You know it, we know it: inefficient processes, chaotic workflows, and unclear comms can be some of the greatest threats to your agencyâs profitability and existenceâso choosing the right tool stack to support you is incredibly important.
And in this piece, we'll try to help you do exactly that.
Quick sidebar: We are assuming that you landed here knowing what we mean by agency management tools. If you donât, or you want to make sure youâre in the right place, you can skip to the end of the list to see a quick definition before you start reading.
The 8 must-have agency management tools to grow your agency in 2024
Instead of overwhelming you with a long list of options, we will share agency management software we can vouch for. Weâve chosen tools created by individuals who have worked at/with agencies before and software solutions used by our customers who run agencies or by ourselves during our agency days!
Here are our top picks for agency tools that specialize in resource management, project management, project collaboration, and time tracking đđżÂ
- Float: A built-for-purpose resource management systemÂ
- Teamwork: An all-in-one agency management toolÂ
- Jira: A project management tool for software teams
- Trello: A simple tool for collaboration
- Asana: A powerful task management toolÂ
- Miro: A visual collaboration toolÂ
- Float (again!) for budgeting and time tracking
- Slack: An async communication tool
Start resource planning with the #1 rated software
Plan your teamâs best work with Float, the #1 rated software on G2 for resource management. Get an accurate view of your teamâs capacity to plan resources and schedule tasks with confidence.
Find out moreFloat: A built-for-purpose resource management software
đ˘ Founded in: 2011
đŻ Primary software category: Resource management
đ G2: 4.2 (1,200+ reviews); Capterra: 4.5 (1,570+ reviews)
đ Overview
Float (yes, thatâs us!) is a resource management and planning tool that helps you plan your teamâs time and allocate work based on your teamâs capacity. It allows you to find the best team for every client project.
Fun fact: Our founders built Float because they worked at an agency and saw the many gaps in resource management and capacity planningâso you can be sure that this is a tool made by people who understand your challenges.Â
- A shared schedule serves as your teamâs single source of truth and lets you always know who is working on what so you avoid double-booking. You can use color codes to help you differentiate projects on the schedule.Â
- Capacity management features ensure you keep tabs on your teamâs availability and adjust workloads when necessary instead of waiting till it is too late.Â
- Float allows you to set your teamâs custom work hours, locations, and billing rates. You can also approve time off, ensuring you avoid nasty surprises during your projects.Â
- Project estimation is made easy with the tentative project feature, allowing you to plan unconfirmed projects.Â
- The Report dashboard provides easy-to-understand information about your team's performance. You can see who is overworked, who is spending time on non-billable tasks, and who has been on the bench for too long.Â
Want to know how Float helps agencies in real life before giving it a try?
Watch this video to see how Flight Story, a marketing and communications company that has been using Float since 2019, is 50% more efficient and saves 2 hours every day with Float đđž
đ Key features
- â Multi-project and task planning
- â Real-time budget tracking
- â Forecasting and reporting
- â Resource utilization tracking
- â Capacity management
- â Easy-to-use visual interface
Japie Stoppelenburg
Founder of Truus.
There was no way for us to do this company with this amount of clients, with this sort of big brands, and deliver all this work without the system. There are so many projects happening at the same time that for a small agency like us, there is no way to handle that amount of little projects without having a visual planning tool.
Learn how Truus achieves 20% more efficiency while maintaining a 90% delivery rate with Float
đ¤Integrations
Float's list of dedicated integrations continues to grow. Currently, teams can connect with project management tools like Teamwork, Jira, and Asana, with more coming soon. Float also already has integrations built with Slack, Google Calendar, Outlook, and Zapier.
âCons
If you are looking for an all-in-one project management tool, then weâre not afraid to say that Float wonât be right for you. Our tool is made for resource management, and we are laser-focused on helping you plan capacity and schedule work.Â
But if you keep reading, youâll find other project management options that could work for you.Â
đ° Pricing
1. Starter. $6 per person per month, billed annually. All the resource scheduling capability you need with unlimited projects and powerful reporting. Best for teams of up to 30 people.
2. Pro. $10 per person per month, billed annually. Everything in Starter, plus built-in time tracking, single sign-on (SSO), and workflow features designed to scale. Best for growing teams of 30+ people.
3. Enterprise. A custom plan that includes everything in Pro and is designed for larger organizations with heavier compliance and support needs.
Free trial: Yes, 30 days.
Tired of missed deadlines, inaccurate project plans, and burned-out team members?
Float can help you plan your teamâs time, estimate projects correctly, and allocate work based on team membersâ capacity.
Try for free today2. Teamwork for project management
đ˘ Founded in: 2007
đŻ Primary software category: Project management
đ G2: 4.4 (1,000+ reviews); Capterra: 4.5 (800+ reviews)
𧪠Free trial: Yes, 30 days.
Teamwork is a project management tool that gives you everything you need to run clientsâ projects from start to finish. From intake forms to task management to invoicing, this tool provides very specific features to help with the occasional headache of client management
Hereâs another fun fact: much like Float, Teamwork was also built by people who ran an agency. They saw the need for a tool that helped people handle all aspects of client work.Â
- It allows you to break projects into granular tasks that you can assign to team members and manage on an ongoing basis. You can track your teamâs time, set and manage budgets, and create invoices in Teamwork.
- Project managers can build customizable workflows to suit their teamâs needs, and their project templates make getting started easy.
- It lets you collaborate with customers within the tool so they can see project progress and give feedback on deliverables.
đ Key features
â
Customizable templates and boards
â
Task tracking and deadline setting
â
Visual milestones and project timelines
â
Real-time status updates
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In-app communication through messages, chats, files, & notebooks
đ¤Integrations
Teamwork has a host of custom integrations specifically built for its users. The most popular integrations for agencies include Float, Gmail, Hubspot, and Slack.
Pro-tip: Start your projects by creating task lists in Teamwork and import them directly into Float, where you can drag and drop them onto your teamâs schedules. Check out the Teamwork and Float integration here.
âCons
- Teamwork may run slower than normal than you need it to when there are lots of projects and tasks.
- Teamwork is not made for resource management. Therefore, it is not the best option for planning your teamâs time.
đ° Pricing
Teamwork has five plans (in yearly billing)
1. Free. For up to 5 users and includes time tracking, managing clients, and project management essentials (e.g., tasks, Gantt charts)Â
2. Starter. $5.99 per user per month, billed annually. More integrations and project management features.
3. Deliver. $9.99 per user per month, billed annually. Includes more reports (e.g., project status, portfolio health, burndown) and team management.
4. Grow. $19.99 per user per month, billed annually. With budget management tools, resource scheduling, additional integrations, and advanced project management features.
5. Scale. Custom. Includes every feature with advanced, unlimited reports, and retainer management.
Pro tip
Capacity planning and project management tools are not an either/or, and they work hand-in-hand with one another. Start your projects by creating task lists in Teamwork, and import them directly into Float where you can drag and drop them onto your teamâs schedules.
Check out the Teamwork and Float integration here.3. Jira for managing software projects
đ˘ Founded in: 2002
đŻ Primary software category: Issue tracking
đ G2: 4.3 (5,600+ reviews); Capterra: 4.5 (13,900+ reviews)
đ Overview
Jira is an issue management and project management tool that lets you plan projects, track work, and review projects.Â
Because it was first an issue-tracking tool, it has in-built workflows that serve agencies working on software projects extremely well. On top of that, it offers both Kanban and Scrum boards out-of-the-box, so you can choose whichever fits your project best while you're in the planning stage.
While a project is in progress, Jira tracks it in real-time and builds sprint reports and velocity charts so you can monitor productivity and, if needed, move tasks around to meet a due date.
đ Key features
â
Agile project management/sprints
â
Pre-built, customizable workflows
â
Real-time project updates
â
Scrum/Kanban boards
â
Issue tracking
đ¤ Integrations
As Jira is part of the Atlassian family, it has integrations with 3,000+ apps, including must-have developer tools like GitHub, BitBucket, and ScriptRunner. Jira also integrates with other agency management tools like Trello (see below) and Float.
Pro-tip: For fast resource and capacity planning of your Jira projects, check out the Jira and Float integration on the Atlassian Marketplace here.
đ° Pricing
1. Free. For up to 10 users.
2. Standard. $8.15 per user per month for up to 35,000 users.
3. Premium. $16 per user per month, everything in Standard plus advanced roadmaps, 24/7 support, and their âAtlassian Intelligence (AI).â
4. Enterprise. Available for more than 801 users and includes multiple sites and advanced security.
4. Trello: A simple tool for collaboration
đ˘ Founded in: 2007
đŻ Primary software category: Project management
đ G2: 4.4 (13,400+ reviews); Capterra: 4.5 (23,000+ reviews)
𧪠Free trial: Yes, 14 days.
đ Overview
Trello is a Kanban-style collaboration tool you can use to manage your teamsâ projects, especially if you run a small agency. It is like a digital whiteboard and pinboard rolled into one.
- Teams create individual tasks (referred to as âcardsâ) on custom "boards", which they can collaborate freely on by sharing comments and replies, adding attachments, assigning labels, due dates, team members, and more.Â
- The boards can be set up in different areas, each with a customizable heading. This keeps the status of tasks and projects transparent to the whole team. It also keeps everybody on your team accountable for meeting their individual deadlines.
- Trello also allows you to automate your workflows using Butler, their AI tool. You can use templates from the community to save time instead of customizing boards from scratch.Â
đ Key featuresÂ
â
Create custom boards and cards
â
Add checklists within task cards
â
Add team members, labels, attachments, and deadlines to task cards
â
Team members can comment on cards to log and track task activity
â
Create public or private links to share your boards and cards
đ¤ Integrations
Trello Power-Ups are add-ons that let users import or connect their boards with other services from within the app. Popular Power-Ups include Gantt charts, Slack, Map, and Custom Fields. Trello also has integrations with big software names like Salesforce, Github, Evernote, and Google Drive. Check out Trello's searchable integration database here.
đ°Pricing
1. Free. Best for individuals and small teams.
 2. Standard. 5$ per user per month, billed annually, for unlimited boards and checklists.Â
3. Premium. 10$ per user per month, billed annually, which includes timeline views and dashboards, and more security options (e.g. domain restrictions).Â
4. Enterprise. 17.5$ per user per month, billed annually, including unlimited workspaces, advanced permission settings, and enterprise support.
5. Asana: A powerful task management toolÂ
đ˘ Founded in: 2008
đŻ Primary software category: Project management
đ G2: 4.3 (9,300+ reviews); Capterra: 4.5 (12,000+ reviews)
𧪠Free trial: Yes, 30 days.
đ Overview
Asana is a project management platform that helps you plan and manage work while keeping your team on the same page. For agencies with multiple ongoing projects, Asana offers a way to set dependencies, prioritize tasks, and communicate with team members so that no deadline is missed.Â
- Easily plan projects by creating tasks, adding instructions and due dates, and then assigning it to a team member. These tasks will then appear on a shared board or timeline, where team members can share notes, feedback, and attachments as each task progresses.
- The visual Kanban option helps you move tasks from early stages along a project pipeline as they progress. This visual part of Asana makes it easy to track how a project is going without wasting time in back-and-forth email threads.
- The guest access feature lets you invite clients to collaborate on projects, and you can manage the guestsâ access level.Â
- Asana Intelligence, an AI feature, can create status report summaries, summarize action items, provide insights about projects, identify blockers, and determine the next steps for projects.Â
đ Key features
â
Assign multiple users and tasks within a single project
â
Keep communication outside email and within each task or project
â
Create custom calendars and deadlines for individual projects
â
Easily assign tasks to team members using @username
â
Custom fields allow team leaders to capture information and track statuses
đ¤ Integrations
Asana is a popular tool among agency folks, so itâs not surprising it boasts integrations with other agency software like Adobe Creative Cloud, Google Drive, and Microsoft Apps. It also integrates with Float, making it super easy to sync and schedule your Asana tasks to resources. You can check out the complete list of Asana's integrations here.
â Cons
- While Asana offers some resource management features, it doesnât have the essential features for capacity managementâwhich means you might get into trouble if you cannot get a good look at the big picture of your agencyâs utilization:
Nick Patterson
Co-CEO of STORM+SHELTER
It was really difficult for us to get a big picture, look at how busy we were, who was being scheduled on what, especially if multiple tasks were going on in one day. The diary view in Asana wouldn't be able to give you a good idea of what was happening,
đ°Pricing
1. BasicâFree. Project management for individuals or teams just getting started. Doesnât include resource management.Â
2. Premium. $10.99 per user per month, billed annually. Track and plan projects with timelines, milestones, etc.Â
3. Business. $24.99 per user per month, billed annually. For companies that need to manage portfolios and work across multiple departments. Limited resource management is possible through the âWorkloadâ addition.
Miro: A visual collaboration tool
đ˘ Founded in: 2011
đŻ Primary software category: Visual collaboration
đ G2: 4.8 (5300+ reviews) Â ; Capterra: 4.8 (1400+ reviews)
đ Overview
Miro is a visual collaboration tool that helps teams brainstorm ideas, discuss, and create plans and presentations. Agencies can also build wireframes and storyboards, map out products, and visualize complex systemsâfor example, our team at Float has been using Miro in partnership with a video agency to storyboard some of our recent video releases:
- Widgets like sticky notes, shapes, arrows, and comments help you run meetings in Miro, whether it is with team members or clients.Â
- Embedded video, chat, and commenting features support asynchronous collaboration. Your team can get feedback and approvals without having to meet in real-time.Â
- Hundreds of templates created by customers and the internal team for everything from go-to-market strategy to agile boards to wireframes provide the foundation you need to build ideas, projects, and presentations.Â
đ Key features
â Collaborate on a visual whiteboard
â Express complex ideas with diagramsÂ