The Top 10 agency tools for scaling success

The right software can make a huge difference in the busy world of agencies. Agency tools help you track your team's time and boost productivity as you juggle projects and race against deadlines. 

In this guide, we walk you through the top ten tools that are making a real difference for agencies in 2024. These tools will help you get more work done, keep clients happy, and make running your agency feel a whole lot easier. 

Here’s what you’ll learn: 

• What agency tools are 

• The top 10 agency tools to grow your business 

• Things to keep in mind when picking an agency tool 

• Benefits of agency tools 

• How to measure the ROI of agency tools 

• What makes Teamwork.com stand out 

• Agency tools FAQs 

What is an agency tool?  

Any software that makes your agency run more efficiently and smoothly is an agency tool. These tools make it easier to manage tasks, improve communication, and automate work that would otherwise take a lot of time and manual input.  

For example, tools like Teamwork.com help you track deadlines and assign tasks, while Slack makes team communication super easy, and Harvest lets you track time and bill clients without all the hassle. Simply put, agency tools make it easy to stay organized, save time, and focus on what really matters—getting results for your clients. 

Project management software for agencies

Do you need project management software designed especially for agencies?

Check out Teamwork

10 Agency tools to grow your business in 2024 

The right tools can change your workday to get more done, easily manage tasks, and deliver better results to your clients. Let's check out ten essential tools to help your agency scale. 

1. Teamwork.com  

Teamwork.com is the crème de la crème of project management tools. The platform is packed with features like task lists, Gantt charts, and time tracking. What really sets it apart is how you can customize workflows and manage multiple projects from one place. The client portal is a nice touch too, letting clients see progress without being overwhelmed. Plus, it integrates well with other tools like Slack and Google Drive. 

Pros:  

• Built for agencies: Stay on top of client projects with a platform made for agencies, so you can keep your clients happy and your work profitable every time. 

• Easy to use: Teamwork.com has an intuitive and easy-to-navigate design, making it accessible for the entire agency. 

• Integrates with the tools you already use: Connect with Slack, HubSpot, Google Drive, and more to keep everything running smoothly. 

• Productive task management and time tracking: Keep tasks and time in check. Break big projects into smaller tasks, assign them to your team, and track billable hours all in one spot. Teamwork.com keeps everything organized and makes sure your team stays on track and productive. 

• Custom workflows: You can tailor workflows to fit your agency’s style, whether it’s a marketing campaign or a client onboarding process. 

• Detailed reports: Keep your project’s budget in check while accessing detailed reports on progress and team performance to make smart, data-driven decisions. 

Cons:  

• Learning curve for advanced features: Teamwork.com is easy to get started with, but some advanced features like custom reporting and automation can be a bit tricky to navigate at first. Luckily, there are plenty of training materials at Teamwork Academy to help you out and our support team is always available to help you navigate getting set up. 

2. Hootsuite 

With Hootsuite, agencies can easily handle all their social media accounts from one dashboard. No more logging in and out of different platforms or flipping between a million tabs and apps. You can quickly switch between clients and accounts, making it simple to have a consistent online presence across all channels. Whether you’re managing Facebook, Twitter, Instagram, LinkedIn, or any other platform, Hootsuite helps you stay organized, track engagement, and see just how well your client’s posts are performing. 

Pros: 

• Manage socials channels in one place: You can handle multiple social media accounts in one place, which saves you time and keeps things simple. 

• Easy scheduling: Take advantage of the scheduling feature to keep a steady flow of posts going. This way, you won’t leave your clients hanging, even during the busiest times. 

• Scalability: As your agency grows and takes on more clients, you can easily add new social media accounts, manage bigger content calendars, and dive deeper into analytics, without having to switch platforms or completely change your workflow. 

• Mobile app: Agencies can manage social media accounts on the go, making it perfect for working remotely and away from your desk. Teams can quickly respond to comments, schedule posts, and check analytics. 

• Integrations with other tools: Hootsuite integrates smoothly with tools like Canva, Google Drive, and various CRM systems, helping agencies streamline workflows. This makes it easy to pull in content or data from different sources without leaving the platform. 

 Cons: 

• Delayed engagement: Real-time engagement can feel a bit slower compared to using the actual social media apps. 

• Pricing: Hootsuite can be a bit expensive, especially if you’re a small agency that has to upgrade for more features. 

3. Mailchimp 

Mailchimp is ideal for agencies managing multiple client campaigns. It allows for automated workflows like welcome emails and follow-ups, saving time and keeping audiences engaged. With features for audience segmentation and detailed analytics, agencies can easily demonstrate ROI to clients. Its user-friendly drag-and-drop editor, along with seamless integrations, makes creating eye-catching emails simple while also supporting lead generation through landing pages and forms. 

Pros: 

• Lead generation: Use landing pages and sign-up forms to capture leads for clients, driving growth and engagement. 

• Track your email campaign performance: Look at campaign performance and put together detailed reports for clients showing ROI, and highlight areas for improvement. 

• Content marketing: Utilize email campaigns to promote blog posts, social media content, or other marketing materials for clients. 

• Free plan available: Offers a free plan for small businesses, making it budget-friendly for startups and small agencies. 

Cons: 

• Deliverability issues: Occasionally, emails may end up in spam folders, affecting audience reach. 

• Cost increases with list size: Pricing can become expensive as the number of subscribers increases. 

4. Asana 

Asana is a project management and collaboration tool that helps teams stay organized and keep track of their work. You can create projects, assign tasks, set deadlines, and communicate easily with your teammates. With features like boards, timelines, calendars, and task dependencies, Asana makes it simple to ensure everyone knows what they need to do and when they need to do it. 

Pros: 

• Project management: Agencies can easily organize client projects by setting up separate projects for each client or campaign, making everything accessible and easy to find. 

• Collaboration: Use Asana’s comment and file-sharing features to keep the conversation flowing among team members, so all project discussions stay in one place. 

• Flexible project views: You can choose how to visualize your projects with a choice of lists, boards, calendars, or timelines. 

Cons: 

• Cluttered notifications: You might end up with a lot of notifications, which can be distracting if you don’t manage them well. 

• Limited features on the free plan: The free version has restrictions, limiting access to advanced features and reporting. 

5. HubSpot 

HubSpot is an all-in-one platform for marketing, sales, and customer service that helps businesses attract, engage, and delight their customers. It’s packed with tools for inbound marketing, email campaigns, CRM (customer relationship management), social media management, content creation, and analytics. For agencies, HubSpot simplifies marketing tasks, helps manage client relationships, and automates processes to boost growth and improve the overall customer experience. 

Pros: 

• All-in-one platform: HubSpot includes a lot of tools for marketing, sales, and customer service in one place, making it convenient to manage everything. 

• Lead generation: Use HubSpot’s tools to create landing pages and forms that capture leads, helping agencies build a solid pipeline for their clients. 

• Customer support: HubSpot is known for its excellent customer support and extensive resources, including tutorials and a knowledge base. 

Cons:  

• Complexity: With so many features, new users may feel overwhelmed trying to navigate everything. 

• Strong focus on inbound marketing: HubSpot leans heavily into inbound marketing strategies, which might not align well with agencies looking for a broad range of marketing tactics. 

6. Slack 

Slack is a messaging and collaboration tool designed to help teams communicate effectively. It allows users to create channels for different projects or topics, send direct messages, share files, and integrate with other tools. With Slack, teams can stay connected in real time, making it easy to share ideas, get updates, and collaborate without a mess of email chains. 

Pros: 

• Quick updates: Share quick updates or announcements without having to send out a mass email, keeping everyone in the loop effortlessly. 

• Team collaboration: Use channels to create dedicated spaces for different projects or clients, keeping all related discussions in one place. 

• Feedback and revisions: Gather feedback quickly by sharing drafts or ideas in channels, making it easy to get input from your team. 

Cons: 

• Information overload: With so many channels and messages, it can be easy to feel overwhelmed by the sheer volume of information and notifications. 

• Potential distractions: The real-time nature of Slack can lead to distractions, pulling you away from focused work. 

7. Miro 

Miro is an online collaborative whiteboard platform that lets teams brainstorm, plan, and visualize ideas together in real time. It’s perfect for creating mind maps, flowcharts, and diagrams, and it allows you to add sticky notes, images, and comments all in one place. Miro is designed to help teams collaborate, whether they’re in the same room or working remotely, making it easy to bring ideas to life visually. 

Pros: 

• Brainstorming sessions: Use Miro for brainstorming ideas during team meetings, allowing everyone to contribute and visualize their thoughts. 

• Client presentations: Design engaging presentations directly in Miro to showcase ideas or project progress to clients in a visually appealing way. 

• Easily get feedback: Gather input from team members or clients directly on the board, allowing for real-time feedback and collaboration on designs or concepts. 

Cons: 

• Potential for clutter: With so many features, boards can get crowded quickly if not managed well, making it hard to focus on key ideas. 

• Export limitations: Exporting boards in certain formats can be tricky, especially if you want high-quality images or PDFs. 

8. Hive 

Hive is a project management and collaboration tool that streamlines workflows for agencies and improves productivity. It simplifies task assignment and tracking, helping team members understand their responsibilities. With built-in time tracking for accurate billing and customizable templates for quick project setups, Hive allows teams to be more efficient. Integrated communication tools reduce email clutter, while visual features like Gantt charts and Kanban boards help monitor progress.  

Pros:  

• Focus mode: The focus mode feature helps team members concentrate on specific tasks by minimizing distractions, improving productivity. 

• Custom automation: Hive lets teams automate repetitive tasks, saving time and streamlining workflows. 

• Integrated email management: Users can manage their emails directly within Hive, keeping communications tied to relevant tasks and projects. 

Cons: 

• Limited third-party integrations: While Hive works with some popular tools, it might not have as many integration options as other platforms, which could limit its flexibility for different workflows. 

• Pricing structure: Hive's pricing can be higher than some competitors, which may not be ideal for small agencies or teams with tight budgets. 

9. Harvest 

Harvest is a time tracking and invoicing tool that helps agencies manage their time and billing effectively. It lets teams track the time they spend on different projects, generate invoices based on that time, and gain insights into where their resources are going. With features like expense tracking, reporting, and integrations with other tools, Harvest simplifies the process of managing projects and client billing, making it easier for agencies to stay organized and profitable. 

Pros:  

• Time tracking: Easily track the time spent on client projects, ensuring accurate billing and resource allocation. 

• Invoicing: Quickly create invoices from logged hours, making the billing process straightforward and professional. 

• Expense management: Track expenses related to projects to stay within budget and provide detailed financial reports to clients. 

Cons: 

• No built-in task management: Harvest doesn’t have native task management features, so you’ll need to pair it with other tools for full project management. 

• Learning curve for reporting: Some users find the reporting features a bit complicated, requiring time to get the hang of them. 

10. FreshBooks 

FreshBooks is an online accounting software that helps agencies manage finances. You can track time, create invoices, manage expenses, and generate financial reports—all in one place. With project management tools and client communication options, FreshBooks simplifies billing and helps agencies stay organized while focusing on their work. 

Pros: 

• Easy to use: FreshBooks has a user-friendly interface that makes it simple for anyone to navigate, even if you’re not a finance expert. 

• Invoicing made simple: Creating professional invoices is easy, and you can set up recurring invoices for regular clients. 

• Client communication: Use the client portal for clients to view and pay invoices, making the payment process smoother. 

Cons: 

• Transaction fees: FreshBooks charges fees for online payments, which can add up, especially if you process a lot of transactions. 

• Customer support issues: Some users have reported slow response times from customer support, which can be frustrating if you encounter issues. 

What to look for when selecting an agency tool 

When picking an agency tool, here are a few things to keep in mind: 

• Identify your agency’s needs: Looking for help with project management, communication, or budgeting? Choose a tool that tackles a specific hurdle your team is dealing with. 

• Ease of use: Pick a tool that’s easy to navigate, gets your team up to speed quickly, and has solid learning resources or support to help everyone learn how to use it. 

• Integrations: Check if the tool works smoothly with other tools you’re already using. Seamless integration can save a lot of headaches. 

• Scalability: Choose something that can grow with your agency, so you don’t have to switch tools as your client base expands. 

• Customer support: Look for a tool with strong customer support to help you out when things don’t go as planned. 

What are the benefits of using tools for agencies? 

Agency tools aren’t just nice to have—they can completely change how your team works. Here’s how the right tools can help: 

• Increased productivity: Automate tasks and streamline workflows so your team can focus on delivering results and avoid wasting time on manual tasks. 

• Seamless collaboration: Keep internal and external teams in sync, making it easy to work together no matter where everyone’s located. 

• Better communication: Centralize chats, updates, and files in one place to avoid miscommunication and keep things running smoothly. 

• Smarter resource management and data security: Manage time, budgets, and resources easily, with built-in security to protect your data. 

• Automation: Save time by automating invoicing, payments, and other repetitive tasks. This cuts down on mistakes and frees up your team to focus on what really matters, delivering great service to your clients. 

How do I measure the ROI of digital agency tools?  

Measuring the ROI of digital agency tools doesn't have to be complicated. Here's a simple way to break it down: 

1. Set clear goals: Know what you're aiming for—whether it’s saving time, retaining clients, or boosting revenue. Clear goals will help you measure success. 

2. Track key metrics: Focus on important KPIs like 

• Productivity: How much time is saved? Track billable vs. non-billable hours by determining how much time is spent on revenue-generating tasks versus administrative tasks. 

• Client retention: Are clients happier and staying longer with your agency? Track whether projects are being delivered on or ahead of schedule using data from the time tracking software. 

• Revenue growth: Is the tool helping you make more money? Compare your total billable hours to previous periods before time tracking software was implemented. 

3. Compare costs and benefits: To calculate ROI, you’ll need to compare the cost of the tool with the value it adds. Include costs like subscriptions, training and set up costs or measure benefits like saved hours or increased revenue. ROI (%) = [(Benefits – Costs) / Costs] x 100 

Real-world example:

Let’s say you’re paying $500 a month for a tool that saves your team 20 hours of work. If your time charges $50/hour, you’re saving $1,000 a month. So, your ROI would be: 

ROI = [($1,000 - $500) / $500] x 100 = 100% 

That’s a 100% return on your investment—basically, the tool is paying for itself. Check out Teamwork.com’s pricing plans to calculate how much you could save your agency every month.  

4. Intangible benefits: Even intangible gains matter, like improved morale, better collaboration, and client communication. You can measure these with surveys and by asking for feedback, adding qualitative data to your ROI analysis. 

5. Use reporting features: Built-in reporting and analytics make it easier to track ROI automatically and in real time. 

These steps help you identify areas for improvement and justify the investment in digital tools by providing a clearer picture of how it impacts your agency's performance. 

Why choose Teamwork.com as one of your agency tools?  

Teamwork.com is a great choice for agencies because it combines all the features you need to stay organized and productive.  

Here’s how it stands out: 

• All-in-one project management: Teamwork.com helps you manage every part of a project, from tasks to timelines, all in one place. It’s easy to assign tasks, track progress, and make sure nothing gets missed. 

• Time tracking: Its built-in time tracking ensures you know how long tasks take, which is perfect for accurate billing and measuring your team’s productivity. 

• Easy collaboration: Teamwork.com makes working together effortless. You can share files, leave comments, and create project boards that everyone can access. Plus, the client portal keeps people informed without overwhelming them with every detail. 

• Customizable workflows and templates: Every project is different, and Teamwork.com lets you adjust workflows and create templates to fit your agency’s unique processes for different teams and departments. 

• Detailed reports: With insightful reports on project progress and team performance, you’ll know exactly where things stand and how to improve. 

• Integrations: Teamwork.com integrates with tools you’re already using, like Slack, Google Drive, and HubSpot, so it fits right into your existing setup. 

• Billing and invoicing: The platform includes billing and invoicing features, allowing you to track project costs, bill clients directly, and ensure you’re always paid for your team’s work. It removes the need for separate invoicing software. 

Teamwork.com offers everything you need to keep your projects on track, collaborate effectively, and run your agency smoothly. 

Book a demo now! 

Agency tools FAQs 

What are the different types of agency tools?  

Agency tools come in all shapes and sizes, depending on what you need to get done. Here are a few main types: 

• Project management tools: These are lifesavers for organizing tasks and timelines, and keeping everyone on the same page. Think of tools like Teamwork.com. 

• Time tracking tools: Perfect for agencies billing by the hour or wanting to see where time goes.  

• Communication tools: To keep conversations flowing smoothly, tools like Slack or Microsoft Teams help streamline team chats and client communications. 

• CRM (customer relationship management) tools: Tools like HubSpot or Salesforce help manage client data, sales funnels, and keep track of interactions. 

• Invoicing and payment tools: For handling billing and payments, tools like FreshBooks or QuickBooks automate invoicing, so you spend less time chasing clients to get paid. 

How do I implement new tools in my agency? 

Implementing new software can feel overwhelming, but it’s all about taking it step-by-step:  

1. Identify needs: Determine what you need most, like project management or time tracking. 

2. Choose tools: Select tools that fit those needs and will integrate with your current systems. 

3. Start slowly: Introduce tools gradually to avoid overwhelming your team. Test and get feedback before a full rollout. 

4. Ensure integration: Pick tools that work well with other software you use to streamline processes. 

How do I train my team to adopt new tools at my agency?  

You can train your team to use new agency tools by starting with the basics and focusing on the features they're going to use every day. Start with simple tasks before moving on to more advanced ones. Try the tool's built-in tutorials or online guides — you can use those resources to get hands-on experience and create cheat sheets and quick guides. To make sure everyone feels comfortable with the new tools, it's important to offer ongoing support.