Top 9 Client Management Tools for Creative Agency Collaboration (2024)

You don’t have all the time and attention to manage client communication, project updates, and unpaid invoices from multiple places–and you don’t need to.

Client management tools are designed to simplify your team’s workflow by combining multiple features under one roof. This way, you won’t have to struggle with a ton of urgent work and scope creep getting ahead of you, especially during those scatterbrained moments when important due dates tend to slip through the cracks. 

However, not all customer communication tools fit creative agencies like a glove. So we’ve drawn from the experiences of those who’ve operated their successful creative agencies to zero in on the best options to fix your client management woes. 

In this article, I’ll share the best client management tools for creative agencies–starting with our very own–so you won’t have to resort to cumbersome, manual processes or invest in expensive in-house software to sort your client relationships out. 

Let’s dive right in!

Why Creative Agencies Need a Client Management Tool

While CRMs are versatile enough to work in any industry, creative agencies need something more tailored to their needs. Client management tools fall under the broader CRM umbrella and are designed to help creative agencies stay on top of what’s due, and when.

Other client management software also offers built-in client communication, design proofing, invoicing, and time tracking from the same app. This combination prevents agencies from pulling their hair out as they try to overcome several challenges (per a survey participated by over 100 digital marketing pros):

• Over 40% struggle with managing client expectations, mostly rooted in poor communication
• Close to 30% struggle with time management (having multiple tools certainly doesn’t help)
• Almost 15% are struggling with the platform and tech overload (which, again, results from adding too many tools to the agency’s tech stack)

By having one simple tool to keep clients and information organized, your agency can save more time and accomplish more tasks without bombarding your team with unnecessary updates/details. 

Let’s now explore the top options to help you start building a simplified–but robust–client management system.

The 9 Best Client Management Tools for Creative Agencies

1. ManyRequests

✅ Best for: Creative agencies looking for a customizable, all-in-one client management solution.

With ManyRequests, you get an all-in-one platform designed specifically to streamline client communication, organize project deliverables and feedback, and track every step of the client journey—all in one place.

Here’s why ManyRequests is the best choice for creative agencies:

a. Centralized Client Communication and Project Management

Creative agencies regularly contend with scattered client communication and task tracking. ManyRequests eliminates this chaos by centralizing everything into one easy-to-navigate portal:

• All-in-One Client Portal: Clients submit requests, provide feedback, and access project updates directly through a branded portal. This means no more chasing emails or toggling between apps like Slack and Dropbox.
• Streamlined Request Intake: Fully customizable request forms capture all the necessary details upfront, reducing back-and-forth questions and delays.
• Built-In Task Delegation: Automatically assign tasks to the right team members, ensuring deadlines are met and no task falls through the cracks.
• Transparent Progress Tracking: Both clients and team members can easily view project timelines and statuses in real time.

Prontto, an agency specializing in 3D visualization, increased its productivity by having ManyRequests centralize its client onboarding, project tracking, and team management into one streamlined platform. 

👉🏼 See how ManyRequests’ client portal software has helped hundreds of creative agencies improve their operational efficiency.

b. Customization for a Seamless Client Experience

Agencies need tools that feel like an extension of their brand. ManyRequests offers robust customization options to make your client portal uniquely yours:

• Branded Portal: Add your logo, favicon, and custom colors to reinforce your brand identity.
• Custom Domain: Create a branded URL like app.youragency.com for a professional and cohesive experience.
• Localized Features: Support clients in different time zones and languages with customizable portal settings and notifications.

These features make clients feel like they’re working with a bespoke, high-end agency while allowing your team to stay efficient and organized.

c. Streamlined Feedback and Revision Management

Endless email threads and vague feedback are some of the biggest time wasters for creative agencies. ManyRequests solves this with built-in design proofing and collaboration tools:

• Annotation Tools: Clients can annotate files (PDFs, JPEGs, PNGs, and more) directly in the portal, leaving clear and actionable comments.
• Real-Time Notifications: Clients and team members are instantly alerted when deliverables are ready or feedback is received.
• Accelerated Revisions: With clear annotations and all communication in one place, revisions are handled faster and more efficiently.

This system reduces the frustration of back-and-forth emails and ensures your team delivers exactly what clients need, the first time.

d. Built-In Tools for Scalability and Team Management

Managing growing client relationships requires more than just organization—it requires insight. ManyRequests offers features that help agencies scale while keeping their teams accountable:

• Centralized Task Management: Monitor all tasks and deadlines in one dashboard, so you always know what’s happening across projects.
• Designer Performance Tracking: Track team productivity and identify bottlenecks with built-in performance metrics.
• Client Feedback Ratings: Allow clients to rate completed work, giving you actionable data to improve service quality.

By automating repetitive tasks and providing visibility into team performance, ManyRequests ensures your agency can handle growth without compromising quality.

Why Creative Agencies Love ManyRequests

ManyRequests addresses every pain point creative agencies face: managing scattered client communication, handling revisions efficiently, tracking billable hours, and delivering a branded client experience.

Whether you’re running a small boutique agency or managing a team of 20+, this platform is built to grow with you.

If you’re ready to replace frustration with organization, ManyRequests is the solution your agency needs. Try it for free today or book a demo call to see how it fits your current workflow. 

ManyRequests Pros and Cons

🎉 Pros:

• Centralized Client Portal: Combines client communication, project tracking, and task management in one place.
• Customizable Branding: Personalize your portal with your logo, colors, and custom domain for a professional client experience.
• Automated Task Delegation: Automatically assigns tasks to the right team member, reducing manual effort.
• Personalized Onboarding Support: Complimentary migration and setup help ensure a smooth transition.

💔 Cons:

• Best Suited for Creative Agencies: While ManyRequests is tailored for creative agencies, businesses outside this niche may find fewer applicable features.
• Limited Free Trial: The 14-day trial may feel brief for busy agencies that want to explore all features in depth.

ManyRequests Pricing

• Starter Plan: $99/month ($79/month billed annually)
• Core Plan: $149/month ($119/month billed annually)
• Pro Plan: $399/month ($319/month billed annually)
• Enterprise Plan: Custom pricing

Each plan includes a set number of team member accounts, with additional seats available at $40/month each. The Starter Plan offers an affordable entry point for smaller agencies, while higher-tier plans provide advanced features suitable for scaling operations. 

Agencies should assess their specific needs and team sizes to select the most appropriate plan, balancing functionality with budget considerations.

2. ClickUp

✅ Best for: Organizing client projects by folders and managing cross-team collaboration.

ClickUp offers creative teams a highly customizable solution for organizing client projects, managing deliverables, and tracking progress. Its folder-based structure lets you dedicate spaces to individual clients, with sub-lists for various services or campaigns (e.g., Google Ads or Graphic Design). This flexibility ensures that every team member knows where to find key information, enabling seamless collaboration.

However, ClickUp’s all-in-one approach can feel overwhelming, particularly for agencies without the time to master its setup. While it excels at internal organization, its lack of a dedicated client-facing portal may require additional tools to manage client communications effectively.

ClickUp Features

• Folder-based organization allows creation of client-specific folders with sub-lists
• Task automation reduces repetitive tasks with workflows and notifications
• Custom views enable switching between Gantt charts, Kanban boards, and calendars
• Team collaboration includes built-in chat, task comments, and real-time editing

ClickUp Pros and Cons

🎉 Pros:

• Flexible setup adapts to different workflows
• Centralized management combines task tracking and collaboration
• Affordable pricing offers competitive options for teams

💔 Cons:

• Overwhelming feature set can be complex for new users
• Time-intensive setup requires significant customization effort
• No client portal for direct client-facing solutions

ClickUp Pricing

• Free plan costs $0 per month ideal for basic needs
• Unlimited plan costs $5 per month per user and includes unlimited integrations
• Business plan costs $12 per month per user adds advanced features
• Business Plus plan costs $19 per month per user and includes custom automation
• Enterprise plan offers custom pricing for large-scale teams

ClickUp’s versatility makes it an excellent choice for agencies focused on internal organization and collaboration. However, agencies seeking a client-facing solution may need to supplement it with additional tools. 

3. Asana

✅ Best for: Managing team workflows and resource planning with advanced task tracking features.

Asana is a well-known project management tool designed to streamline team workflows and improve task tracking. Its task management features, such as due dates, subtasks, and dependencies, help teams stay on track and meet deadlines consistently.

On the other hand, agencies often face challenges syncing tasks with clients who have their own Asana organizations, which can lead to inefficiencies and manual workarounds.

In addition, its pricing structure might be steep for smaller teams or agencies with limited budgets, especially since some advanced features are locked behind higher-tier plans.

Asana Features

• Portfolio and workload views monitor project timelines and resource capacity
• Task management includes due dates, subtasks, and dependencies
• Templates for repeated processes simplify onboarding and creative production
• Automation tools handle recurring tasks, approvals, and reminders

Asana Pros and Cons

🎉 Pros:

• Resource management simplifies planning with advanced views
• User-friendly interface offers an intuitive design for quick adoption
• Robust task tracking supports dependencies and detailed project planning

💔 Cons:

• No native client portal for direct project sharing
• Manual workarounds needed to sync tasks with client boards
• Expensive for small teams needing advanced features

Asana Pricing

• Basic plan costs $0 per month; free for up to 15 users
• Premium plan costs $10.99 per month per user billed annually
• Business plan costs $24.99 per month per user billed annually
• Enterprise plan offers custom pricing for large agencies.

Asana’s free plan provides a great starting point for small teams, while the Premium and Business plans cater to agencies needing robust task and resource management tools. However, for smaller budgets or teams with extensive client collaboration needs, the pricing may feel restrictive.

4. Notion

✅ Best for: Customizing workflows and building comprehensive documentation systems.

Unlike traditional project management tools, Notion operates more like a blank canvas, allowing users to create databases, dashboards, and templates that suit their specific needs. Agencies can organize client projects, track tasks, and store assets all in one platform, while also creating shared workspaces for client collaboration.

Note that Notion’s flexibility can also be its greatest challenge. Setting up and maintaining an effective system requires a steep learning curve, especially for teams without experience in database design.

Notion Features

• Customizable workspaces allow creation of tailored dashboards and task boards
• Rich documentation includes wikis, knowledge bases, and shared docs
• Databases for project tracking organize tasks, deadlines, and deliverables
• Collaboration tools enable real-time updates and comments in shared workspaces

Notion Pros and Cons

🎉 Pros:

• Extremely flexible platform adapts to any workflow
• Rich documentation is ideal for storing client-specific information
• Collaborative workspaces enhance team and client interactions

💔 Cons:

• Steep learning curve requires effort to set up workflows
• No native task automation means manual updates are needed
• Limited resource management lacks time tracking or workload tools
• Client-facing limitations restrict it from being a true client portal

Notion Pricing

• Free plan costs $0 per month with limited sharing capabilities
• Plus plan costs $8 per month per user billed annually
• Business plan costs $15 per month per user billed annually
• Enterprise plan offers custom pricing for large organizations

Notion’s free plan is great for individual freelancers or small teams looking to experiment with its capabilities. Agencies with more collaborative needs may find the Plus or Business plans better suited to managing client projects and team workflows. While its pricing is accessible, the time investment required for setup is a key consideration.

5. Trello

✅ Best for: Visualizing tasks and managing simple workflows with Kanban boards.

Trello is a user-friendly project management tool designed around Kanban boards, making it perfect for creative teams that thrive on visual task tracking. Its drag-and-drop interface allows users to create cards for tasks, assign them to team members, and move them across columns as projects progress. 

On the flip side, Trello’s simplicity can become a limitation as workflows grow more complex. Managing multiple boards across clients or projects can lead to inefficiencies, especially without advanced features like workload views or inter-board connections. 

While Power-Ups (integrations) add functionality, they often come with additional costs and complexity, which may not suit agencies scaling their operations.

Trello Features

• Kanban boards provide a visual drag-and-drop system for organizing tasks
• Customizable templates simplify workflows for marketing and content calendars
• Power-Ups extend functionality with Slack, Google Drive, and time tracking tools
• Team collaboration enables task comments, file attachments, and tagging

Trello Pros and Cons

🎉 Pros:

• Simple and intuitive design is easy for any team to use
• Affordable pricing includes a free plan with robust features
• Highly visual interface simplifies task organization with Kanban boards

💔 Cons:

• Limited scalability makes it challenging to manage complex workflows
• No native resource planning for tracking workloads or capacity
• Feature fragmentation requires Power-Ups for advanced capabilities
• No inter-board visibility without using third-party tools

Trello Pricing

• Free plan costs $0 per month with 1 Power-Up per board
• Standard plan costs $5 per month per user billed annually
• Premium plan costs $10 per month per user billed annually
• Enterprise plan offers custom pricing for large teams

Trello’s free plan is excellent for teams with straightforward workflows, but scaling agencies may find the Premium Plan more suited for managing larger projects and teams. While its simplicity is a strength, agencies requiring advanced functionality might need to integrate additional tools, which could impact overall costs and workflow efficiency.

6. Basecamp

✅ Best for: Teams looking for a simple, all-in-one platform for project collaboration and internal communication.

Basecamp is a straightforward project management tool that emphasizes team communication and task organization. Its all-in-one approach consolidates tools like to-do lists, message boards, team chats, file storage, and scheduling into a single platform. 

While Basecamp excels at simplicity and team collaboration, it lacks advanced project management features like time tracking, Gantt charts, and in-depth reporting. This makes it less suitable for agencies requiring detailed resource planning or task dependencies. 

Basecamp Features

• Project organization creates dedicated spaces for tasks, files, and discussions
• To-do lists allow task assignment, deadline setting, and progress tracking
• Message boards centralize discussions and announcements for projects
• Campfire group chat enables real-time team communication for quick updates

Basecamp Pros and Cons

🎉 Pros:

• User-friendly design simplifies project management for all teams
• Centralized communication reduces reliance on external tools
• Flat pricing offers unlimited users and projects at a cost-effective rate

💔 Cons:

• Lacks advanced features like Gantt charts or task dependencies
• No native time tracking requires third-party integrations
• Limited customization restricts interface and workflow tailoring
• Minimal reporting options limit analytics and insights

Basecamp Pricing

• Basecamp Business costs $99 per month flat for unlimited users and projects
• Basecamp Personal is free for up to 3 projects and 20 users with limited functionality

Basecamp’s simple, flat pricing structure makes it particularly attractive for agencies that need a cost-effective solution for larger teams. However, for agencies with complex workflows or client-facing needs, the lack of advanced features might necessitate supplementing Basecamp with other tools.

7. Slack

✅ Best for: Real-time team communication and collaboration.

Slack is a leading communication platform designed to streamline team interactions through organized channels, direct messaging, and integrations with various tools. It offers features like real-time messaging, file sharing, and integration with numerous third-party applications, making it a central hub for team collaboration. 

For creative agencies, Slack facilitates quick discussions, feedback loops, and project updates, enhancing team coordination and responsiveness. However, while Slack excels in communication, it lacks built-in project management features, which may require agencies to integrate it with other tools for comprehensive project tracking.

Slack Features

• Channels organize conversations by topics, projects, or teams
• Direct messaging allows private communication with team members
• File sharing supports sharing documents, images, and files within chats
• Integrations connect with over 2,000 apps like Google Drive and Trello

Slack Pros and Cons

🎉 Pros:

• Real-time communication facilitates instant messaging and decision-making
• Extensive integrations connect with a wide range of tools
• User-friendly interface makes it easy to navigate

💔 Cons:

• No built-in project management features for task tracking
• Potential for information overload with high message volumes
• Costly for larger teams using premium plans
• Dependency on internet connection for optimal performance
• Limited customization compared to competitors

Slack Pricing

• Free plan costs $0 per month with limited message history and integrations
• Pro plan costs $8.75 per month per user billed annually
• Business+ plan costs $15 per month per user billed annually
• Enterprise Grid offers custom pricing for large organizations

Slack's free plan is beneficial for small teams focusing on communication. However, creative agencies requiring integrated project management may need to invest in additional tools or consider Slack's integrations with project management platforms to achieve a comprehensive solution.

8. Teamwork.com

✅ Best for: Project management with integrated time tracking and resource allocation.

Teamwork is a comprehensive project management tool tailored for client services businesses, including creative agencies. It offers a suite of features such as task management, time tracking, resource allocation, and client collaboration tools, all designed to streamline project workflows and enhance team productivity. 

Teamwork's integrated approach allows agencies to manage projects from inception to completion within a single platform, reducing the need for multiple disparate tools. However, some users have noted that certain features, like the CRM, may not meet all expectations, and the platform's extensive capabilities can present a learning curve for new users.

Teamwork Features

• Task management creates, assigns, and tracks tasks with due dates
• Time tracking monitors billable hours directly within the platform
• Resource management allocates resources effectively to balance workloads
• Project templates streamline setup for recurring project types

Teamwork Pros and Cons

🎉 Pros:

• Client-focused design facilitates seamless interactions with clients
• Integrated time tracking ensures accurate billing and productivity analysis
• Customizable templates streamline repetitive project setup tasks

💔 Cons:

• CRM limitations make it less robust compared to dedicated CRM tools
• Pricing for advanced features requires investment in higher-tier plans
• Mobile app limitations reduce functionality compared to the desktop version

Teamwork Pricing

• Free Forever Plan costs $0 per month for up to 5 users with limited features
• Starter Plan costs $5.99 per month per user and includes essential tools
• Deliver Plan costs $9.99 per month per user adds time tracking and resource management
• Grow Plan costs $17.99 per month per user and includes advanced reporting and workload management
• Scale Plan offers custom pricing tailored for large organizations

Teamwork's tiered pricing structure allows agencies to select a plan that aligns with their specific needs and budget. While the Free Forever Plan provides a basic introduction, agencies may find the Deliver or Grow plans more suitable for accessing the full range of features necessary for managing complex projects and client relationships effectively.

9. Monday.com

✅ Best for: Customizable workflows and visual project tracking.

Monday.com is a versatile work operating system that enables teams to build custom workflows tailored to their specific needs. For creative agencies, it offers the flexibility to design processes that encompass project management, client communication, and task tracking within a single platform. 

Monday.com users can create boards for different clients or projects, customize columns to capture relevant information, and automate routine tasks to enhance efficiency. However, this high level of customization requires a significant initial setup and ongoing maintenance to ensure the system aligns with evolving agency workflows.

🤔 Looking for the best Monday.com alternatives? Start here: Top 8 Monday.com Competitors for Creative Agencies

Monday.com Features

• Customizable boards allow tailored management of projects, clients, and tasks
• Automations streamline workflows with notifications, status updates, and task assignments
• Integrations connect with tools like Slack, Google Drive, and Adobe Creative Cloud
• Time tracking monitors time spent on tasks within the platform

Monday.com Pros and Cons

🎉 Pros:

• User-friendly interface ensures easy navigation for team members
• Robust integrations connect seamlessly with third-party tools
• Scalable platform supports teams of various sizes
• Active community support offers forums and a knowledge base for help

💔 Cons:

• Steep learning curve requires time for setup and customization
• Costly advanced features make higher-tier plans expensive for small teams
• Overwhelming for simple needs with excess functionality for basic tasks
• Limited offline access depends on stable internet connections
• Performance issues may arise with handling large data sets

Monday.com Pricing

• Free Plan costs $0 per month for up to 2 users with limited features
• Basic Plan costs $8 per month per user with essential project management tools
• Standard Plan costs $10 per month per user adds timelines and integrations
• Pro Plan costs $16 per month per user includes time tracking and advanced columns
• Enterprise Plan offers custom pricing for large organizations with advanced features

Monday.com's pricing structure allows agencies to choose a plan that aligns with their specific needs and budget. While the Free Plan provides a basic introduction, agencies may find the Standard or Pro plans more suitable for accessing the full range of features necessary for managing complex projects and client relationships effectively.

Wrapping Up

No single tool fits every agency perfectly. Some excel at task management but fall short on client-facing features, while others require extensive setup to match your processes. 

After comparing it with other client management tools, we’ve found ManyRequests’ versatility to be the best choice for creative agencies. It’s purpose-built for creative agencies, combining client portals, task management, and feedback systems into an all-in-one solution. 

If you’re ready to simplify your workflows, enhance client communication, and manage everything from one platform, it’s time to see how ManyRequests can transform your agency. Try it free for 14 days and start testing its features at no cost. 

Frequently Asked Questions

1. What are client management tools, and how do they benefit creative agencies?

Client management tools are software platforms designed to streamline and organize interactions between businesses and their clients. For creative agencies, these tools help track projects, manage customer communication, and centralize client information in one place. 

By using client management tools, agencies can improve efficiency, ensure timely deliverables, and maintain consistent client satisfaction. They also reduce reliance on scattered emails or spreadsheets, which can lead to miscommunication or missed deadlines.

2. How do customer communication tools improve collaboration in creative agencies?

Customer communication tools, like Slack or ManyRequests, enable real-time updates, project discussions, and feedback sharing. They centralize all interactions, ensuring every team member and client stays informed. 

Features like in-app messaging, file sharing, and feedback systems prevent miscommunication and save time compared to traditional email exchanges. These tools foster transparency, making creative processes smoother and more collaborative.

3. What are the key features to look for in client management tools for agencies?

Creative agencies should prioritize tools offering project tracking, centralized client communication, time tracking, and customizable workflows. 

Features like task automation, file sharing, feedback systems, and integration with other platforms (e.g., Google Drive or Slack) are essential. Additionally, client-facing capabilities like branded portals or invoice management add value by enhancing the customer experience.

4. Are there affordable client management tools for small creative agencies?

Yes, several client management tools offer affordable plans tailored to small agencies. For instance, Trello provides a free plan with basic project management features, while ManyRequests offers cost-effective solutions with client portals and invoicing. These tools allow smaller teams to manage customer communication and projects effectively without breaking their budget.

5. Can customer communication tools integrate with other software creative agencies use?

Many customer communication tools support integrations with popular software like Google Drive, Adobe Creative Cloud, and project management platforms like ClickUp or Monday.com. These integrations streamline workflows by syncing files, updates, and tasks across platforms. For example, Slack can connect with Trello to automatically update project boards based on team discussions, improving overall efficiency and collaboration.

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