Less is definitely more — at least when it comes to the tools used in project management for agencies. Yet if you ask project managers which tools they use, you’ll get a seemingly endless list.

Unsurprisingly, having a bloated toolkit is hugely inefficient.

It requires you to constantly switch between platforms and capabilities, learn a ton of different conventions and rules, and go through endless onboarding programs.

The solution?

Pick just one or two powerful project management tools that’ll do everything your agency needs.

To help you find the silver bullet, we’ve rounded up the 10 best project management software for marketing agencies.

Key features to look for in project management software for marketing agencies

  • Ease of use. A project management tool should help teams work together more effectively, not force them to sink time into figuring out how they work — even with large feature sets.
  • Task and project tracking. Look for platforms that allow you to manage tasks and track progress across specific projects to meet deadlines.
  • Versatility. Flexible solutions that adapt to your team’s workflows — whether Agile, Kanban, or otherwise — can significantly improve efficiency.
  • Integration capabilities. The more capable a tool is in integrating with software like email, file-sharing tools, or CRM systems, the more seamless projects will be.
  • Scalability. As your agency grows, the software should scale with your needs. Advanced features should feel intuitive but not overwhelming to small teams.
  • Cost-effectiveness. For most teams, budget will be the most important factor in their decision.
Looking for project management software for your agency? Check out these 10 options. Click To Tweet

Boost your team’s efficiency with Hubstaff's productivity tools

Try it free for 14 days

1. Trello

Trello homepage

Trello enhances team productivity with its highly visual approach to managing projects. Its intuitive interface allows teams to connect projects and tasks seamlessly, making it ideal for creative projects and collaborative efforts.

Key features

  • Kanban boards. Organize tasks and projects into boards, lists, and cards.
  • Power-Ups. Enhance functionality by integrating with tools like Slack, Google Drive, and Jira.
  • Automations. Automate repetitive tasks and workflows to boost efficiency and allow the entire team to focus on more important tasks.
  • Multiple views. Visualize projects in various formats like calendar, timeline, and dashboard views.
  • Templates. Access multiple templates for specific projects, such as marketing campaigns and product launches.

Pros

  • Its simple user interface enables quick adoption, enabling teams to start managing projects without extensive training.
  • The platform can easily be adapted to various workflows, supporting diverse teams and project types.
  • Real-time updates and integrations make it easy to keep the team on the same page.

Cons

  • Lacks some advanced project management capabilities required by larger organizations.
  • Handling complex project dependencies can be challenging.

Pricing

  • Free: Unlimited cards, up to 10 boards per workspace, unlimited storage, and unlimited activity log.
  • Standard ($6/user/month): Advanced checklists, custom fields, single board guests, and saved searches.
  • Premium ($12.50/user/month): Multiple project views, Atlassian Intelligence, admin and security features, and workspace-level templates.
  • Enterprise (annual billing only; starts at $210/user/month for 50 users): Organization-wide permissions, public board management, multi-board guests, attachment permissions, and SSO and user provisioning.

2. Kantata

Kantata homepage

Kantata (formerly Mavenlink) offers robust tools for project and resource management. With its emphasis on visualization, it’s a strong contender for marketing agencies juggling multiple projects.

Key features

  • Visual project aids. Kantata offers Gantt charts and bar charts, helping you track project progress, task dependencies, and priorities effectively.
  • Project templates. Save time with customizable templates that break down projects into repeatable tasks with estimated durations (e.g., “Client brainstorming session, 2 hours”).
  • Cascading deadline adjustments. Automatically shift dependent task deadlines when one milestone changes.
  • Resource management. Optimize team assignments and balance workloads for better efficiency.
  • Financial insights. Manage budgets and monitor profitability in real time.

Pros

  • Strong visualization tools make it easy to track complex projects.
  • Custom templates streamline workflows for agencies handling similar project types.
  • Dynamic scheduling saves time when timelines change unexpectedly.

Cons

  • Pricing can be a hurdle, especially for small to mid-sized agencies.
  • The extensive features may take time to master for new users.

Pricing

Kantata does not publish its pricing on its website. Interested teams should contact their sales team for a customized quote based on the agency’s size and needs.

3. Workamajig

Workamajig homepage

Workamajig is designed to be a creative project management software. It offers a wide range of features that support everything from initial client engagement to final project delivery.

Key features

  • Integrated project management. Manage projects of any size with resourcing, proofing, and communication tools. 
  • Resource and traffic management. Schedule, plan, and assign work across teams and departments. 
  • Financial management. Improve margins with better reporting, accurate invoicing, and detailed expense tracking — all within a system that works the way agencies do. 
  • Sales CRM. Capture new opportunities, schedule follow-ups, and generate projects with an intuitive CRM. 
  • Agency insights. Make informed, smart decisions with real-time dashboards and financial reports that provide complete business intelligence. 

Pros

  • Workamajig consolidates multiple functions — project management, CRM, accounting — into a single platform, streamlining operations.
  • The app is designed with the unique workflows of creative agencies in mind.
  • Suitable for agencies of various sizes thanks to its adaptability to changing business needs.

Cons

  • The average implementation period is 2 to 3 months, which may be lengthy for agencies seeking a quick setup.
  • The extensive feature set may require significant training and adjustment for new users.

Pricing

Workamajig does not publicly disclose specific pricing information. Contact their sales team directly to get a quote based on your organization’s requirements.

4. Agency Hub

Agency Hub homepage

Agency Hub by PBworks is a project management platform for digital agencies. It has features for teamwork and client engagement, making it a solid choice for small teams exploring project management solutions.

Key features

  • Visual project summaries. Access a real-time, single-screen overview of each project.
  • Document collaboration. Store, share, and collaborate with teammates within documents.
  • Automated notifications. Keep team members aligned with timely updates.
  • Task management. Assign tasks, track deliverables, and set deadlines.
  • Mobile accessibility. Access files anywhere via computer, smartphone, or tablet.

Pros

  • The free plan accommodates up to 15 internal users and 5 external users, making it ideal for small agencies.
  • Offers upgrade paths with additional features and storage for scaling agencies.

Cons

  • AgencyHub looks outdated compared to most of its competitors.
  • Lacks advanced project management functionalities found in more robust platforms.

Pricing

From AgencyHub’s free plan, you can upgrade to their Starter Package with 20 users, 100 GB of storage, and unlimited projects for $1,995 per year.

If your team is bigger or you have specific requirements, you will need to get in contact with their sales team.

5. Hubstaff Tasks

Hubstaff Tasks homepage

Hubstaff Tasks is an Agile project management tool designed to streamline project management processes for marketing teams. It offers visual workflows and Kanban-style boards to enhance project tracking and collaboration.

Key features

Pros

  • Highly compatible with Agile project management processes, enabling marketing teams to adapt quickly to changes.
  • Designed with simplicity in mind, making it accessible for teams new to project management tools.
  • Combines project management with integrated time tracking for comprehensive workforce and workflow management.
  • Pricing is straightforward and affordable, at $5 per user per month for the complete suite.

Cons

  • Supports fewer integrations than other options.

Pricing

Hubstaff Tasks offers a free 14-day trial. Pricing is fixed at $5 per user per month for all features, with a free plan available for up to five team members.

6. ProofHub

ProofHub home page

ProofHub is a versatile team collaboration platform designed to centralize workflows and help teams stay on top of projects.

Key features

  • Task management. Organize tasks with boards, tables, and custom workflows to suit your team’s needs.
  • Gantt charts. Easily plan and visualize project timelines, set dependencies, and adjust schedules.
  • Online proofing. Streamline the review and approval process with markup tools for creative assets.
  • Discussions. Facilitate team communication through dedicated discussion topics and real-time chat.
  • Time tracking. Monitor time spent on tasks and projects to improve project estimation.

Pros

  • ProofHub’s intuitive design has a friendly learning curve, enabling teams to adopt the platform quickly.
  • The platform offers simple fixed-price plans with no per-user fees, making it cost-effective for teams of any size.
  • Combines project management and collaboration tools.

Cons

  • Supports relatively few integrations.
  • The platform’s features are tailored more towards team collaboration, making it less suitable for solo users or freelancers.

Pricing

  • Essential ($50/month). 40 projects, unlimited users, and 15 GB of storage.
  • Ultimate ($99/month). Unlimited projects and users, 100 GB of storage, custom roles, workflows, and more.

7. SpiraPlan

SpiraPlan is an enterprise-level project management tool for agile development teams. It has comprehensive tools to oversee projects from ideation to completion.

Key features

  • Project dashboards. Each project features a dashboard homepage that consolidates critical information, providing a comprehensive, easily digestible overview of the project’s health.
  • Resource allocation. Plan and assign tasks effectively, ensuring optimal utilization of team members across various projects and sprints.
  • Time tracking. Monitor time spent on tasks and incidents, facilitating accurate billing and performance assessment.
  • Risk management. Identify, analyze, and mitigate risks with an integrated system that supports comprehensive risk assessment and monitoring.
  • Collaboration tools. Enhance team communication through integrated instant messaging and chat features, promoting seamless collaboration.

Pros

  • Designed with Agile methodologies in mind, which could be advantageous to development teams.
  • Offers a wide range of features, including project management, resource allocation, and risk management.
  • Can accommodate teams of various sizes from startups to large organizations.

Cons

  • The extensive feature set may require a significant learning curve and time investment for full adoption.
  • It is expensive — for a team of three users, each user will cost $67 per month. The price is lower for bigger teams, but this can easily hinder small teams.

Pricing

SpiraPlan’s pricing scales based on team size, offering greater value per user as your organization grows:

  • Team of 3: $201.99 per month, or $67.33 per user.
  • Team of 50: $2,087.99 per month, or $41.76 per user.
  • Team of 200: $5,039.99 per month, or $25.20 per user.
  • Team of 1,000: $20,159.99 per month, or $20.16 per user.

While SpiraPlan becomes more cost-effective for larger enterprises, smaller teams will likely find the initial investment excessive. This tiered structure makes it a better fit for organizations with significant scale or those planning for rapid growth.

8. Wrike

Wrike homepage

Wrike is a versatile work management platform that connects projects and teams with comprehensive collaboration tools.

Key features

  • Customizable workspaces. Customize your workspace with several elements to meet your team’s specific needs.
  • Dynamic request forms. Automate work intake by routing all requests to a centralized, accessible location.
  • Gantt charts and calendars. Visualize project timelines and schedules with interactive visual menus.
  • Resource management. Allocate and monitor team capacity to optimize workloads and prevent burnout.
  • Integrations. Connect with a large selection of tools to consolidate all the data and communications in one place.

Pros

  • Wrike makes it easy to keep the entire team informed about specific projects.
  • Supports easy collaboration across departments through intuitive team structures in the app.
  • Customizability allows for adjustments as teams grow or project scopes change.

Cons

  • The extensive feature set may present a challenging learning curve.
  • Advanced features are only available in higher-tier plans.

Pricing

  • Free: Task management, subtasks, and the Kanban view.
  • Team ($10/user/month): Up to 15 users, unlimited projects, dashboards, and 50 automations per month.
  • Business ($24.80/user/month): Up to 200 users, unlimited dashboards, capacity planning, and real-time reports.
  • Enterprise (custom): Enterprise-grade security, business intelligence API, and customizable user types.
  • Pinnacle (custom): Locked spaces, QuickBooks integration, and PowerBI integration

9. RoboHead

Robohead homepage

RoboHead helps digital marketing agencies, freelancers, and large enterprises manage tasks, track progress, and streamline project workflows, keeping every team member on the same page.

Key features

  • Centralized dashboard. Provides an overview of ongoing projects and real-time reports for marketing teams to track progress accurately.
  • Customizable project request forms. Supports the creation of project briefs and the initiation of new projects.
  • Task management. Lets teams manage tasks, set deadlines, and monitor progress.
  • Online proofing and approval. Enables annotation and approval of uploaded media, streamlining the review process.
  • Resource management. Helps balance team workloads by providing visibility into the availability of each team member.

Pros

  • Designed with the specific needs of marketing and creative professionals in mind, facilitating better alignment and collaboration.
  • Offers a wide range of tools like project planning, task management, and online proofing.
  • Features an intuitive design that simplifies adoption and daily use.

Cons

  • Its extensive features may be overwhelming for smaller agencies with simpler project workflows.
  • Specific pricing details are not readily available, which may require direct consultation for accurate information.

Pricing

RoboHead offers custom pricing based on the specific needs and size of your team, but you need to contact their sales team.

10. Scoro

Scoro Homepage

Scoro is a comprehensive project management system designed for small and medium-sized marketing teams, offering a clean interface that supports productive collaboration.

Key features

  • Lifecycle tracking. Oversee the entire project lifecycle, from initial quoting to final billing.
  • CRM integration. Maintain a 360-degree view of client accounts, link tasks and events to specific contacts, and track opportunities.
  • Resource planning. Allocate and forecast work to optimize team utilization.
  • Financial management. Manage billing, expenses, and track late client payments within the platform.
  • File sharing and collaboration. Enables productive collaboration with integrated file sharing and communication tools.

Pros

  • Suitable for small to medium-sized businesses, with features that support growth and increased project complexity.
  • File sharing and communication features enhance productive collaboration for marketing teams.
  • Integrated billing and expense tracking tools simplify invoicing, expense management, and profitability tracking.

Cons

  • The extensive feature set may require time for new users to fully adapt.
  • The cost may be on the higher side for smaller teams or startups.

Pricing

  • Essential ($28/user/month): Projects, calendars, task boards, and invoices.
  • Standard ($42/user/month): Gantt charts, time tracking, recurring tasks, and financial reports.
  • Pro ($71/user/month): Planner, project budgets, timesheets, billable time, and sales report.
  • Ultimate (custom): Single sign-on, scheduled invoicing, company budgets and forecasts, and customer portal.

How do you choose?

Having the right project management software can make the difference between finishing a project on-time and within your budget, and totally missing the deadline while spending way too much.

If you’re stuck between several choices, write down your agency’s three biggest organizational challenges. You can use this as a reference for identifying which platform has the features your business needs most.

Why agencies need creativity in project management

Many modern agencies run on creativity to get the edge over competitors and come up with great ideas that will deliver enormous value to their customers.

But encouraging and streamlining creative processes is tricky; leaving them to run on their own is even more dangerous. Think missed deadlines, blown budgets — all of the worst outcomes.

Managing a group of people expected to come up with the next most brilliant idea in the whole world can be quite a ride.

It’s definitely not the same as organizing the work of a software development team, or, for that matter, of an accountancy firm.

But, the good news is, you’re not the only one facing this conundrum.

Many agencies have tried the same path before you and can share their knowledge. Here are some tips to ace project management for your creative agency.

#1. Understand the prerequisites for creative work

Coming up with innovative and attractive ideas rarely happens on a production line.

Creativity requires time, space, and, most importantly, mind space in a person’s head. Respect the needs of your team members and give them the flexibility they require. It’ll pay off.

#2. Don’t let bad clients ruin creative inspiration

While outstanding problems with your team’s work needs to be addressed, not every client’s whim has to reach your team’s ears. Your project manager can gather feedback and share it with the team in a discussion or conversation where concerns can be brought up and remedied.

The most demotivating thing for a creative person is to realize the people you create for don’t appreciate your efforts.

#3. Create clear processes to avoid confusion and delays…

This is simple — when you create a working framework, people can focus on creative work rather than organizational issues.

Your team needs to know what they have to do, how they are expected to do it, and when they need to get it done. To make their lives easier, a project management schema has to provide them with step-by-step processes for achieving their tasks.

Using one of the top tools listed above is a good place to start.

#4. …But don’t get caught in following a process for its own sake

Successful project management in any team, of any size, requires flexibility and the expectation of change.

Even if you have perfect processes, different projects and groups of team members may need novel approaches. Keep your mind open and don’t turn into a process police.

Instead, use your power to steer the team toward the most appropriate path for the current circumstances.

#5. Never forget you’re dealing with people who have emotions

You need a ton of empathy to be a good project manager in any field, but in the creative industry, understanding emotions is crucial.

The creative process can be excruciating for the creator. It can reveal the creator’s insecurities, since they only want their work to be appreciated. That’s why you need your best mix of compassion and inspiration to handle problematic situations.

Get better at creative project management

Learning the intricacies of managing creative teams takes time. How do you know you’re there?

If your team members come to you with stunning new ideas, you’re probably doing something right.

But since most of us are still getting there, make sure to check out the basic tips we’ve just reviewed – and don’t be shy to use software that makes your job easier.

What’s your favorite agency project management software?

Did we miss any awesome platforms that should be on this list? Let us know in the comments below. If you have used any of the tools we covered above, we’d also love to hear your experience with it.

Category: Project Management