency management system tools that can help your business.

Related Reading

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

10 Practical Tips On How To Manage An Agency

1. Leverage Agency Management Software like Orchestra for a Smooth Operation

Orchestra is an all-in-one growth toolkit that helps agencies launch their productized services to scale quickly. Built for creatives, Orchestra streamlines client onboarding, task management, and real-time analytics with no coding required. You can even customize the experience with your branding. This makes it easy to collaborate with clients while keeping sensitive information private. As your agency grows, you can boost your service with a platform built for scalability. Try Orchestra for free today to grow your productized service.

2. Create a Structure That Supports Growth

As you begin to grow your agency, it’s crucial to have a scalable organizational structure that won’t disrupt operations. Even when my agency was small, I understood the importance of having suitable systems to communicate and track work. My first hire was a Project Manager to help keep things organized. As you take on more clients, you may need to adapt your current structure to help manage operations. For instance, if you have two specialists working on search engine optimization (SEO) and suddenly land five new SEO clients, you may need to hire an account manager to help oversee project delivery. In this case, adapting to a pod structure may be the best way to reorganize for growth.

3. Revise Your Pricing Strategy

Updating your pricing structure is essential for agency growth. As you gain more experience and scale, you’ll want to charge clients what you’re truly worth. To get there, start by asking yourself a few questions:

• Is my agency focused on short-term or long-term client projects (or a combination)?

• How long would these types of projects take?

• Should my agency consider any contractual clauses (e.g., 50% downpayment)?

• How do my competitors typically price their services?

• Are there any opportunities for pricing add-ons or upselling clients?

• Should my agency charge for client reports?

With a predetermined pricing structure, you position your agency to send proposals and contracts quickly. But as your agency grows in size and experience, don’t be afraid to adjust your pricing structure as needed.

4. Determine Your Agency's Niche

As you grow, it’s crucial to establish what your agency is known for. Trying to be all things to all clients can be difficult to sustain as your agency continues to grow. If you haven’t already, narrow your services and target a specific niche (or two). That way, you become top-of-mind for prospects seeking your specialized product offering and expertise. To become a niche agency, make sure to:

• Clearly outline your ideal customer profile.

• Create advertising and inbound marketing strategies that align with prospects’ needs.

• Research different keyword types to understand user search intent and their pain points.

• Evaluate competitor websites and social media platforms to decipher who their target market is.

• Develop a unique selling proposition and determine whether there are any untapped target markets.

Once you decide on a niche, creating repeatable agency processes for that type of client becomes exponentially easier. You’ll be better positioned to scale and build your brand reputation.

5. Develop Documented Processes for Your Agency

As you onboard new clients, the last thing you want is to fumble through the process. Creating documented procedures for your agency’s operations will help you avoid unnecessary hassle. These documents can be easily customized and sent out when needed. For instance, you can have professional SEO proposals ready to go using a pre-built template, client contracts, onboarding checklists, and dashboard templates. Automating processes like these saves your agency time in the long run. The proper management system is a game-changer!

6. Build Up Your Agency’s Infrastructure

When scaling their agency, Yanira M. Castro, CEO of Humanity Communications, found that the most important thing was to build out the infrastructure. It also makes sense because workflow automation is non-negotiable for scaling agencies. As your roster grows, you need proper systems to ensure your agency can keep up with numerous marketing efforts and evolving demands.

7. Keep Track of Your Numbers

Know your numbers! Understand the cost of doing business and delivering the work at your desired level. Once we understood our processes, workflows, and staffing needs for every project and initiative, we could price our services with profitability. Business is business, and you’re in it to make a profit. To run your marketing agency successfully, you must keep track of your finances and performance. As you deliver actionable insights to your clients, don't forget to track your agency KPIs, such as implementing EOS rocks or measuring key retention metrics to ensure you're holding onto your hard-won clients.

8. Hire the Right People

There’s potential in diversity and hiring resources with various skill sets. This will bring new perspectives to your agency and ensure proper resource management while scaling.

9. Invest in Employee Development

Scaling your agency also means implementing measures for your employees’ development. As your workforce grows, your staff must be able to manage their workloads at a steady and realistic pace. Here are a few practical steps to ensure your staff is well-equipped to reach their full potential: Identify and Nurture Employee Strengths. Your employees are valuable assets in terms of their particularities and interests.

10. Create a Healthy Agency Culture

Creating a value-based, inspiring agency culture will attract employees who align with your vision and long-term goals. It’s essential since you want to ensure your staff is on board during your growth trajectory.

23 Best Agency Management Software For All Your Needs

1. Orchestra: The Ultimate Growth Toolkit for Agencies 

Orchestra is an all-in-one growth toolkit for launching productized services. It will help you boost your business with a branded, white-labeled client portal, task management, real-time analytics, and more. Orchestra is designed for creatives who want to scale their services. Whether you’re a designer, developer, or copywriter, Orchestra streamlines your workflow so you can collaborate with clients smoothly while maintaining a private workspace with your team.

There’s no coding needed to get started—just your Stripe account. You can add integrations like Slack and webhooks to customize your setup and deliver a branded experience. Try Orchestra for free to grow your productized service today.

2. Monday.com: The Project Management Tool for Large Agencies

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.

Available on Android and iOS, this highly responsive agency management software tool allows you to manage and collaborate with remote teams easily. You can assign owners for different tasks and let their AI bots focus on mundane matters. This also reduces the chances of human errors.

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: An AI-Powered Agency Management Tool

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 be good for agencies investing in a comprehensive solution offering resourcing and financial management support.

Pros

• Advanced AI technology

• Cloud-based platform

• Real-time data analysis

• Smooth tech stack integration

Cons

• Occasional software updates

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

• Initial training required

4. Notion: The Ultimate Workspace Organizer

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 be using. It is the ultimate workspace organization app designed to allow your teams and give them unprecedented collaborative control when dealing with 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.

Many leading tech giants have also introduced their Notion integrations, so if you use other apps like Slack, you can integrate them with Notion to track your data across multiple apps. It’s one of the best ways to collaborate with teams, which is why many web design agencies worldwide are already using Notion. It’s one of the best creative agency management software tools out there.

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

5. Harvest: A Clean and Simple Time Tracker

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

6. Productive: Well-Rounded Agency Management Software

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 smooth 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.

7. Scoro: A Comprehensive Project Management Tool

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,

• Although there’s a lot of data presented, it manages to put the most essential information upfront, like the profit margin for all issued quotes,

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,

8. Teamwork: Project Management for Client Work

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. With Teamwork, keep your team members and clients in the loop. Communicate with colleagues and clients without having to switch platforms. Update the team, ask for input, and get feedback in context. Working as a team has always been challenging.

Pros

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

• Deep level of customization

• Easy-to-use automations

• Agency-oriented nomenclature and features

• Built-in time tracking

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

9. Zapier: The Automation Tool 

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

• Agency-oriented nomenclature and features

• Built-in time tracking

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

10. Screendragon: An Agency Management Tool for Large Teams

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. Top agency groups like Omnicom, WPP, and IPG rely on Screendragon to potential their agency operations. Screendragon is smoothly integrated, offering project management, workflow management, resource management, forecasting, time-tracking, budget management, and asset management. The tool is highly configurable, allowing users 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 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 people see only the correct data at the right time.

Cons

• Some users encounter occasional system slowness.

11. Accelo: For Agencies That Need a CRM

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.

12. Bonsai Agency Software: An All-in-One Tool for Small Agencies

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 both your team and clients, and give you a clear idea of how your agency is performing. Bonsai also includes time tracking, client onboarding, resource management, and automated workflows to keep your operations running smoothly, ensuring 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

13. Workable: The Recruiting Tool for Agencies

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 suitable 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 is 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

14. Kantata: A Highly Customizable Agency Management Tool

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 guide 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 of 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.

15. FunctionFox: Time Tracking and Project Management for Creative Teams

FunctionFox offers three plans with features ranging 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 smoothly. 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.

16. Hubstaff: A Simple Time Tracking App

A simple, highly efficient time-tracking app that pulls no punches, Hubstaff is the ideal way to determine how long it takes 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

• Screenshots are available even in the free plan

• A balanced approach to employee privacy and monitoring

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

• No add-ons available in the free plan

17. ClickUp: A Highly Flexible Project Management Tool

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

• Cheaper than monday.com & Wrike

• Agile project management features

• Vast number of features, even on cheap plans

Cons

• Customizability can be overwhelming to new users

• Not great at compiling project feedback

• Comparatively clunky automation builder

• Slow to load on our tests

• No 24/7 live support

• Fewer integrations than competitors

18. Nutcache: An Affordable Agency Management Tool

Nutcache is an agency management tool designed to organize your daily processes. This software provides 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 requiring minimal training. Depending on agency preferences, you can also use the software for Agile or Scrum project management. This simple flexibility makes Nutcache a solid agency management software for small and large teams alike.

Nutcache offers time-logging tools that let agency managers know where project money is going. Users can log, track, and invoice time and expenses to track project money. Nutcache also has features to create, customize, and manage unlimited invoices, unlike many other integrated solution options. 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.

Pros

• User-friendly interface: Nutcache offers a user-friendly interface that simplifies daily project management tasks. It makes it easy to monitor project progress and track time and expenses.

• Time tracking functionality: Nutcache's time tracking feature lets users easily track and see the time spent on multiple clients or projects, making invoicing effortless and accurate.

• Invoicing and client management: Nutcache offers efficient invoicing and client management features, including viewing a client's invoices, estimates, and activity. It also has a recurring invoicing feature, which can be helpful for businesses with regular billing cycles.

• Cloud-based and accessible: Nutcache is a cloud-based tool used anywhere and anytime to monitor business activities. This flexibility is a significant advantage for businesses and individuals who need to manage their tasks on the go.

• Responsive customer service: Nutcache provides excellent customer service, responding quickly to questions and organizing team training sessions. This responsiveness demonstrates their commitment to their users.

Cons

• Lack of customization options: Nutcache could benefit from more customization options for estimates and invoices, such as the ability to add more text for other languages and improvements in creating notes and conditions

• Glitches and issues with overdue invoices: There have been reported glitches with Nutcache, including problems with pages getting stuck reloading and a lack of a feature that alerts users when a client's invoice is overdue

19. Workamajig: An Integrated Project and Agency Management Tool

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.

Pros

• Comprehensive project management features

• Ideal for creatives and well-suited for freelancers

• Provides analytics and reporting in real-time

• Teams can collaborate from a single message portal

Cons

• Some users have concerns about slow customer support response

• The software loads slowly at times

20. Yanado: Task Management within Gmail

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 by automating basic and repetitive tasks with email templates and tracking. 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 easy to create, plus you can also make tasks directly from emails. Something great about this tool is the shared inbox 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.

21. Asana: A Flexible Project Management Tool

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.

• Several integrations. This feature more than makes up for Asana's lack of some features. Several third-party apps and software can be integrated with Asana, including Salesforce, Slack, Dropbox, Google Calendar, etc.

• Time tracking. The Asana app also helps companies and teams see where their time is being spent. Jobs, tasks, and responsibilities are all sorted into different projects, ensuring you will notice everything.

Cons

• We know new users need help understanding the Asana interface. We've created an online tutorial to help guide users through the software and ensure they aren't intimidated by it.

• Asana could be better for small teams or single projects. Its overly complex features make it overwhelming for a fundamental project. When you add new features, you have to balance the application's complexity, and that’s where the problems start to happen.

22. Ravetree: A Powerful Agency Management Software

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 time and expense tracking features, 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 correct list.

Pros

• Robust Reporting: Ravetree excels in offering detailed, customizable reports that enable better decision-making and project oversight.

• Time Tracking: Efficient time tracking features allow for precisely monitoring project hours and resource allocation.

• Client Portals: Including client portals facilitates smoother client communication and project transparency.

Cons

• Learning Curve: New users may initially find the interface and features complex, leading to a steeper learning curve.

• Limited Customization: Compared to some competitors, Ravetree offers less interface and workflow customization flexibility.

23. Wrike: A Useful Project Management Tool

Wrike is a good project management tool with many features that help teams collaborate, manage tasks, and track their progress in real-time. It can be a good asset for teams with essential project planning and management needs. As for the downsides of the tool, some users need help managing some parts of the platform, especially when it comes to tasks.

Pros

• Unlimited projects in a free account

• Unlimited subtasks with unlimited levels of nesting

• Kanban, Calendar, and Table views

• Unique customization for marketing/creative teams and professional services

• 20 free external collaborators

Cons

• Gantt chart view is available only in paid plans

• An in-app timer for time tracking is only available on Business plans or higher.

Benefits of Using Agency Management Software

Centralized Customer Files: No More Lost Files!

An agency management system organizes customer information (including emails) in one location that’s easily backed up to prevent data loss. There’s no more backlogged filing, duplicated information, or looking up previous documents. The same customer information can be accessed from every employee’s desktop. If disaster strikes, your agency can quickly recover and restore operations without missing a beat.

Enhanced E&O Documentation: Streamline Workflows and Reduce Errors 

An agency management system makes consistent workflows within your agency easier. That’s because there’s a centralized location for all scanned information and notes for carriers, vendors, employees, accounting, prospect information, and all client documentation. The system creates a permanent audit trail that simplifies errors and omissions (E&O) documentation and provides a better-organized approach to handling data.

Extensive Reporting Capability: Gain Insight Into Your Agency’s Performance 

Available reports from your agency management system provide information on your book of business, management reports on employee productivity and sales growth, expiration lists, call analysis reports, binder logs, production reports, marketing analysis, and more.

Automated Downloads of Policy Information and Invoicing 

Policy information from carriers can be directly loaded into your agency management system without needing re-keying. Transactions can be automatically invoiced to your system without the need to handle policy dec pages. Direct bill commission statements can be downloaded to automate the allocation of commissions to particular producers.  Commercial lines download has improved recently, giving agents the same benefits they have received from personal lines download for years.

Claims Tracking Capability: Monitor the Status of Claims for Better Client Service 

Claims status reports are available in your agency management system to assist your staff with providing superior service to your clients. Some carriers are beginning to offer the ability to download claims information directly into your agency management system to avoid manual updates.

Financial Reporting: Improve Your Agency’s Profitability 

Instead of accessing individual carrier sites to obtain commission reports, your agency management system can download commission information from the carriers and provide valuable reports on profit, cash flow, accounts receivable, payroll, and payables.

Integration With 3rd Party Applications: Improve Productivity by Connecting the Programs You Already Use 

All letters, memos, proposals, spreadsheets, emails, voicemails, etc., can be tracked in your agency management system. You can also create templates for commonly used customer letters to save typing. You no longer have to pull the file whenever you need any customer document!

Enhanced Ability to Cross-Sell and Re-Market: Increase Your Agency’s Revenue 

Your agency management system centralizes all client and prospect information, which can be used to obtain quotes, move a business book, identify cross-selling opportunities, and other sales opportunities.

Improved Profitability and Professionalism 

Efficient operations result in higher profits. Clients receive more professional service when your staff can devote more time to service without dealing with unorganized papers.

Real-Time Makes Your Life Easier!! 

Using Real-Time from your agency management system eliminates the need to remember separate login IDs and passwords for each carrier. With the click of a button, information is transferred from your agency system to the carrier’s system without re-entering information for quoting, inquiry, and endorsements. Real-time represents the next significant advance in agency workflows, enhancing efficiency and customer responsiveness.

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Try Orchestra for Free to Grow Your Productized Service Today

Orchestra’s toolkit helps agencies launch, manage, and grow productized services. Start with the client portal to build a branded experience for your customers. This white-label interface lets you customize the look and feel to reflect your agency’s style. Next, you can create internal and external tasks to streamline your workflow. Use Orchestra’s task management to organize your productized service and keep your team and clients on the same page. Finally, real-time analytics help you track the performance of your productized service and make data-driven decisions for improvement.

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