10 Best Marketing Agency Management Software Options

In the ever-changing landscape of the agency world, you have numerous challenges to run the business smoothly, such as managing multiple clients and projects simultaneously, monitoring quality and progress, tracking time and expenses, and searching for new leads and prospects.  Hence, agency management software comes in as a solution to streamline processes, automate repetitive tasks, and enhance collaboration among teams. To help you choose the best-match software for your needs, we’ve created a shortlist of the 10 best marketing agency management systems:

  1. Function Point: A Profit-Driven System To Manage Your Entire Creative Agency
  2. Workamajig: Agency Management Software With Built-in Accounting
  3. Monday.com: Excel-like Project Management With Lots of Integrations
  4. Productive.io: Project Management With Some Budgeting for Agencies
  5. ClickUp: A Project Management Software to Boost Collaboration
  6. Wrike: Powerful Project Management Tool
  7. Smartsheet: An Excel-like Project Management Tool
  8. FunctionFox: Good Software to Manage Timesheets and Workflows
  9. Kantata: Enterprise-Level Software for Global Organizations
  10. Asana: An Easy-to-Use Option for Task Management

What is Agency Management Software and Why Do You Need One?

Agency management software is a digital solution for agencies to manage their processes and optimize workflows to operate the business more efficiently. It helps you automate various daily tasks like project management, time tracking, resource planning, CRM, and many more while giving you custom reports on your agency’s performance to assist your decision-making process.

The system is used by agencies of all kinds, like marketing agencies, ad agencies, PR agencies, etc., who want to organize their sales funnel, control all project stages, and improve collaboration. No matter what industry you’re in, an agency management system is a must-have tool to boost productivity and scale up your business.

However, with so many options available on the market, choosing the right agency software requires careful consideration. Each tool has its own strengths and weaknesses; some are best for project management and monitoring progress, while others are more suited for pipeline management or finance management. Let’s dive in and explore the top 10 agency software programs on our list.

Top 10 Marketing Agency Management Systems

1. Function Point: A Profit-Driven System for Your Creative Agency

Function Point is an all-in-one agency management software that enables creative agencies to streamline their businesses and get the right insights to make better decisions. It is a complete solution for project management, resource management, CRM and estimating, team collaboration tools, financial tracking, and reporting, all in one place. 

Users can keep track of the full project lifecycle, from when it was an opportunity, onboarding clients, planning and scheduling resources, managing tasks and timelines, to project delivery and invoicing. Together, all these elements deliver real-time insights and analytics that aid marketing agencies in making decisions that will promote growth and success. 

Thanks to this seamless connection, Function Point helps agencies remove the complexity of using multiple apps, take away the guesswork, and improve visibility across processes. In the end, your agency will gain from improved project management, workflow efficiency, productivity, and profitability.

Key features:

Function Point empowers businesses with various functionalities, including:  

Project Management: Empower your project managers with a suite of tools designed to keep projects on schedule and under budget. This is one central place to manage all your project plans, budgets, briefs, files, deadlines, and resources.

  • Creative briefs to ease communication
  • Campaign and job hierarchy
  • Task management and task assignment
  • Board view, customized dashboard
  • Schedule management
  • Workback schedule
  • Resource management
  • Gantt chart, Kanban chart
  • Dependencies automatically trigger workflows and keep everyone on the same page
  • Expense tracking
  • Budget tracking by hours and dollars
  • Email alerts and notifications to remind team members working on tasks

Resource and Time Management: Optimize your team’s resources, view projects heading your way, and plan future workloads with Function Point’s planning and forecasting tools.

  • Real-time team and individual workload to see who has room and who is at full capacity
  • Team resourcing to increase your agency’s billability and staff utilization without any double entry
  • Workload forecast reports to allocate resources ahead of time
  • Historical workload reports and see which client, job, or service the team is spending time on
  • Vacation/PTO tracking
  • Synced with schedule and time tracking
  • Allocate time to a job or task
  • Billable vs. non-billable hours so that you can optimize the time spent
  • Billability tracking
  • Mobile app to log time anywhere

CRM and Estimating: Gather deep insights into your sales pipeline and ensure that projects are properly budgeted and accurately billed.

  • Email integration (Outlook and Gmail)
  • Opportunity pipeline tracking and easy client follow-ups
  • Estimates creation tailored for different types of services: blend your rates or charge by the staff member
  • Sync your schedules with your estimates
  • Gain real-time forecasting on revenue and profitability
  • Client, staff, and role rate management
  • Connect your rate cards to estimates for consistency and accuracy
  • Revision and change orders

Team Collaboration: No more wondering if an email was sent or an invoice was paid. With all communication in one place, everyone knows what’s happening.

  • Online Proofing:
    • Documents, images, and video
    • Unlimited proofs
    • Approval workflow
    • Sharable link (no login required)
    • Version tracking
    • Side-by-side comparison
  • Client Portal:
    • Submit/approve job requests
    • File sharing

Agency Financials: Whether it’s time and materials or fixed fee billing, you’ll never miss an expense or timesheet again. By integrating with QuickBooks, Function Point prevents double entry, keeping records clean and organized.

  • Batch invoicing for multiple projects and clients
  • QuickBooks online and desktop integration 
  • Expense import and tracking
  • Invoice actuals vs. Invoice estimated
  • Project budgeting

Business Reporting: Real-time performance insights offer complete visibility into core aspects of your agency – so you can improve efficiencies, resourcing & profitability now and make important decisions for future growth.

  • Profitability by client, job, service, and staff
  • Staff billable and billability
  • Revenue forecasting
  • Custom business intelligence reporting
  • Efficiency and utilization
  • Custom Reporting
  • Pivot, bar graphs, and line graphs


  • Intuitive design, easy-to-navigate
  • Comprehensive capabilities covering everything you need, from project management to CRM and Financials
  • Excellent customer support 
  • Flexible deployment options include on-premises, cloud-based, and a hybrid variant, making it convenient for various business needs.
  • Advanced reporting intelligence that helps users enhance productivity and profitability and get significant ROI 


  • Certain features can take a bit of time to get used to. However, Function Point offers 24/7 customer service support and is ready to assist you anytime.

Are You Ready for Project Management Software?

Streamline Your Workflow and Boost Your Productivity with an Integrated Agency Management Solution

The verdict: 

Function Point is more than just project management software; it is an all-in-one agency management software that contains everything you need to manage your entire workflow in one place. Function Point’s centralized approach eliminates the requirement for multiple pieces of software and offers an integrated view of business operations. 

Function Point helps businesses grow by optimizing timelines, simplifying decision-making, and improving client relationship management. The best part is its centralized data and business intelligence reports, which provide the insight you need to make critical business decisions and manage resources efficiently.

If you are looking for a comprehensive, user-friendly, and value-added solution to manage projects, engagements, and finances, Function Point is well worth considering.


For agencies with around 20 people, pricing starts from $47/user/month.

2. Workamajig: Agency Management Software With Built-in Accounting

Workamajig is a marketing project management system specialized for creative agencies. It provides a range of features to oversee projects, time, resources, proofing, and communication with real-time dashboards and financial reports. Workamajig integrates with popular apps like Quickbooks, Slack, and Adobe Creative Cloud, ensuring seamless operations and collaboration for your agency.

Key Features:

  • Sales and CRM: Add new opportunities and follow up with leads easily, from scheduling appointments to closing deals and instantly generating projects.
  • Project Management: A complete set of marketing project management tools such as planning budgets and milestones, tracking progress, creating review workflows, managing vendors, and automated billing.
  • Resourcing and Traffic: Schedule and assign tasks across teams, departments, and offices.
  • Task and Time Tracking: Easily track time and tasks for billable hours to ensure projects are profitable and on schedule.
  • Finance and Accounting: Customized reporting, accurate invoicing, and detailed cost control.
  • Agency Insights: All data from projects, finance, and human resources are connected to provide you with actionable insights into your agency.


  • Comprehensive project management capabilities, financial tracking, customizable features, and robust reporting options.
  • A clear dashboard shows how your project is performing compared to the planned budget and schedule.
  • Ability to access from any device.


  • The outdated user interface can make some features more complex than they should be.
  • The customer support may not be very responsive. 
  • Page load speed is quite slow, even with high-speed Internet. 
  • No integration with QuickBooks; accounting methodology is limited and not up to standards.

The verdict: 

For creative teams looking for project management software with basic features to improve efficiency, Workamajig is a fine choice. The best part about Workamajig is the capability to capture new prospects, generate real-time insights, and supervise projects with various organizational tools from start to finish. However, if you prefer a more modernized visual system, this may not be suitable due to the unintuitive UI design. 


$39/user/month for agencies with over 20 up to 50 personnel.

3. Monday.com: Excel-like Project Management With Lots of Integrations

Monday.com is a powerful platform that caters to different agency types and needs with 3 products: Monday Work Management, Monday Sales CRM, and Monday Dev. It’s a comprehensive solution that helps marketing agencies customize processes for all departments, simplify your work sequence, and boost the team’s alignment and efficiency.

Key Features:

Monday Work Management: to create and monitor consistent workflows

  • Project management: Plan, manage, and collaborate on any project 
  • Task management: Prioritize, assign, and oversee tasks from start to finish
  • Resource management: Allot and manage resources and workloads 
  • Portfolio management: Get a high-level overview of multiple projects from progress to reporting
  • Business operations: Streamline business workflows for day-to-day operations
  • Goals and strategy: Define and track goals that align with your strategies

Monday Sales CRM: to manage and follow up with your prospects and customers

  • Sales pipeline: Manage leads, track deals, and forecast revenue
  • Contact management: Centralize all contact and account information
  • Email sync: Fully sync, track, and manage sales emails 
  • Lead capture: Use custom forms to collect data from potential customers 
  • Lead management: Manage, centralize, score, and qualify leads
  • Performance tracking: Keep track and gain insight into team performance, pipelines, and targets

Monday Dev: for digital agencies to build products

  • Sprint management: Full control from sprint planning to sprint review
  • Bug tracking: Record, track, and automatically assign bugs to team members
  • Release plan: Capture and track upcoming feature releases
  • Roadmap planning: Plan and map your product vision from idea to launch
  • Feature requests: Prioritize and track requests from development to rollout
  • Feedback management: Collect ongoing customer feedback 


  • Visually intuitive layouts and boards
  • Strong collaboration tools: multiple users can edit at the same time, and you can invite guests to view boards and timelines easily
  • Great tracking features for tasks’ progress or issues’ status
  • Reliable project organization and resource management 


  • Lack of Gantt chart view 
  • Need more robust tools for project accounting and invoicing solutions
  • Difficult to track time against each task and summarize the cost of all tasks for a client
  • Mobile app functions should be improved
  • Need more 3rd-party integration like Salesforce and Sharepoint

The verdict:

Monday is a highly customizable tool to streamline workflows and task visualizations for agencies of all shapes and sizes. You can connect teams, bridge silos, and maintain one source of truth in your agency. It has easy-to-use automation, customizable dashboards, and real-time notifications, allowing you to design processes and monitor your daily operations seamlessly. 


The most popular choice is $16/user/month for an agency’s size of 20 people.

4. Productive.io: Project Management With Some Budgeting for Agencies

Productive.io is one of the best agency project management software that can handle complex workflows for creative teams. You can run various functions within the system, such as your sales processes, project setup, estimate management, resource planning, task and time tracking, reporting, and invoicing.

Key features:

  • Sales: Visualize sales pipeline, keep track of every stage from leads to deal closure, and identify bottlenecks and potential sales opportunities.
  • Resource planning: Check team bookings, workload, and member availability to schedule teams for upcoming projects, and identify workload distribution gaps and overbooking issues.
  • Time tracking: Track billable and non-billable hours that are connected to your budgets and hourly-priced projects, and link your timesheets to invoices quickly. 
  • Budgeting: Monitor expenses, predict revenue, forecast potential overages, and analyze project profitability. You can track your budgets, profit margins, and the amounts left for invoicing.
  • Project Management: Track all project stages from planning to completion and break down complex projects into phrases and subtasks. You can check project progress, assign task dependencies, use flexible project boards, and exchange feedback directly with coworkers on the platform.
  • Reporting: See real-time reports on margins, utilization, employees’ and vendors’ history, salary reports, etc.


  • An all-in-one view of current and forecasted capacity, which is ideal for tracking team time, availability, and cash flow
  • Detailed reporting features with useful insights 
  • Constantly rolling out new features and updates
  • Responsive and helpful customer support


  • Hard to connect data from different sources to generate insights.
  • Some features are limited, such as invoicing and quotations.
  • The onboarding and initial setup can be complicated for beginners to pick up.
  • Lack of advanced project financial features and limited reporting.

The verdict: 

With a wide range of useful features and the capacity to scale along with you, Productive.io is a comprehensive agency management platform that provides you with the right tools and information to run your agency smoothly. However, its features are more suited for project-based resourcing at ad/creative agencies than PR agencies, which need numerous workarounds and monthly retainers.


For 20-person agencies, you can go for the “Professional” package, which is $24/user/month, billed yearly.

5. ClickUp: A Project Management Software to Boost Collaboration 

ClickUp is a potent project management and productivity tool to manage anything from small teams to large agencies with its flexibility and advanced features. Marketing agencies can manage multiple projects, clients, and deadlines, enhance team collaboration, track goals, and assess progress all in one place with ClickUp.

Key Features:

  • 15+ views to manage tasks and projects, for example:
    • Board view to see the status of each project 
    • Calendar view to monitor deadlines 
    • Team view to categorize tasks for members
    • Workload view to control your team’s productivity
    • Chat view for collaboration
    • Dashboard view with real-time reporting to better manage resources and keep everyone informed.
  • Organization: divide teams and departments, group projects, break down tasks, create checklists 
  • 35+ ClickApps to customize task management with different functionalities of task Automations, assign Sprint Points, add Custom Fields, and more
  • Pre-built and custom automation to create efficient and consistent processes
  • Hundreds of templates for team use cases, views, tasks, checklists, documents, etc. 
  • 1000+ integrations with 3rd party tools
  • Collaborate on projects in real-time:
    • ClickUp Whiteboards for teams to brainstorm and create visual roadmaps
    • ClickUp Docs for outlining strategies and documenting SOPs
  • Ability to share documents with clients or invite them to Workspace to streamline communication
  • Reporting features: set goals, track progress, and oversee resources and workloads
  • Global time tracking features from any device, adding time estimates to tasks, and time reporting


  • Flexible, adaptable workflows, and powerful collaboration tools 
  • Impressive free plan
  • Agile project management features
  • Numerous features, even in low-cost plans


  • Complexity and sporadic performance problems
  • For beginners, customization can be overwhelming
  • Lack some specific features like financial tracking and project costing tools

The verdict: 

ClickUp is acknowledged for its customization ability to adapt to any projects and teams of all sizes. However, since it doesn’t have a rigid structure, it is also challenging for new users to set up projects. Without the features for cost control and invoicing, ClickUp isn’t ideal for end-to-end agency management. Instead, if you have an experienced team and are looking for a project management tool with flexibility, this system can be on your shortlist.


For mid-sized agencies over 20 people and growing, the most common choice is the “Business” plan, which charges $19/user/month if billed monthly, or $12/user/month if billed annually. 

6. Wrike: Powerful Project Management Tool

Wrike is a cloud-based work management software that helps you simplify your intake process, structure projects in your own way, and collaborate cross-functionally in real time. It offers enhanced visibility and control for agencies to manage projects and resources, gain key project insights, and consolidate workflows and apps. 

Key Features:

  • Dashboards: Visualize tasks, processes, analytics, and more
  • Automation: Define and trigger automated workflows to reduce manual actions
  • Mobile and desktop apps: Work from anywhere with a robust app experience
  • Proofing: Manage proofing and collaboration in one place
  • Cross-tagging: Visibility across multiple work streams
  • Project resource planning: Plan, allocate resources, and determine the necessary team members for timely delivery
  • Gantt charts: Interactive project scheduling across teams to visualize project dependencies and timelines
  • Kanban boards: Instantly view project progress and create customized workflows.
  • Approvals: keep approvers up-to-date throughout the process
  • Custom item types: Tailor work items to fit your agency
  • Dynamic request forms: Custom forms for inquiries
  • Integrations: 400+ custom integrations, including Microsoft, Google, Slack, Salesforce, Outlook, Jira, Zoom, and GitHub
  • Time tracking: Track time and sync with the finance system for seamless invoicing


  • Intuitive interface
  • Comprehensive project management features to create projects and design custom workflows to reflect your processes and approval chains
  • Ability to collaborate with team members on tasks, projects, and documents in real time
  • Secure administration and permissions


  • No project financials are available, this is a pure PM tool
  • Steep learning curve and may be complex for beginners
  • High price for certain plans
  • Some difficulties with customer support
  • Need to improve load times and performance for large projects and data sets or many concurrent users

The verdict: 

With diverse features that help teams collaborate, manage tasks, and track progress, Wrike is a good work management tool for agencies with basic project planning and management needs. It is recommended for creative teams that want to structure and optimize their work processes. However, the software cannot handle financial management tasks and still needs some improvement to increase the user experience and task execution.


Wrike’s most popular package is “Business”, which is $24.80/user/month, suitable for agencies of 20+ people that need customizable features.

7. Smartsheet: An Excel-like Project Management Tool

Smartsheet is an enterprise work management platform with a clean and simple spreadsheet-like interface. It provides flexible solutions with advanced automation and collaborative features for one-time projects to complex project portfolio management. Smartsheet offers a rich set of views, workflows, reports, dashboards, and highly customizable templates to adapt to your needs. 

Key features:

  • Automation: Leverage pre-built workflow templates to create weekly status requests and due date reminders, or set up your own custom workflow.
  • Sharing: Share and set permissions for collaborators inside and outside of your agency
  • Dashboards: Use widgets to showcase sheets, reports, charts, and forms from other places like Google Docs, Tableau, Power BI, and YouTube. 
  • Content collaboration: Monitor the review process, share feedback, track progress, and set automated alerts and reminders.
  • Digital asset management: Oversee content lifecycle, streamline approval workflows, and iterate on content and campaigns
  • Resource management: Schedule projects based on your team’s capacity, forecast hiring needs, track time, and monitor project pipeline.
  • Project management: Critical path analysis, predecessor and successor, real-time commenting, real-time reporting.
  • Dynamic reporting to visualize complex data and spot project trends.
  • Portfolio management: Aggregate portfolio-level visibility, pre-designed blueprints and automated workflows to ensure consistency in execution and reporting.
  • Integrations with a wide range of third-party tools.


  • Ease of use
  • Extensive collaboration features
  • Ability to automate workflows 


  • Cannot export data/information and hard to share with clients
  • Complexity of reporting capabilities
  • Slow performance with many users or sheets at the same time

The verdict: 

Thanks to its similarities to Excel, Smartsheet can be an effective project management tool for teams that frequently work with spreadsheet-based workflows and handle large amounts of data. On the other hand, inexperienced users may find the interface complex to understand and might prefer more visual, modernized agency management tools instead.


An agency team of 20 people should go for the “Business” plan, which starts from $25/user/month if billed annually.

8. FunctionFox: Enterprise-Level Software for Global Organizations 

FunctionFox is well known for managing timesheets and project workflows. It assists agencies in streamlining internal planning, keeping projects on track, closing communication gaps, and ensuring project completion on time. Comparing budgets, creating to-do lists, and tracking retainers, can all be handled with FunctionFox.

Key features:

FunctionFox offers 3 plans that cover from fundamental to advanced features::

  • Classic: Time and project tracking
    • Simple time and expense tracking: Track projects and expenses online and get real-time updates
    • Estimates and budgets: Plan cost structure for hourly, fixed-price, and retainer projects
    • Powerful reports: Powerful, real-time reporting, interactive charts, and CEO Desktop
  • Premier: Advanced project management
    • Gantt charts and project schedules: progress reports, email notifications, interactive Gantt charts, and production schedules
    • Task and action assignments: Assign tasks to your team and identify who is under or overworked
    • Internal communication boards: Keep communication in one place
  • In-House: Internal creative teams
    • Online request forms: Create customizable online request forms to capture all external inquiries
    • Project management: Track progress, timelines, and allocate resources
    • Advanced reports: View and analyze key data metrics with flexible, comprehensive reports, interactive charts, and CEO Desktop


  • Easy to use 
  • A variety of time-tracking methods to provide flexibility 
  • Dedicated onboarding, detailed tutorials, and unlimited customer support
  • 30-day money-back guarantee 


  • No integration with QuickBooks and doesn’t have a built-in accounting function 

The verdict: 

Through project scheduling, FunctionFox enables team collaboration, enables task distribution via action assignments and to-do lists, and promotes communication via the project blog. With three plans ranging from fundamental to advanced features, FunctionFox can meet the demands of both small and established agencies. However, it is standalone software that does not include a financing function, so you must use a separate system.


FunctionFox doesn’t limit the number of users on their plans, it depends on your needs of features to select 1 among 3 plans:

  • Classic: starts from $5/user/month
  • Premier: starts from $10/user/month
  • In-house: starts from $20/user/month

9. Kantata: A Comprehensive Data Management Software for Agencies

Kantata is trusted by agencies and service professionals to handle everything from workflows to client relationships and project tracking. Kantata has a variety of features, such as project planning, client onboarding tools, time and resource tracking, contracts, invoicing, and communication management. It allows you to monitor progress against deadlines, track client status, and analyze KPIs like revenue forecasts or team utilization rates.

Key features:

  • Resource Management:
    • Resource forecasting / planning
    • Resource allocation / scheduling
    • Assign skills with project demands
    • Manage external talent network
  • Team Collaboration:
    • Centralize information on custom boards
    • Extend visibility to clients and vendors
    • Standardize processes, practices, and workflows 
    • Create granular, role-based permissions for complete control
  • Financial Management:
    • Get real-time visibility into current forecast and revenue recognition
    • Develop realistic budgets and achievable margins
    • Generate and dispatch invoices with ease
    • Track time and expenses across projects and clients
  • Business Intelligence:
    • Access all of your data in one place
    • Generate 60+ services-centric reports
    • Customize dashboards for individual needs
    • Add intelligent orchestration to resource management
  • Project Management:
    • Check the status of any task or deliverable
    • Gain real-time insight using Gantt charts
    • Create reusable templates and workflows
    • Align schedules, scopes, and budgets
  • Integrations and Workflows:
    • Connect to CRM, financials, and HCM, such as Expensify, Avalara, Xero, Salesforce, Netsuite, Jira, Hubspot, Dynamics 365, Quickbooks, and more.


  • A diverse set of features 
  • Tons of integrations are possible thanks to Mavenlink API
  • 24/7 customer service


  • Steep learning curve to understand all functions and features
  • UI is not easy to use
  • Individual permission and access should be clearer
  • Integrations don’t work smoothly sometimes 
  • High costs mostly available to very large agencies

The verdict: 

Kantata offers a comprehensive data management solution for marketing agencies. You can record customer information, create reports, control tasks, monitor expenses, and collaborate with others seamlessly. Thanks to its real-time insights into customer trends and market conditions, Kantata is a great solution for agencies that want to leverage data-driven insights to make better decisions.


Pricing is hidden by a booking form. You can contact Kantata team for a custom quote.

10. Asana: An Easy-to-Use Option for Task Management 

Asana is a web-based project and task management software designed to help agencies of all sizes organize, track, and manage their work more efficiently. Asana enables users to divide complicated projects into manageable tasks, assign responsibilities, set deadlines, and track progress in real time thanks to its user-friendly interface and robust features. With Asana, agencies can boost their productivity, hit targets, stay competitive, and enhance employee collaboration. 

Key features:

  • Project and task management:
    • Organize tasks and subtasks, add custom fields
    • Choose project views: list, calendar, timeline, Gantt chart, or Kanban board
    • Time tracking
  • Goals and reporting:
    • Set goals for teams
    • Monitor all projects with “portfolios” feature
    • Dashboard with real-time charts and insights
  • Workflow and automation:
    • Create rules to automate tasks
    • Update processes across multiple projects
    • Custom templates for work requests
  • Resource management:
    • Prioritize and balance incoming work
    • Assign members to projects and check workload
    • Reporting dashboard
  • Integration with 270+ apps
  • Asana Intelligence empowered by AI


  • Built for cross-functional teams with agile methodologies
  • User-friendly interface
  • Intuitive project management capabilities
  • Strong collaboration features
  • Flexibility to customize workflows


  • Inflexible customer support, mainly self-serve or email and article-based customer support
  • Lack of project financials and advance reporting
  • Limited exporting and importing functionality

The verdict: 

For creative teams using agile methodologies, such as website development projects, Asana is a good option thanks to the dashboards supporting Scrum and Kanban. However, some features could be more developed when it comes to budgeting and financial performance. Therefore, agencies with more robust needs might want to consider other types of tools.


For agencies with 20 employees, you can consider the “Premium” or “Business” packages: 

  • Premium (for teams that need to create project plans with confidence): starts from $10.99/user/month, billed annually
  • Business (for teams and companies that need to manage work across initiatives): starts from $24.99/user/month, billed annually

How to Choose the Right Agency Management Software 

Here are 3 steps to follow when selecting an agency management software program.

1. Identify Your Goals and Needs

First of all, think about why you need new software. These questions will help guide you: 

  • What are your business goals?
  • How do you expect the system will help you achieve them? 
  • What are the pain points that you need to solve? What are the problems with your current system?
  • What’s the value you can receive from the new software?

During this step, talk to your teams to understand what they need in their daily work and outline the most important criteria of your ideal software.

Remember to take into consideration the type of your agency. For instance, a creative agency may prioritize a tool with strong features for brainstorming and ideation, while an agile software development agency will favor a system that supports Scrum and Kanban methodologies. 

Additionally, smaller agencies might want basic financial management with billing and invoicing, while larger agencies may look for more robust forecasting on budget and profit margin.

2. Evaluate Your Options

When looking at systems available on the market, consider:

  • Functionality: Are you looking for all-in-one software or niche tools for a particular feature? A good system will help you manage all business aspects, from CRM, project management, estimating and quoting, resource management, time tracking, invoicing, reporting, and forecasting. 
  • Usability: The software must be straightforward to make your life easier. Check if the interface is user-friendly and intuitive to navigate, and how steep the learning curve is.
  • Reporting: Evaluate the reporting power of the agency management system. You should be able to get accurate data to inform your decision-making. Consider what reports you need, such as revenue and profit forecasting, capacity and scheduling, project tracking, etc. 
  • Integrations: Check if the agency management platform can connect with other business systems like accounting, email/cloud storage, marketing automation platforms, and lead management solutions. 
  • Flexibility and scalability: Your agency will change and expand over time, which means you need a system that can scale and grow with you.
  • Security: To ensure the platform can safely keep your business data, review the security and data protection measures. See if the system is GDPR compliant, and whether you need to back up your site or install security add-ons.
  • Pricing: The pricing must be fair, transparent, and flexible. Check if the tool offers a free demo or trial before you make the purchase.
  • Implementation and support: You should choose a provider who can offer dedicated training for your team to adopt the software, as well as ongoing after-service support. See if the company provides 24/7 telephone support and has an adequate training library, like tutorial videos and FAQs/forums.

3. Make Your Decision and Manage the Change

When making the final decision, keep in mind your original goals and needs. Don’t get distracted by the showy features that you don’t really need. To find the right agency management system, one tip is to use the MoSCoW method and prioritize the results based on 4 factors:

  • Must have: Critical requirements that are non-negotiable.
  • Should have: Important, but you are flexible with other options that still produce the same outcomes.
  • Could have: A nice idea, but it would not influence your decision too much.
  • Won’t have: Too far down on your priority list to make a discernible difference.

Once you’ve made your decision, it’s crucial to manage the change for your team. Understand that resistance to change is natural due to fear of losing job security or a lack of understanding of the change. To make sure people are open to the new system and get everyone on board, a seamless transition is crucial. Read more about how to handle change management for your agency.

In Summary

Here’s the summary table for you to grab an overview of the best agency management system tools:

By applying the right agency management solution, you can boost productivity, optimize processes, and foster better teamwork. The software allows you to track deadlines, monitor progress, and distribute resources efficiently so that you can deliver high-quality projects on time and within budget.

If you’re looking for an all-in-one tool that can help support your creative processes, consider booking a demo with Function Point.

Are You Making The Right Decisions for Your Agency? Free Guide Download

Learn how an all-in-one agency management tool takes away the guesswork and helps you make better decisions for a thriving team, happy clients, profitable agency growth.