As agencies attract new business and grow more complex, so do their needs. In 2025, selecting the best agency management software is about choosing a solution that aligns with your agency’s workflow, scales with your team, and delivers measurable impact on your agency’s performance.
Whether you’re running a creative firm, digital agency, or a professional services company such as an insurance business, this guide will help you discover the agency management tools that will streamline agency tasks, enhance resource planning, and improve your bottom line throughout the entire process.
What Is Agency Management Software?
Agency management software is a platform designed to help agencies streamline critical business operations like project tracking, resource allocation, time tracking, billing, and reporting. It replaces spreadsheets and siloed tools with an integrated system, improving visibility and control over your entire agency workflow. Whether you’re managing a multi-client portfolio or a growing team of creatives, the right platform can increase efficiency and support profitability, helping to ensure a successful agency.
Key Features to Look for in Agency Management Tools
To choose the best agency management software for your team, it’s essential to understand all the tools and features that truly move the needle for productivity, profitability, and client satisfaction.
Integrated Project Management
Top agency project management software includes centralized dashboards where project managers can assign tasks, set deadlines, and track deliverables in real time. These tools allow agencies to manage projects across clients without losing sight of project timelines, goals, and budget management. By consolidating project data in one place, agencies eliminate manual effort and keep teams aligned.
Time and Expense Tracking
Built-in time tracking ensures that every billable hour is accounted for. With project-based and task-based time entry options, team members can log hours from their desktop or mobile device. Expense tracking ties in seamlessly, helping agencies reduce revenue leakage and streamline client invoicing.
Automated Billing and Invoicing
Agency management systems should support diverse billing models, ranging from fixed-fee to time-and-materials to retainer contracts. Automated invoice generation based on approved timesheets and expenses reduces the admin burden of repetitive tasks and speeds up the payment cycle. Custom invoice templates help reinforce your agency brand while providing transparency to clients.
Resource Planning and Scheduling
Top agency software in 2025 includes drag-and-drop resource schedulers that allow project managers to assign and reassign work based on real-time capacity. This supports better team utilization, avoids burnout, and ensures the right people are working on the right projects. Skill-based assignments further optimize team workloads by aligning expertise with client needs.
Real-Time Analytics and Reporting
Analytics are no longer a luxury; they’re essential. Agency management tools should offer custom dashboards with real-time insights into project progress, utilization rates, client profitability, and budget status. These insights enable data-driven decision-making and help agency leaders improve overall agency performance.
CRM and Third-Party Integrations
Customer relationship management (CRM) functionality or integrations allow agencies to bridge the gap between sales and service delivery. Tools that connect with Salesforce, HubSpot, and other CRM platforms enable seamless lead management, client onboarding, and pipeline management. Other integrations, such as QuickBooks, Slack, and Google Drive, round out a connected tech stack.
Top Agency Management Software Solutions for 2025
To help you find the right fit for your business, we’ve evaluated the top agency management platforms of 2025, highlighting their core functionality, standout features, ideal use cases, and what sets each solution apart.
BigTime
BigTime is designed specifically for professional services firms and growing agencies that require a comprehensive, end-to-end solution for managing their businesses.
Built with flexibility and scalability in mind, BigTime enables accounting, architecture, consulting, engineering, IT services, and government contracting agencies to streamline operations, increase visibility into team workloads, and improve overall profitability. It combines intuitive project tracking, agency workflow automation software, resource planning, and time tracking features with powerful billing and reporting tools. Whether you’re juggling multiple client campaigns or tracking profitability across diverse service lines, BigTime provides all the tools you need to deliver projects on time, manage budgets effectively, and scale confidently.
Why BigTime’s Agency Management Software Stands Out
BigTime delivers deep functionality across core aspects of agency management.
End-to-End Project Management
BigTime supports agile, waterfall, and hybrid workflows with customizable project templates, milestone and phase tracking, and client-specific project structures. Visual Gantt charts help teams monitor project progress and delivery schedules across multiple campaigns. These tools improve project visibility and standardize agency workflows, ensuring consistent delivery and smoother internal coordination.
Drag-and-Drop Resource Planning
Project managers can easily allocate and reassign tasks using BigTime’s resource allocation software. The system also makes it simple to visualize workloads and avoid overallocation, helping teams maintain balanced schedules and consistent productivity. Built-in capacity planning tools forecast staffing needs and match skills to the demands of each project, promoting efficient resource management.
Capacity report in BigTime
Smart Time Tracking
BigTime offers mobile and desktop time tracking, with pre-populated timesheets that draw from past project activities and calendars. The platform supports automated suggestions based on prior entries, helping team members reduce manual entry and stay focused on high-value agency tasks. This ensures accurate reporting of billable hours for agency staff and enhances client satisfaction.
Flexible Billing Models
Support for fixed-fee, time-and-materials, and retainer billing means agencies can tailor invoices to client contracts. BigTime automatically generates invoices from approved time entries and expenses, reducing administrative effort. The flexibility allows agencies to adapt billing structures to match client preferences, simplifying contract management and improving the accuracy of revenue forecasting and tracking.
Budgeting and Profitability Tracking
Real-time budget monitoring and profitability metrics help agencies compare estimated versus actual costs. This insight helps improve pricing strategies and ensures sustainable growth. BigTime also enables agencies to generate detailed profitability reports by project, client, or service line, offering a clear view into which areas are driving the highest margins.
An example of project budget in BigTime’s agency management software
Integrated Tech Stack
BigTime integrates with other tools like QuickBooks, Salesforce, Sage Intacct, Trello, Slack, and more, enabling seamless data flow across your agency’s entire tech stack. These integrations reduce manual data entry and ensure alignment between financial, sales, and project management workflows. By integrating your agency’s core functionality into a unified system, BigTime helps create an efficient and scalable tech stack that supports the entire agency lifecycle.
BigTime Is the Smartest Agency Management Software Choice for 2025
Among the many other agency management systems available, BigTime stands out as the best agency management software for 2025 for agency success. Its comprehensive, purpose-built features are designed specifically for professional services and agencies looking to streamline workflows, optimize resources, and boost profitability. From its customizable project templates to advanced time tracking and seamless billing automation, BigTime brings everything your team needs into one powerful platform.
Scoro
Scoro is an all-in-one agency management software that combines project tracking, CRM, billing, and reporting into a single platform. Designed for teams that require a complete overview of operations, it helps agencies gain control over time, finances, and performance.
Key Features
Unified Workspace
Scoro consolidates project management, calendar scheduling, task lists, and performance KPIs into one intuitive interface, eliminating the need for multiple platforms.
Automated Time and Billing
Time entries convert directly into bills, streamlining the agency’s billing cycle. Invoicing is customizable and supports recurring and prepayment structures.
Advanced Reporting Tools
Custom dashboards provide visibility into team utilization, profitability, project status, and revenue forecasts in real time.
Built-in CRM Functionality
Track clients, manage deals, and automate workflows between sales and delivery using Scoro’s CRM capabilities, bridging the entire client lifecycle.
Summary
Scoro is an excellent agency management system for teams that want everything in one place. Its strength lies in its deep reporting and unified workspace, which empowers leaders to make smarter, data-informed decisions. However, the breadth of functionality may require a longer onboarding process for smaller or less structured agencies.
Wrike
Wrike is a team collaboration software well-suited for marketing and creative teams that thrive on customizable workflows and real-time communication.
Key Features
Custom Workflows and Dashboards
Wrike offers visual, customizable workflows that align with agency processes and enhance transparency across projects.
Built-in Proofing and Approval Tools
Creatives can upload files, receive feedback, and get stakeholder approvals directly in the platform, speeding up the creative cycle.
Project Scheduling with Gantt Charts
Interactive Gantt charts help project managers forecast project timelines, assign tasks, and track project dependencies.
Time Tracking and Analytics
Native time tracking features help agencies ensure accurate billing and project costing, while analytics dashboards provide operational insights and track performance across projects.
Summary
Wrike is ideal for agencies that prioritize collaboration and flexible workflows. Its proofing tools are a win for creative teams, but its vast customization options can require significant setup time for new users.
Productive
Productive is a robust platform tailored for agencies looking to combine project management, time tracking, budgeting, and CRM in one cohesive environment.
Key Features
Budgeting and Profitability Tools
Real-time visibility into margins, costs, and revenue helps leaders make informed financial decisions and track project profitability.
Time Tracking with Billable Rates
Track billable and non-billable hours while setting custom rates by client or team member, making billing and reporting more accurate.
Sales Pipeline Management
Manage leads and deals using a built-in CRM that seamlessly transitions won opportunities into active projects.
Resource Planning and Scheduling
Optimize team capacity and project timelines using drag-and-drop resource schedulers.
Summary
Productive brings powerful financial and operational control to agencies of all sizes. Its strength lies in real-time budget monitoring and seamless transitions from sales to delivery. Agencies with more creative needs might find its visual collaboration tools limited.
Bonsai
Bonsai is an agency management tool designed for freelancers and small teams that require lightweight CRM, contract, invoicing, and project tracking features.
Key Features
Contract and Proposal Management
Quickly generate contracts and proposals with built-in templates, streamlining the sales process for creative professionals.
Automated Invoicing and Payments
Recurring billing and payment reminders help freelancers get paid on time and reduce admin workload.
Client CRM and Project Tracker
Organize client details, project notes, and timelines in one simple dashboard.
Summary
Bonsai is a perfect match for freelancers or small agencies who want to simplify contracts, payments, and project tracking without the bloat of larger platforms. Its simplicity is its strength but also means it may not scale well for larger teams.
Screendragon
Screendragon is built for enterprise marketing and creative teams managing large-scale campaigns and global collaboration.
Key Features
Custom Workflow Automation
Design complex approval workflows, task sequences, and form submissions that mirror agency SOPs.
Digital Asset Management
Store, tag, and version creative assets with centralized file management for easy team access.
Real-Time Team Collaboration
Collaborate through live chat, annotations, and document markup directly in the system.
Summary
Screendragon excels in managing complexity and scale. Its enterprise-grade features support global teams and sophisticated workflows, though its depth may be unnecessary for smaller agencies.
Kantata (formerly Mavenlink)
Kantata is a powerful solution for agencies focused on resource management, project execution, and financial insights.
Key Features
Resource Forecasting
Plan staffing needs across timelines and client portfolios using smart forecasting tools.
Integrated Time and Expense Management
Track actual vs. planned hours and costs, feeding directly into profitability dashboards.
Project Portfolio Management
Get a high-level view of all client projects with filters for health, budget, and utilization.
Summary
Kantata is ideal for agencies managing large teams and multiple concurrent projects. It offers robust capacity planning and budgeting tools, though its enterprise orientation may introduce a steeper learning curve for smaller firms.
Discover How BigTime Can Transform Your Agency Management
BigTime delivers an exceptional, end-to-end solution for agencies seeking to track project progress, enhance efficiency, and boost profitability. With its comprehensive project and resource management capabilities, flexible billing options, and seamless integrations, BigTime stands out as a top agency management system for 2025. It’s a platform that supports growth, improves operational control, supports teams, and drives client satisfaction.
Ready to transform your agency’s operations? Start your free trial today and experience BigTime in action for agencies focused on resource management, project execution, and financial insights.
Frequently Asked Questions About Agency Management Software
What are the signs that my agency has outgrown spreadsheets or basic project management tools?
If your team struggles with missed deadlines, manual time tracking, or spends excessive time reconciling invoices, it’s a clear sign you’ve outgrown simple tools. Agencies that scale often require more advanced agency management systems with integrated project tracking, automated workflows, and time tracking to improve visibility and productivity.
How can agency management software improve client satisfaction and agency success?
By centralizing project data, timelines, and communication, agency management software ensures that client expectations are met with transparency. With features like client portals and real-time updates, agencies can improve client engagement, meet delivery timelines, and increase overall customer satisfaction.
Can agency management software help with managing freelancers or contractors?
Yes, modern platforms are designed to support independent agencies and hybrid workforces. You can assign work, track time and expenses, and manage billing for both in-house staff and freelancers. This supports flexible resource management and enables scalable agency operations.
Is there agency management software that works well for remote or hybrid teams?
Cloud-based agency software is built with remote collaboration in mind. Tools like BigTime offer mobile time tracking, shared dashboards, and virtual project workspaces, making it easy for hybrid and distributed teams to stay aligned and productive.
How does agency management software support billing and revenue forecasting?
Integrated billing features allow you to tie time tracking and milestone completion directly to invoices. Real-time data lets agencies generate accurate revenue forecasts, manage cash flow, and maintain financial performance using built-in profitability metrics.
Are there agency management platforms that integrate with creative tools or file-sharing platforms?
Yes. Leading agency management tools offer integrations with popular creative platforms, including Adobe Creative Cloud, Dropbox, and Google Drive. They also connect with CRM software, accounting software, and marketing automation software to unify your tech stack.
What’s the ROI of investing in agency management software?
Agencies typically see returns through improved efficiency, shorter billing cycles, and better project profitability. By reducing manual effort, automating workflows, and enhancing team workloads, these systems help agencies boost their financial performance in just a few months.
Can agency management tools help with team utilization tracking?
Absolutely. These platforms track billable vs. non-billable hours, allowing agencies to understand their team’s capacity, optimize resource allocation, and manage team workloads more effectively.
How does agency management software help with capacity planning during peak workloads?
Tools with built-in capacity dashboards give you real-time insight into who’s available and who’s overbooked. This helps agencies reassign tasks and meet project deadlines even during peak seasons, ensuring efficient resource management.
What should I consider when migrating from multiple point solutions to an all-in-one agency management platform?
Look for systems with easy data migration, customizable workflows, and strong integration capabilities with your current tech stack. Prioritize solutions that offer onboarding support and role-based permissions to ensure a smooth transition for your entire agency.
