The 12 Best Agency Client Management Tools & Software in 2025

If you run a marketing agency, you might still be switching between half a dozen tools, manually tracking client data, and scrambling to deliver flawless service without burning out your team. Sound familiar?

While client expectations know no limits, the same can’t be said for your team’s capacity. Time spent answering endless emails, juggling contracts, chasing approvals, and wrangling disparate data is time that could be spent fueling creativity and growth.

The right client management software solves this by automating repetitive tasks, centralizing communications, and keeping clients up to date on project status while keeping your sensitive internal data under wraps. It turns your agency from chaotic to coordinated, even when managing dozens of clients at once, freeing up your team to focus on the bigger picture.

In this guide, we break down the best client management tools for agencies in 2025. We’ll cover must-have features like client portals, workflow automation, seamless CRM integrations, and reporting that actually drives results. Let’s get into it!

What Is Agency Client Management Software?

Agency client management software is designed to streamline how marketing agencies handle client relationships, projects, communications, and billing–all from one place. Unlike generic CRM or project management tools, these platforms offer agency-specific features like marketing agency management benchmarks, branded client portals, automated workflows, multi-client dashboards, and real-time profitability metrics.

They help agencies keep every client’s information organized, automate repetitive tasks, and provide transparent reporting that clients trust.

Why Your Digital Agency Needs Client Management Tools

Digital agencies operate in fast-paced, detail-heavy environments. Managing multiple clients with different goals, timelines, and deliverables without the right marketing agency tools leads to errors, delays, and unhappy clients.

Client management software cuts through that chaos by automating routine tasks, centralizing communications, and offering data-driven insights. This improves efficiency, reduces manual effort, increases client satisfaction, and gives your agency the agility it needs to grow profitably.

Make every client feel like your only client–try AgencyAnalytics free for 14 days.

Best Agency Client Management Software Compared

Choosing the right client management software means matching your agency’s unique needs with the platform’s capabilities. Factors like workflow automation, client portal customization, reporting power, and pricing flexibility can make or break your agency’s success.

With all the tools on the market, making a decision becomes one more item on your to do list. To help narrow it down, we've listed the best marketing project management software, including typical features and pricing, to help you find your perfect fit.

1. Productive.io

Productive is an all-in-one agency software platform designed to help service-based businesses streamline operations. Manage everything in one place—from time tracking and budgeting to resource planning and team collaboration. You can add clients directly to projects with customizable permissions, enhancing client engagement while keeping sensitive agency data secure. Productive also makes it easy to treat each client or project as its own profit center, which is great for optimizing margins and managing cash flow more effectively.

Key features:

• Integrated CRM and client portal

• Invoicing integration (e.g., QuickBooks, Xero)

• Financial forecasting and overhead allocation

• Detailed time tracking & resource planning

• Real‑time profitability and budget management

Pricing: Starts at $9 per user per month.

2. Bonsai

Bonsai is a client and business management platform that simplifies the entire agency workflow, from onboarding to invoicing. It combines CRM, project management, contracts, and billing into one system, so your team stays focused on the task at hand without juggling multiple collaboration tools. With everything centralized, it boosts team collaboration, supports seamless client engagement, and helps you deliver a consistent, professional experience. It’s especially useful for streamlining operations and scaling new business efficiently.

Key features: 

• Contracts, proposals & e-signatures

• Client portal for engagement and files

• CRM built into client workflows

• Centralized invoicing and expense tracking

Pricing: Starts at $9 per user per month.

3. FunctionFox

FunctionFox is a flexible agency software tool built for creative teams that need to adapt their workflows as they grow. Whether you bill by retainer, fixed fee, or time and materials, it supports multiple billing models to help you stay in control of budgets and cash flow. The platform offers project tracking, reporting, and collaboration tools to keep your team aligned and productive. Its customizable structure helps streamline your agency workflow while maintaining visibility into your most important metrics.

Key features:

• Stopwatch & manual time entry

• Unlimited clients/projects with budget tracking

• Expense tracking within projects

Pricing: Starts at $10 per user per month.

4. Kantata

Kantata is a project and client management platform built for agencies that want full visibility into both project progress and financial performance. It brings together project planning, time tracking, and billing in one streamlined system, making it easier to stay on budget and keep clients in the loop. With a focus on profitability and transparency, Kantata helps your team deliver great work while keeping business operations running smoothly.

Key features:

• Customizable client portals

• Project budgeting and forecasting

• Automated invoicing and payment tracking

• Integrated time tracking and expense management

Pricing: Custom pricing.

5. Ravetree

Ravetree is an all-in-one work management platform that makes it possible for agencies to monitor projects, clients, and resources from a single hub. Connect client details directly to project workflows, time tracking, and financials, so everything stays organized and easy to access. Teams can collaborate more effectively while maintaining full transparency across tasks and budgets. 

Key features:

• Client relationship management with contact profiles

• Resource allocation and time tracking

• Automated invoicing and expense tracking

• Customizable reports and dashboards

Pricing: Starts at $29 per user per month.

6. Scoro

Scoro is a comprehensive business management platform that brings together CRM, project management, billing, and reporting in one unified system. Designed for growing agencies, it helps teams manage projects from first contact to final invoice without switching between tools. With Scoro, everything from task tracking to financial oversight lives in one place, so your agency can scale operations while continuing to deliver a seamless client experience.

Key features:

• Client database with communication tracking

• Project timelines with milestones and budgets

• Time tracking linked to billing

• Automated quotes, contracts, and invoices

Pricing: Starts at $19.90 per user per month.

7. Hive

Hive is a dynamic project management platform built for fast-moving teams that need flexibility and real-time visibility. It supports a range of workflow styles so teams can work the way that suits them best. With built-in messaging, file sharing, and approval tools, Hive makes it easy to collaborate with clients and keep everyone aligned. It's ideal for agencies that thrive on agility and seamless project execution.

Key features:

• Task management with dependencies and Kanban boards

• Client collaboration portals

• Time tracking and resource management

• Native integrations with email and calendar tools

Pricing: Free plan available; Paid plans start at $5 per user per month.

8. ClickUp

ClickUp is a highly customizable project management platform that makes it easy for you to work the way you want. From client information and internal tasks to documents, timelines, and communication, everything lives in a single workspace. Teams can tailor workflows to match their exact needs, whether they’re managing sprints, content calendars, or client deliverables. With ClickUp, you get full visibility and control without sacrificing flexibility.

Without effective project management, it’s easy to miss important pieces, and the team starts to cut corners. It helps us deliver their projects on time, within budget, and to our clients’ required quality standards. It’s essential for competitiveness and long-term success. 

Alejandra Villarreal, COO, Website Depot

Key features:

• Custom client dashboards and views

• Native CRM capabilities

• Time tracking and goal tracking

• Docs, wikis, and chat all in one platform

Pricing: Free plan available; Paid plans start at $5 per user per month.

9. Wrike

Wrike is an enterprise-grade project management platform designed to help agencies handle complex workflows and large client portfolios with ease. It offers powerful reporting, automation, and customizable dashboards that give teams deep insights into project progress and performance. With advanced collaboration features and scalable tools, Wrike supports efficient project delivery alongside a high level of client service.

Key features:

• Customizable client portals and workspaces

• Real-time collaboration and document sharing

• Time tracking and workload management

• Advanced reporting and analytics

Pricing: Free plan available; Paid plans start at $10 per user per month.

10. Monday

Monday is a visual and flexible work management platform designed to help marketing teams plan, track, and deliver client projects with ease. Its intuitive boards and customizable workflows make it simple to automate repetitive tasks and keep everyone on the same page. With built-in communication tools and transparent project views, Monday helps teams stay on track and meet deadlines.

Key features:

• Client-specific boards and workflows

• Automated notifications and approvals

• Time tracking and workload views

• Integrations with CRM and email platforms

Pricing: Free plan available; Paid plans start at $13 per user per month.

11. Trello

Trello is a straightforward, visual project management tool that helps small agencies and freelancers organize client projects and communications. Using boards, lists, and cards, teams can easily track progress and collaborate in a simple, intuitive interface. Its flexibility makes it easy to customize workflows without overwhelming complexity. Trello is ideal for those who want a no-fuss way to keep projects moving forward.

Key features:

• Kanban boards and customizable cards

• Client collaboration with comments and attachments

• Due dates and checklists for task tracking

• Power-Ups for calendar, time tracking, and integrations

Pricing: Free plan available; Paid plans start at $5 per user per month.

12. AgencyAnalytics

AgencyAnalytics is the only reporting platform purpose-built for marketing agencies. Outfitted with advanced client and staff management tools that keep track of task assignments, and the ability to set goals and create custom metrics, AgencyAnalytics makes it easy to track client results and improve client outcomes. From branded dashboards to automated updates, it gives your clients the transparency they expect without adding more to your team’s workload.

With customizable reporting, real-time data, and client-specific access controls, you’ll streamline operations, prove ROI, track billable hours, and keep all your clients informed through the entire process.

Monthly reports tell our clients that what they’re paying us to do is worth the money.

Michael Gasser, Co-Owner & Partner, Squeeze Marketing

Case in point: For Distribute Digital, scaling operations without sacrificing client experience was a growing challenge. Manual reporting slowed down the entire agency and risked inconsistencies that could erode client trust.

Switching to AgencyAnalytics has saved the agency over 66 hours per month, freeing up time to focus on pipeline management, retention, strategy, and high-touch service. Clients are granted user access to campaign performance through custom marketing dashboards and automated reports, giving them clear, consistent updates without extra back-and-forth.

The result? Stronger relationships, smarter decisions, and more time spent on delivering results–not formatting spreadsheets.

Read the full case study →

Key features:

• Custom metrics: Align reports with each client’s unique goals to track progress and deliver insights that actually matter.

• Goal and budget tracking: Show, don't tell. Keep track of client campaigns with visual progress updates and provide instant visibility that even the best agency project management software can't touch.

• Marketing agency task management: Assign team members tasks and track performance

• Client dashboards to save time: Impress clients by supporting them through their client reporting platform. Give clients their own secure, branded portal for real-time visibility and keep everyone on the same page, minus the extra emails.

• Automated client reporting: Save hours each week with scheduled, polished reports that send themselves. That's one less task your project managers have to focus on.

• Client messaging: Connect your preferred client messaging tool to discuss reports, share real-time insights, and answer questions without leaving your reporting platform.

Pricing: Free 14 day trial, then plans start at $59 per month.

Choosing the Best Agency Management Software

Client relationships are the core of every marketing agency’s success. But as your client roster grows, managing contracts, communications, and deliverables across multiple accounts becomes a juggling act, and too often, manual processes, disconnected tools, and missed details create bottlenecks.

To find client management software that truly elevates your agency's performance, focus on features that keep your client details straight, help track project progress, and streamline agency operations.

Before committing, take advantage of any free trial offers to test the tools and compare them to project management software or financial software you might already have in place.

We've identified some of the key functionalities to keep in mind when choosing an agency management tool.

1. Designed for Multi-Client Complexity

When you’re handling multiple clients with unique needs, timelines, and brand voices, generic CRM or project tools don’t cut it. They lack the ability to customize client portals, segment access, or tailor reporting by account.

Look for software built with agencies in mind: tools that let you manage multiple client profiles seamlessly, control exactly what each client sees, and switch effortlessly between dashboards without losing context. When your client management platform mirrors your daily workflow, it makes your day-to-day operation smoother and more scalable.

2. Automation That Keeps Clients Moving Forward

Small delays add up quickly. Missed contract signatures, forgotten follow-ups, or late approvals can kill momentum and damage client trust. Let your team focus on creative agency work while your software handles the busywork.

Automation features act as your agency’s safety net. They keep client onboarding steps on track, send timely reminders, and route approvals to the right people–all automatically.

3. Intuitive and Quick to Deploy

Your agency doesn’t have time to wrestle with complicated software. Clients expect quick responses and smooth service from day one.

'Choose platforms that integrate with your existing tech stack. Look for user-friendly dashboards, drag-and-drop setup, built-in time tracking, and pre-built templates. These features increase project profitability and cut onboarding time for your team. Providing easy access helps your clients feel comfortable. The easier it is to use, the quicker your agency starts seeing ROI.

4. Integrations That Keep Client Data Connected

Client info is notoriously difficult to keep track of. From contracts in your CRM, invoices in your accounting software, project updates in task management tools…. Without integrations, valuable data slips through the cracks, creating gaps and inefficiencies.

Pick client management software that plays well with your existing stack so all client interactions and documents are accessible in one place. A unified view empowers your agency to respond faster and strategize smarter.

Access more than 80 marketing platform integrations from a single location! Try AgencyAnalytics free for 14 days. 

5. Reporting That Proves Your Value

Manual reporting is slow and prone to human error, preventing your agency from scaling. The best client management tools generate automatic, customizable reports with real-time data, showing progress, ROI, and project status on demand. When you show clients transparent, branded reports, trust deepens and retention improves.

6. Pricing That Scales With Your Growth

Many platforms start cheap but charge more as you add users, clients, or features. You want software that grows with you, not a cost center that shrinks your margins.

Look for scalable pricing models that support your agency’s growth and let you add clients without blowing your budget. 

Make Client Management the Easiest Part of Your Job

Behind every successful agency is the right software. Your time is too valuable to waste on toggling between tools, chasing progress updates, or formatting spreadsheets. Whether you’re tracking financial performance, managing your sales pipeline, or fine-tuning business operations, AgencyAnalytics makes marketing agency task management easy. 

With real-time dashboards, automated reporting, seamless integrations, and branded client portals, your team will track performance across every campaign, prove ROI faster, and deliver a stellar client experience, all thanks to one powerful, easy-to-use platform.

Start your free 14-day trial of AgencyAnalytics and see how simple client management can be.