15 Best Agency Management Software in 2025

Still using spreadsheets to manage multiple clients? 

While spreadsheets aren’t inherently bad, they can’t save you from human errors or prevent those “oops, I forgot that deadline’ moments. That’s where agency management software comes into play.

These specialized tools help you:

✅Track project progress in real-time

✅Automate reporting and budget monitoring

✅Manage agency-wide resources

✅Centralize client and sales management

With the right agency management tool, you can boost productivity, optimize time and resources, and streamline client interactions. But with so many options out there, which one should you choose?

Don’t worry, we've already done the groundwork to save you time. Here’s our curated list of the best agency management software with key features, and pros and cons.

Best All-In-One Agency Management Tools

1. SmartTask 

💡What You Should Know 

• Pricing: Paid plans start at $7.98 per user/month
• Free Trial: Free forever plan with unlimited tasks, users, and contacts
• User Rating: 4.6 based on 120+ reviews on G2, Capterra, and GetApp

SmartTask is an all-in-one agency management solution that brings everything under one hood – task management, progress tracking, resource planning, and client and sales management.

It also offers a comprehensive time-tracking feature that helps you estimate project profitability and a built-in CRM that allows you to:

• Store client information (contacts, usage, and interactions with your team)
• Forecast sales
• Track team performance

But that’s not all. Here’s a closer look at its features:

Core Features

• Feature-rich tasks: SmartTask allows you to add descriptions, tag team members, upload files, leave comments, make video calls, set reminders, and log work hours, all within individual tasks.
• Multiple project views: SmartTask lets you organize your work the way you want – as a List, Calendar, Kanban Board, or Gantt Chart.
• Project portfolios: You can stack multiple projects and monitor their status (in %), owners, and the number of overdue tasks.

• Guest users: You can collaborate with third-party users (clients and contractors) with user controls and access levels.
• Advanced analytics: SmartTask comes with custom fields, analytics, and data visualizations (bar, line, and pie charts) for creating targeted reports.
• Instant messaging: SmartTask gives you multiple options for real-time collaboration, including chat, discussions, video calls, and task comments.

• Built-in templates: You can whip up any kind of project instantly using industry-specific templates and in-take forms. 
• Integrations: SmartTask integrates with 1000+ apps, most of which are free!

What We Liked:

• Weekly and daily time logs (that you can export for granular analysis)
• Project cost estimation based on billable hours
• Sales forecasting
• Agency-wide resource management
• Built-in chat
• Automated check-ins
• 24/7 customer support for all tiers
• 1000+ integrations 

What We Didn’t Like:

• The Premium plan ($8/user/month) does not include white labeling 
• Invoicing feature is still under development 🛠️
  

2. Teamwork

💡What You Need to Know 

• Pricing: Paid plans start at $13.99 per user/month
• Free Trial: 30-day free trial
• User Rating: 4.4 based on 2.7k+ reviews on G2, Capterra, and GetApp

Teamwork.com is a comprehensive work management solution catering to client-focused outfits. It blends robust project management tools with time tracking, resource allocation, and trademark client management features, empowering teams to deliver profitable projects -- consistently.

Core Features

• Advanced task management
• In-app time-tracking and resource planning
• Complete Client Work Lifecycle™ management
• Automations
• Project health and profitability reports
• 80+ integrations

What We Liked:

• Clean and intuitive UI
• Responsive support team
• Time-saving templates and automations
• Planned vs actual progress reports
• Proofs for storing and managing client feedback

What We Didn’t Like:

• ‘Tasks’ not included in company overview 
• Steep learning curve  
• Too expensive for small businesses
• Limited API

3. Scoro

💡What You Need to Know 

• Pricing: Paid plans start at $28 per user/month
• Free Trial: 14-day free trial
• User Rating: 4.5 based on 800+ reviews on G2, Capterra, and GetApp

Scoro empowers professional service businesses with an all-in-one platform that goes beyond typical project management. By integrating task management, financial planning, and resource allocation, it enables teams to maximize profits, optimize workflows, and drive scalable growth – all at the same time!

Core Features

• Comprehensive work management
• Resource planning and forecasting
• In-app time tracking
• Automated billing and invoicing
• Profitability tracking
• Real-time reporting 

What We Liked:

• Comprehensive financial tracking
• Accounting integrations with two-way sync
• Ability to track and manage recurring clients 
• Ability to generate quotes for standardized services

What We Didn’t Like:

• Setting up Scoro is challenging 
• Slow load times for larger projects
• Reports don’t support custom fields  

4. Productive

💡What You Need to Know 

• Pricing: Paid plans start at $11/month
• Free Trial: 14-day free trial
• User Rating: 4.6 based on 200+ reviews on G2, Capterra, and GetApp

Productive is an all-in-one agency management tool that helps streamline operations from prospect to payment. It offers real-time project monitoring, resource planning, and budget tracking, along with custom automations for invoicing, task management, and instant messaging.

Core Features

• Robust project management
• Real-time budget and profit tracking
• Native time tracking and invoicing
• Recurring budgets for retainers
• 50+ agency-focused reports
• Multi-step workflow automation

What We Liked:

• Real-time profitability tracking
• Ability to track external expenses
• The company incorporates user feedback into the product
• It syncs your team’s time-offs with your resource planning

What We Didn’t Like:

• Reports don’t include details like project hours, cost, and team activity
• Data-heavy pages take time to load
• Can be overwhelming for first-time users

5. ClickUp

 💡What You Need to Know

• Pricing: Paid plans start at $10 per user/month
• Free Trial: No free trial (there is, however, a free forever plan with basic features)
• User Rating: 4.6 based on 13k+ reviews on G2, Capterra, and GetApp

ClickUp isn't specifically geared toward agencies but has everything they need to manage their day-to-day activities, including project management, time tracking, resource allocation, and collaboration features. Agencies will also appreciate ClickUp's customizable workflows and client-centric features like shared docs and whiteboards.

Core Features

• Custom task fields and statuses 
• 15+ views for organizing your work
• Portfolios for tracking team objectives
• Built-in time tracking
• Digital whiteboards for brainstorming
• Mind maps for visualizing workflows
• ClickUp Brain for knowledge management and AI writing

What We Liked:

• Generous free tier
• Pre-built templates for various use cases
• AI integration across the platform
• 100+ automations

What We Didn’t Like:

• Steep learning curve 
• No additional backup or restore option
• Slow load times and performance issues 

Best Client Facing Agency Management Systems

6. Bonsai Agency Management Software

💡What You Need to Know

• Pricing: Paid plans start at $25/ month + $10/additional user
• Free Trial: 7-day free trial
• User Rating: 4.5 based on 150+ reviews on G2, Capterra, and GetApp

Bonsai stands out as a complete business management solution for agencies and consulting firms, offering tools to manage every aspect of client work – from lead generation to project delivery and financial management.

Core Features

• Project management with tasks, Gantt charts, and time tracking
• Profitability reports 
• Client portal for sharing files, progress updates, and invoices
• In-app timer and timesheets
• Native CRM for client management

What We Liked:

• Tax extension for expense tracking and estimating quarterly taxes
• Responsive support team
• Well-designed proposal templates
• Automatic invoice reminders  

What We Didn’t Like:

• Task management isn’t as robust as other tools
• Slow login process due to mandatory advertisements
• Auto-logout issues on desktop and mobile versions 

P.S. Want a more robust task management solution? Check out this list of the best task management tools curated by our team

7. Rocketlane

💡What You Need to Know 

• Pricing: Paid plans $19 per team member/month
• Free Trial: 14-day free trial
• User Rating: 4.7 based on 700+ reviews on G2, Capterra, and GetApp

Rocketlane isn't just a collaboration tool - it's a game-changer for client onboarding in professional services. It comes with a dedicated client portal, automated surveys and reminders, and nifty "magic links" that help clients access your workspace. Also, real-time chat and document editing keep everyone aligned throughout the project lifecycle.

Core Features

• Project planning with custom workflows
• Customized client portal for file sharing and progress updates
• Automatic resource allocation based on workloads, skills, and availability
• Automated feedback surveys and reminders
• Native time-tracking with timesheets

What We Liked:

• Responsive chat and email support
• Intuitive UI
• The product gets new features regularly
• Wide range of automations for streamlining project delivery and customer onboarding

What We Didn’t Like:

• Slow load times
• You need to refresh a page every time you make changes
• No export/download options for custom reports

8. Dock

💡What You Need to Know

• Pricing: Paid plans start at $49 per person/month
• Free Trial: 14-day free trial and free plan limited to 5 workspaces
• User Rating: 4.9 based on 100+ G2 reviews

Dock elevates client collaboration through two key features: shared project plans and customized workspaces (or portals). The former allows clients to check off tasks, leave feedback, and share files. Client portals, on the other hand, serve as central hubs, consolidating client information and fostering engagement through surveys, activity feeds, and seamless file sharing.

Core Features

• Shared project plans for collaboration
• Customizable client portals
• Built-in Content Management System (CMS)
• Digital sales rooms for collaborating with buyers
• Built-in sales order forms
• Personalized onboarding guides

What We Liked:

• Intuitive UI
• Real-time analytics
• Shared access to project data

What We Didn’t Like:

• Frequent bugs affecting core functionality (see below)
• Project modifications need to be done from the desktop version
• Inconsistent performance, including problems with pricing card loading

9. Zoho Projects

💡What You Need to Know 

• Pricing: Paid plans start at $4 per user/month (billed annually)
• Free Trial: 10-day free trial with a free plan for up to 3 users and 2 projects
• User Rating: 4.4 based on 1.6k+ reviews on G2, Capterra, and GetApp

Zoho Projects isn't just another productivity app - it's a powerhouse for managing client projects. It comes with custom client portals, robust communication tools, and permissions that give you total control. The mobile app and extensive integrations also make it easier to collaborate with third-party users – regardless of location.

Core Features

• Project management with Gantt charts and Kanban boards
• Timesheets for logging billable and non-billable hours
• Built-in communication tools (chat, forum, feed, and project pages)
• Customizable client permissions

What We Liked:

• Comprehensive time-tracking and invoicing capabilities
• Holistic collaboration tools
• You don't need technical expertise to implement it
• Responsive customer support

What We Didn’t Like:

• Steep learning curve
• Overwhelming UI
• Tasks don’t support custom fields

10. Moxo

💡What You Need to Know

• Pricing: Undisclosed
• Free Trial: Undisclosed
• User Rating: 4.3 based on 140+ reviews on G2, Capterra, and GetApp

Moxo streamlines client management for B2B services, covering everything from onboarding to account servicing. By automating routine tasks and centralizing client interactions, Moxo helps businesses deliver efficient client experiences while significantly reducing email back and forths.

Core Features

• Workflow builder for automating routine tasks
• Dedicated portals for clients, vendors, and partners
• Built-in chat, messaging, and video conferencing
• User management and access controls
• Document collection and management

What We Liked:

• Customizable workflows for various use cases
• Exceptional customer support
• Real-time notifications (also push notifications on mobile)
• E-signatures for faster documentation

What We Didn’t Like:

• Relatively pricier than other client management tools
• No reminders for due dates
• Limited built-in automation

Best Resource Planning and Time-Tracking Agency Management Tools

11. Float 

💡What You Need to Know

• Pricing: Paid plans start at $7.50 per person/month
• Free Trial: 14-day free trial
• User Rating: 4.4 based on 4.5k+ reviews on G2, Capterra, and GetApp 

Float takes the headache out of resource management by assigning team members to tasks based on their skills and availability – so that you don’t have to play the matchmaker! It also helps you track project budgets, compare planned vs. actual work hours, and manage distributed teams in different time zones.

Core Features

• Real-time view of team capacity
• Project budgeting and forecasting
• Integrated time tracking with pre-filled timesheets
• Leave management system
• Custom work hours and location tracking

What We Liked:

• User-friendly UI
• Leave scheduling, approval, and tracking
•  Ability to color code tasks and add time details

What We Didn’t Like:

• Schedule view lacks clarity on individual tasks
• Limited options for tracking long-term trends
• Delayed notifications

12. Forecast: AI-Powered Resource Management Tool 

💡What You Need to Know 

• Pricing: Undisclosed
• Free Trial: Undisclosed
• User Rating: 4.3 Based on 100+ reviews on G2 and Capterra

Forecast takes the guesswork out of team allocation by giving you a clear view of who's available and when. It can also match team members to tasks, track real-time resource use, and predict future resource needs. Basically, Forecast helps you make smarter decisions about resource utilization – all backed by solid data.

Core Features

• AI-powered timesheets
• Gantt charts to visualize project planning
• Real-time resource utilization reports
• Invoice generation and payment tracking

What We Liked:

• AI recommendations for improving project plans
• Reminders for timely project completion
• Comprehensive reporting for all organizational levels — from C-Suite to juniors
• Responsive customer support

What We Didn’t Like:

• No auto-update for tasks in capacity planning
• Inconsistencies in reporting, scheduling, and capacity calculations
• Limited customization options for financial reporting (e.g., multi-currency conversion)
• Steep learning curve

13. FunctionFox

💡What You Need to Know 

• Pricing: Paid plans start at $12/user/month
• Free Trial: No details
• User Rating: 4.4 based on 420 reviews on G2, Capterra, and GetApp

Want to know who's available for that last-minute project? FunctionFox has the answer. Not only does it track your team's workload, but it also monitors time across projects and serves up real-time budget info. To put it simply, FunctionFox is designed to take the hassle out of managing your creative crew, so you can focus on being creative yourself.

Core Features

• Real-time budget and profitability reporting
• Capacity management and resource forecasting
• Billable time rate management
• Recurring deadline automation
• Automated retainer budget management for projects, tasks, and costs

What We Liked:

•  50+ built-in reports for tracking profitability, client hours, and team capacity
• Automated alerts on budget overruns
• User-friendly time-tracking 
• Exceptional customer support

What We Didn’t Like So Much:

• Some updates can only be added to your account by FunctionFox representatives 
• Limited integration options
• Steep learning curve

14. Runn 

💡What You Need to Know 

• Pricing: Paid plans start at $10 per person managed per month
• Free Trial: 14-day free trial and a free plan limited to 5 people managed
• User Rating: 4.7 based on 60+ reviews on G2, Capterra, and GetApp

Runn simplifies resource management by giving you a clear view of your team's availability and workload. It also helps you match the right people to projects, balance tasks across your team, and forecast project financials. With Runn, you're not just managing resources – you're making the most of your team’s time and keeping projects on course.

Core Features

• Resource planning with real-time insights
• Project planning and forecasting
• Integrated time tracking and timesheets
•  Customizable reporting and analytics
• API and integrations with popular tools

What We Liked:

• Comprehensive view of team capacity and workload
• Billing projections for services
• Easy integration with other tools 
• Responsive customer support

What We Didn’t Like:

• Lack of permission levels and user roles
• Limited customization for reporting tools
• No bulk update feature for resources and leave time
• No export option for custom field data

15. Harvest

💡What You Need to Know 

• Pricing: Paid plans start at $12 per seat/month
• Free Trial: 30-day free trial and a free forever plan limited to one seat and two projects
• User Rating: 4.5 based on 2k+ reviews on G2, Capterra, and GetApp

Harvest doesn't have built-in resource management, but plays well with other resource planning and scheduling tools. Where it really shines is time tracking, invoicing, and expense logging. With Harvest, you can easily track billable hours, monitor project budgets, and generate professional invoices - all while keeping your team's workflow smooth and clients happy. 

Core Features

• Timers to track hours by client, task, and project
• Custom reminders to submit timesheets
• Automated invoicing based on tracked time
• Project budget monitoring with real-time alerts

What We Liked:

• Customizable reports for project and team analysis
• Helpful browser extensions for quick time entry
• Seamless integration with popular project management tools

What We Didn’t Like:

• Project search can be cumbersome with numerous active projects
• No advanced data analysis tools
• Relatively high price for basic features
• Occasional glitches with estimate numbering

P.S.: See how these solutions compare to the best resource management tools

Which Tool Is Best For You?

While all the tools we've listed are solid options, the best agency management software for you depends on your specific business needs.

For example, if you already have a project management tool but need time-tracking features, you might want to consider a specialized time-tracking solution. However, if you're looking for multiple features (CRM, work management, etc.) in one place, an all-in-one solution might be more suitable for you.

SmartTask, for instance, combines task management, time tracking, resource planning, analytics, and project cost estimation. It also has a free forever plan with unlimited users, contacts, tasks, and multiple work views.

So, if you’re ready to streamline your agency operations, sign up for SmartTask – it’s free!