6 Best Agency Management Tools for Managing Your Operations Easily

Your team's productivity plays a crucial role in achieving your agency's goals. There are agency management system tools available to improve the workflow and streamline the operations of your team, which in turn enhances productivity.

These agency management tools can be a game-changer that helps simplify tasks for project managers and allows you to save company resources.

I have compiled a list of the most helpful agency management software tools that will aid you in managing your agency's operations. These tools simplify your workflows, boost productivity, and help you achieve your business goals more efficiently.

What are agency management tools?

Agency management tools are software solutions that help businesses manage their workflow and streamline operations. These tools typically offer features such as project management, time tracking, financial management, and client relationship management.

Agency management tools are designed to help businesses manage multiple projects and tasks simultaneously, keep track of deadlines and budgets, and collaborate with team members in real time. 

These tools can also provide insights and analytics to help businesses make informed decisions and identify areas for improvement. 

Why do agencies need project management tools?

1. To increase productivity: Agency management tools allow agencies to organize their work and increase productivity by automating repetitive tasks, tracking progress, and optimizing workflows.

2. To manage multiple projects: Agencies often handle multiple projects simultaneously. Agency management tools enable them to manage all their projects from one place and assign tasks to team members more effectively.

3. To improve project delivery: With agency management tools, agencies can set deadlines, track budgets, and monitor project progress. This will ensure that projects are delivered on time, within budget, and to the client's satisfaction.

4. To collaborate with team members: Agency management system provides a collaborative workspace where team members can collaborate, share information, and communicate in real-time, increasing teamwork and efficiency. 

List of the best Agency Management Tools

1. ClientVenue

ClientVenue is an all-in-one project management system that effectively assists agencies in managing their workflow, optimizing operations, and facilitating collaboration among team members and clients.

Its feature set encompasses project planning, resource planning, project tracking, task delegation, budget monitoring, invoicing, and reporting.

Features

• Billing and Invoicing
• Reporting
• Scheduling
• Resource Management
• Client Onboarding
• Project Management

Pros

• With tasks allocation, real-time messaging, and file sharing, ClientVenue streamlines teamwork and facilitates efficient communication.
• ClientVenue offers extensive customization options, enabling companies to tailor the software to their specific requirements and establish a consistent brand image across all projects and contacts.
• ClientVenue provides tools for automating repetitive tasks, which can assist teams in saving time and concentrating on more significant duties.
• Users can track the time spent on specific tasks and projects, which can be helpful for invoicing, project management, and team performance analysis.

Cons

• ClientVenue's extensive array of features may require considerable time and effort to comprehend.

Pricing

ClientVenue offers two pricing plans, each including a 14-day free trial.

• Professional Plan: This plan offers comprehensive features, including unlimited projects, a 10 GB storage drive, timesheets and resource management, client invoicing and payments, a branded white label portal, people performance reports, integrations, and priority support.
• Enterprise Plan: In addition to the Professional Plan's features, it includes client accounts, a 100 GB storage drive, a dedicated services selling page, a true accounts manager, custom development, 1-on-1 custom onboarding and coaching, and daily standups.

2. Trello

Trello is a simple project management software with card-based systems that simplifies task management. It makes task prioritization and organization simple.

Trello boards give excellent visualization, which helps to manage project workflows, and the best part is that you can customize them to your team's specific processes.

Trello enables users to customize and streamline their project management process, making adapting Trello to their specific needs easier.

Features

• Task automation
• Comments and attachments
• Add-ons for extended functionality
• Kanban boards, timelines, and calendars for project visualization
• Extensive app integration

Pros

• Trello simplifies collaboration.
• It is highly customizable.
• It supports a wide range of integrations.
• It has a very friendly user interface.

Cons

• The free version is limited.
• It has a limited reporting capability.
• There is a learning curve for some users.

Pricing

Trello offers four pricing plans. The four plans have different features and capabilities and include the following:

Free Plan: This plan is free and is suitable for individuals or small teams who want to organize their work. 

It provides basic features, which include unlimited cards, up to 10 boards per workspace, unlimited power-ups per board, unlimited storage (10MB/file), 250 workspace command runs per month, and custom backgrounds.

Standard Plan: The Standard Plan costs $5 per user per month and is designed for teams who want to manage their work and collaborate more effectively. 

It includes all Free Plan features and unlimited boards, advanced checklists, custom fields, unlimited storage (250MB/file), 1,000 workspace command runs per month, single board guests, and saved searches.

Premium Plan: The Premium Plan costs $10 per user per month and is ideal for teams that need to track and visualize multiple projects in various ways. It includes all the features of the Standard Plan. 

It offers additional features, including calendar, timeline, table, dashboard, and map, workspace views (table and calendar), unlimited workspace command runs, and admin and security features.

Enterprise Plan: The Enterprise Plan is designed for organizations that require more security and control over their work. 

It has a starting price of $17.50 per month. It includes all the features of the Premium Plan, with additional features like unlimited workspaces, organization-wide permissions, organization-visible boards, and public board management.

3. Wrike

Wrike is an easy-to-use advertising agency software designed for teams of five or more people. It is highly configurable and allows users to customize processes, workflows, dashboards, reports, and request forms to their specific requirements.

Wrike allows users to toggle between customizable Kanban boards, one-click Gantt charts, and classic workload views, allowing teams to choose how to visualize campaign deliverables.

Wrike supports a wide range of integrations, which helps accelerate project delivery.

Features

• Time tracking
• Custom request forms
• Visual proofing
• Dashboards
• Project portfolio management
• Interactive Gantt charts
• Pre-built templates
• Workflow automation

Pros

• Wrike offers advanced project management tools.
•  It has a great built-in time tracking
• It has insightful analytics
• There is a high level of security.

Cons

• Mobile apps are limited.
• Difficulty onboarding and setup
• Steep learning curve.

Pricing

Wrike offers five pricing plans which are:

Free: This plan is designed for teams that are starting out and is free. It includes web, desktop, and mobile apps, project and task management, board view, table view, and active task limitations apply.

Team: The Team plan is priced at $9.80 per user per month and is ideal for teams with 2-25 members. It offers unlimited projects, custom fields, request forms, and 20 free collaborators. It also includes interactive Gantt charts, automation features, custom workflows, and analytics view, among others.

Business: The Business plan is priced at $24.80 per user per month and is ideal for teams with 5-200 members. It offers every service in the Team plan with additional features, including folder structure and nested projects, cross-tagging, project blueprints, custom item types, automation, approvals, and guest approvals.

Enterprise: The Enterprise plan is designed for large teams and offers enterprise-grade security and scalability. Interested users may contact Wrike for more information on the pricing. This plan includes all the features of the Business plan and adds SAML-based SSO, two-factor authentication (2FA), password policies and custom access roles.

Pinnacle: The Pinnacle plan is designed for teams with complex work needs and offers advanced tools and analytics. Like the Enterprise plan, the pricing for this plan is not provided, but interested users may contact Wrike for more information. It includes all the Enterprise plan features and adds locked spaces, advanced reporting, BI, team utilization, and a performance dashboard.

4. Calendly

Calendly is a highly efficient meeting scheduling tool that simplifies setting up meetings, eliminating the need for lengthy email exchanges.

Calendly enables users to easily create custom meeting profiles to book events at preferred times and manage teams remotely on a single platform.

Features

• Analytics and Reporting
• Custom branding
• Customizable scheduling links
• Payment integration

Pros

• It is extremely user-friendly
•  It integrates seamlessly with multiple platforms
• Calendly improves collaboration between multiple users
• It is highly customizable

Cons

• The free trial version has a lot of limitations
• It is not easy to adjust the time zones

Pricing

Basic: Calendly's Basic plan is always free, making it an excellent starting point for scheduling and basic integrations. This plan lets you connect one calendar, create one active event type, and schedule unlimited meetings.

Essentials: Calendly's Essentials plan is priced at $10 per seat per month monthly or $8 per seat per month on annual billing. It provides powerful scheduling automation, unlimited event types, and greater support.

Professional: Calendly's Professional plan is priced at $15 per seat per month on monthly billing or $12 per seat per month on annual billing. It lets you customize your Calendly, connect all your apps, and scale your scheduling. 

This plan enables you to create collective event types, route with Calendly routing forms, build automated workflows with custom notifications and reminders, and view analytics and insights.

Teams: On annual billing, Calendly's Teams plan is priced at $20 per seat per month or $16 per seat per month. It lets you establish a team scheduling process and connect Salesforce. 

This plan enables you to create round-robin event types, route with Marketo or HubSpot forms, connect to Salesforce, and lock and sync managed events across your team.

Enterprise: Calendly's Enterprise plan is designed for 30+ person teams and offers advanced security, control, and support. Contact Calendly's sales team to learn more about Enterprise features, including enabling SSO and SCIM user provisioning, routing by Salesforce ownership, ensuring compliance with an activity (audit) log, using Calendly's Data Deletion API, and accessing expedited support and a dedicated Calendly account partner.

5. Podio

Podio is a powerful collaboration tool that adds excellence and structure to the workflows of agencies. Podio improves faster communication between teams and aids the creation of custom project structures to increase efficiency and effectiveness.

It is designed to make tracking leads and sales as lightweight and easy as possible while providing real-time communication and task management in one place, making it the first choice for CRM.

Podio provides a single-page platform that simplifies collaboration and task completion, whether you are working on a project or following up on closing a sales lead.

Features

• Task Management
• Granular Access
• Calendar
• Unlimited storage and automated workflows
• Meeting Scheduling
• Data Visualization

Pros

• It is highly customizable.
• It is excellent for small businesses.
• It is easy to use and also user-friendly

Cons

• It has a learning curve.
• Initial setup is difficult.

Pricing

Podio has three pricing plans.

Free plan: The Free plan is free and available for up to five employees. This plan offers task management, apps, and workspaces.

Plus: The Plus plan costs $14 per month on monthly billing or $11.20 per month on annual billing. It is designed to help save time by automating workflows. This plan offers Task management, Apps and workspaces, Unlimited items, User management, Unlimited external users, Light user role, automated workflows, and Read-only access.

Premium: The Premium plan costs $24 per month on monthly billing or $19.20 per month on annual billing. This plan offers a full suite of advanced features as it features everything in the Plus plan, visual reports, interactive sales dashboards, cloud phone system, power dialer, and advanced workflow automation.

6. Asana

Asana is an excellent client portal for managing tasks and projects, particularly for companies that work remotely or have adapted to a hybrid work model.

Agencies can use Asana to manage their operations easily and efficiently by tracking project deadlines, delegating tasks, and collaborating with their team members.

Asana also integrates with other tools and software, including Google Drive, Dropbox, and Slack, making it a versatile and powerful tool for managing your agency's operations.

Features

• Manage sub-tasks and task dependencies.
• Project templates
• Mobile app
•  Integrations with Slack, Google Drive, Zapier, Pipedrive, and more
• Task automation

Pros

• Asana is easy to use.
• It ensures efficient task management.
• Asana provides the best collaboration for teams.
• Asana supports a wide range of integrations.

Cons

•  Asana lacks time-tracking functionality.
• It requires prior experience to utilize its features fully.

Pricing

Asana offers three different pricing plans.

Basic plan: The Basic plan is free and is suitable for individuals or small teams. It offers unlimited tasks, projects, messages, activity logs, and file storage with a maximum file size limit of 100MB.

Premium: The Premium plan costs $10.99 per user per month when billed annually or $13.49 when billed monthly. The Premium plan includes all the basic plan features. It also offers advanced features, including Timeline, Workflow Builder, Unlimited Dashboards, reporting across unlimited projects, advanced search, custom fields, unlimited free guests, forms, and task templates.

Business: This plan is designed for large organizations that require advanced project management capabilities and is priced at $24.99 per user per month when billed annually or $30.49 per user per month when billed monthly. The Business includes all the features in the Premium plan as well as more features that include portfolios, goals, workload management, custom rules builders, approvals, and proofing.

ClientVenue: The Ultimate Agency Management Tool

ClientVenue is the best agency management software as it provides a user-friendly experience for client administration, invoicing, and billing. Its outstanding features make it a seamless task for businesses of any size.

The project management capabilities offered by ClientVenue are comprehensive and allow users to manage multiple projects easily. Users can easily automate tasks like sending invoices, contracts, and questionnaires with customizable workflows, templates, and triggers.

For added convenience, video tutorials and customer support are also available to help users get started and maximize their features. This allows even those who are not tech-savvy to navigate it with ease.

Here are some of the different features of ClientVenue:

1. Time Tracking

ClientVenue offers a powerful time-tracking feature that allows you to easily monitor and keep track of the time spent on each task or project. This feature also enables you to track project milestones, budgets, and resources.

2. Customizable Branding

ClientVenue offers a customizable branding feature that allows you to customize the look and feel of your workspace. This feature enables you to create a professional and consistent brand presence across all of your projects.

3. Project Management

ClientVenue also offers a comprehensive project management feature that provides a complete overview of all tasks assigned, resources used, and budget allocated. This feature allows you to easily manage and monitor your projects.

4. Collaboration Tools

ClientVenue offers collaboration tools that enable your team members to communicate and collaborate on projects easily. These tools allow for discussion, document sharing, and real-time collaboration.

5. Automated Workflows

ClientVenue also offers automated workflows to enable teams to quickly assign and track tasks. This feature also allows you to set up project-specific templates to ensure that your projects are completed on time and within budget.

6. Analytics and Reporting

ClientVenue provides detailed real-time analytics and reporting features, enabling you to access a complete overview of the progress and performance of your projects.

7. Client Management

This feature allows you to easily manage your clients and their projects. You can also set up custom notifications and manage client requests, tasks, documents, and payments all within a single platform.

Conclusion

ClientVenue is designed to offer numerous features and benefits to its users. It enables teams to remain connected, organized, and productive, making it a top choice for businesses regardless of size.

If you want to test the capabilities of ClientVenue, have you covered the two-week trial period offered by ClientVenue? This allows you to explore its unique features and functionalities before paying for them.

Give it a try today.