- 01 Choose Wayfront when client checkout, intake, delivery, billing, and support need to run from the same client record.
- 02 Choose Productive, Scoro, or Teamwork when resource planning, time tracking, and project profitability are the main buying criteria.
- 03 Choose Asana, ClickUp, or Monday when your agency wants a flexible general-purpose workspace and can configure the client workflow itself.
- 04 Test each option with one real client project before moving the rest of the agency.
The best project management software for agencies depends on what must happen around the work. Choose Wayfront when client checkout, intake, delivery, billing, and support need to stay connected. Choose Productive, Scoro, or Teamwork when resource planning and project profitability come first. Choose Asana, ClickUp, or Monday when your team wants a flexible workspace and can build the agency workflow itself.
We compared 11 core options for teams managing multiple client projects, plus Monday as a popular general-purpose bonus. The review focuses on client access, approvals, recurring work, time tracking, resource management, billing, and the admin required to connect each system. Use it alongside our guide to agency project management.
The rankings are by use case. A lightweight task manager can be the right choice for a small creative team. An agency management platform earns its higher cost when it replaces handoffs between project delivery, client communication, and finance.
How to choose agency project management software
Agency project management software has to do more than assign tasks. Agencies managing client work need a clear view of project status, project data, team capacity, billable hours, and the next client decision. The best project management tools make those facts easy to find without forcing account managers, delivery teams, and finance to maintain separate tools.
Start with workload management and profitability
Resource management tools should show who is available, which work is billable, and where deadlines are about to slip. Check whether resource planning covers employees and contractors, whether native time tracking connects hours to budgets, and whether project portfolio management gives leadership a useful view across multiple client campaigns.
This matters for creative agencies and marketing agencies running retainers. Recurring tasks, retainer management, budget alerts, and workload management can protect margin before a project manager has to rebuild the numbers in a spreadsheet.
Compare client access and workflow automation
The key features depend on how clients buy and approve work. Look for dynamic request forms, custom workflows, approval records, document management, and permissions that keep each client inside the right projects. Workflow automation should move an approved request into delivery, notify the right team member, and preserve the original scope.
A professional services automation platform may also connect projects to resource planning, invoicing, and reporting. That wider model can suit complex agency operations. A focused project tool can be enough when your existing tools already handle CRM, billing, and the client portal well.
Test the learning curve with one client project
Paid plans often hide their most useful controls behind higher tiers, so test the exact permissions, reporting, integrations, and automation your team needs. Build one real project, assign the work, invite a client, change the scope, record time, and close the invoice. You will see the steep learning curve quickly if routine agency work needs constant configuration.
General business tools such as Asana, ClickUp, and Monday Work Management can support broad cross-functional projects. Agency-specific systems usually need less setup for client permissions, recurring work, resource allocation, and profitability. The right choice is the one your team can keep accurate when the week gets busy.
1. Wayfront: best for productized service agencies
Stay on top of your projects and get your tasks done on time.
Wayfront is an all-in-one client portal and agency management platform with project management features for agencies selling productized services, including:
graphic design agencies
Agencies can use Wayfront’s order forms and intake forms to turn leads into paying clients, collect detailed project information, and document each request before work starts. Roles give team members and contractors the access they need to fulfil assigned orders while the agency juggles multiple projects.
Agencies working on a retainer can set up recurring subscriptions that are automatically charged via Stripe or PayPal. That cuts the manual tracking and follow-up caused by failed payments.
For project management, the agency management software lets project managers monitor ongoing orders, ticket response times, assignments, and statuses. With that view, they can delegate tasks and keep deadlines from slipping.
Key features
- for agencies looking to scale
- centralizes all data in one place
- has many self-service options
2. Asana: easy to learn
Asana is a popular project management tool that enables businesses to track daily tasks, deadlines, and resources in one central platform. File sharing and real-time chat give teams room to collaborate around the work.
For teams that want a project management platform that’s intuitive and easy to set up, Asana is a strong fit. It works well for marketing and growth teams, especially at startups, that need to track progress and scale operations quickly. Those teams rarely have weeks to learn a new project management platform.
Key features
- low learning curve
- rules to automate common work
- integrates with 200+ tools
3. Kissflow: for mid-market businesses
Kissflow is a project management tool that enables businesses to automate their workflows and improve their efficiency. It’s designed to help teams manage projects of all sizes, from small tasks to large-scale initiatives.
Its automation features make the platform best for mid-market businesses (over 50 employees) or startups significantly scaling their operations to the next level.
Included are features such as task management, resource allocation, project tracking, and reporting. They allow businesses to get a clear picture of their progress and identify areas where they can improve.
Kissflow also suits businesses managing many similar projects at once. Teams can build templates once and reuse them for each new project.
Key features
- get key insights with custom reports
- allows processes to be created visually
- uploaded documents are shared contextually
4. Trello: simple Kanban view
Trello is a visual project management tool that uses Kanban boards to track tasks and progress. Its short learning curve makes it great for small businesses and teams who are new to project management.
Each Trello card represents a task that can be assigned to a person or group. Lists organize those cards so everyone can see the work and its owner. You can connect Wayfront with Trello through Zapier if you prefer a Kanban view.
Advanced project planning may stretch Trello’s built-in feature set. Its integrations can fill some of those gaps, including a connection with Google Drive for centralized file storage. Trello’s Power-Up marketplace adds more options for complex workflows.
Key features
- project management templates for a quick start
- no-code automation for repetitive tasks
- integrations available through Power-Ups
5. Hive: for marketing teams
Hive is used by companies of all shapes and sizes, but it’s especially useful for marketing teams. Thanks to the timeline view, they can always keep an eye on all running projects and upcoming deadlines.
The proofing feature makes it easy for marketing teams to work with clients and receive feedback. It even supports complex approval flows, ensuring that clients are always happy about the project delivery.
Built-in time tracking helps project managers allocate resources. Marketing teams can also use the data to tune their processes and reduce time spent on individual tasks and projects.
Key features
- flexible project views, including Gantt and Kanban
- time-tracking and timesheets capabilities
- native chat and email integrations
6. Wrike: for enterprise use
Wrike is a project management tool that’s popular with enterprise businesses. It offers a variety of features, including task management, Gantt charts, resource management, and real-time collaboration.
The number of features is one of the reasons this tool mostly targets enterprise customers. It can be overwhelming to new teams unless a project manager makes themselves familiar with every option this tool has to offer. The good news is that Wrike’s knowledge base is very detailed, making it easy for PMs to get started with the learning process.
Wrike also integrates with Google Apps, including Gmail and Google Calendar. Teams can create and edit documents directly from Wrike.
Key features
- has many different views (calendar, board, etc.)
- built-in time tracking and budgeting
- supports proofing of multiple file formats
7. Nifty: for startups
Nifty combines project tracking, task management, team collaboration, and communication tools in one platform. Its interface and feature set make it ideal for startups and small businesses that want to get projects organized quickly.
Teams can learn the interface quickly and start using it without a long setup. Nifty keeps the focus on the project rather than the mechanics of the tool.
Key features
- streamlined workflow
- automated task management
- communication integration
8. ClickUp: for agile teams
ClickUp is a project management tool that’s designed to be customizable and agile. It offers a variety of features, including task management, Gantt charts, resource management, and real-time collaboration.
Teams choose ClickUp for its deep customization. It bundles features associated with Asana, Trello, Notion, and Jira, so the same platform can handle task management and serve as a knowledge base.
Its free plan has a 100 MB file size limit and allows unlimited tasks and team members. The plan also includes live chat, time tracking, and in-app video recording.
Key features
- almost everything can be customized to your needs
- 50+ widgets can be used to personalize the dashboard
- generous free plan with many helpful features
9. Teamwork: advanced Kanban view
Teams that need more reporting than Trello provides can look at Teamwork, which also uses a Kanban view and has more advanced reporting features.
Teamwork also targets teams migrating from other project management systems. Its migration process and pre-built templates help new users get started after signup.
Key features
- has advanced features such as resource allocation
- file upload supports versioning
- pre-built templates speed up setup
10. Toggl Plan: for fast-moving teams
Compared to the other mentioned tools on the market, Toggl Plan visualizes progress with timelines. It targets busy small teams, such as agencies and consultancies.
The interface relies on simple drag-and-drop scheduling for project timelines, resulting in a clear overview of what everyone is working on, and how long it’ll take. Team members can collaborate on tasks, leave notes, upload files and use checklists to stay organized.
Toggl Plan also natively integrates with Toggl Track for time tracking. This is ideal for businesses that bill by the hour and need to ensure that their estimates are accurate.
Key features
- visualizes workload across teams
- drag-and-drop scheduling
- bird’s-eye view for planning ahead
11. ActiveCollab: built for agencies & freelancers
Another tool that targets agencies (and freelancers) is ActiveCollab. As with Teamwork, ActiveCollab allows you to easily import data from other apps such as Asana, Basecamp and Trello. You can also test-drive the tool with the help of its sample projects to better understand how everything connects.
The free version includes up to 3 team members, unlimited projects and tasks, and 1 GB of storage. Project managers can use the mobile apps to manage tasks on the go.
ActiveCollab extends project tracking with client billing. Connect a payment processor, send invoices, and collect payments from the same system.
Key features
- has list of daily tasks for each team member
- custom groups + chat with team
- detailed team reporting for tasks and timeline
Bonus: Monday, a popular general-purpose alternative
Monday describes itself as a work operating system, with project management among its features. It allows you to invite external collaborators (similar to Wayfront). You’re able to customize access rights so that they only see the most relevant information.
Monday also integrates natively with services such as Dropbox, Slack, and Zoom. You can extend its features with automations built through Zapier or the API.
Key features
- integrates with other Monday products
- many help resources available
- fun-to-use collaboration features
What should you look for in project management software?
Use these 4 project management software criteria to compare the available tools:
Price: Plans range from free to hundreds of dollars per month. Set your budget, then check which features and usage limits it buys.
Focus: Match the software to your team size, industry, and workflow. Wayfront, for example, simplifies project management for agencies offering productized services.
Features: List the work your team does every week. You may need task lists and calendars, or deeper features such as custom fields, automation, time tracking, client access, and real-time reports.
Integrations: Check whether the software connects to the rest of your stack. Wayfront integrates with agency tools such as Zapier, Google Analytics, and MailChimp.
The right software fits your budget, supports your core workflow, and connects your team with clients or other external collaborators. Use those requirements to cut the shortlist before feature lists swallow an afternoon.
Features of project management software to look for
The right feature set depends on your team size, project type, and budget. Start with the workflows you run every week, then check that the software supports them.
Generic feature counts can hide the gaps that matter in daily work.
General-purpose project management software can cover a lot of ground. Your projects may be highly specialized, with goals that require features such as custom fields, automated reporting, billing, or client access.
Picture an SEO agency choosing project management software. The team might see that a general tool such as Wrike is popular and decide to try it.
For that use case, start with our SEO project management software comparison instead of a generic shortlist.
The agency may eventually find that Wrike lacks industry-specific features it needs, such as automated client reporting on SEO progress and results. Wayfront is designed for SEO agencies and other productized service businesses, so automated client reporting is a core feature.
Choose a tool built for your organization, or one you can customize around its real workflows.
Best project management software FAQ
What is the most popular project management tool?
According to Datanyze, Jira is the most popular PM tool with a market share of over 40%.
Which is the best project management software?
Jira is the most popular option and many teams consider it the best project management software. Your selection criteria still decide the right fit: Asana suits teams that want a simple all-in-one tool, while ClickUp suits agile teams.
What is the easiest project management software?
Toggl Plan and Todoist are among the easiest project management apps to use. Teams can set up projects and invite members without training. Todoist organizes work as tasks, while Toggl Plan uses timelines.
