Monday vs. Trello: Which Will Help Your Agency Thrive in 2025?

Monday and Trello owe their widespread use to their free plans, but the limited features make it difficult for creative agencies to pick between the two--unless they pay right off the bat.  

And even if you decide to test-drive their paid versions, the daunting task of sifting through their features to see which one fits your agency's needs can eat away at your team's productivity. 

In this guide, we'll help you cut research and testing hours by pitting Monday and Trello against each other, ultimately helping you decide which project management tool is worth investing in.

At a Glance: Monday vs. Trello

Choosing Between Monday and Trello: What To Look For?

Buying any tool without knowing what to look for leads to buyer’s remorse. The following factors can help you pinpoint the specific features and functionalities your creative team needs so you don’t overlook anything–and end up with regrets. 

Let’s now explore each factor/feature in detail: 

1. Ease of Use

When you’re running a creative agency, you need a project management tool that you can implement quickly without forcing your team to spend hours on tutorials. Here’s how Monday and Trello stack up in terms of user-friendliness:

Monday

• Color-coded status labels provide a clear project overview.
• Step-by-step tutorials and pre-built templates simplify setup.
• Extensive features may feel complex for new users.
• Easily rearrange tasks to adapt to changing workflows.

Trello

• Straightforward card-based system for organizing tasks.
• Easy-to-use interface with simple card, label, and due date setup.
• Advanced workflows require Power-Ups or add-ons.
• Smooth drag-and-drop functionality for effortless task management.

🔥 Verdict

If you prioritize simplicity and want to avoid a steep learning curve, Trello takes the crown for ease of use. Its Kanban-style approach is highly intuitive, making it a great entry point for teams new to project management software. 

2. Task & Workflow Customization

Setting up workflows that reflect your agency’s unique processes can save you time and headaches. Whether you’re focusing on editorial calendars, design approvals, or multi-step campaigns, here’s how Monday and Trello help (or hinder) your customization needs.

Monday

• Create custom columns like status, date, and text to match workflows.
• Automations update statuses, alert team members, and move tasks.
• Ready-made templates simplify workflow setup for creative teams.
• Task dependencies ensure structured progress in complex projects.

Trello

• Basic columns are customizable, but advanced changes need Power-Ups.
• Power-Ups add extra functionality like custom fields and integrations.
• Butler automations handle repetitive tasks like card movement and due dates.
• Dependencies require Power-Ups and aren’t as seamlessly built-in.

🔥 Verdict

For businesses needing granular customization—like complex task dependencies and advanced automation—Monday stands out with its powerful configuration options and built-in features. Trello remains a strong contender for simpler workflows or teams that prefer a lightweight approach and don’t mind installing Power-Ups.

3. Collaboration & Communication Tools

In a creative agency setting, timely collaboration and transparent communication are paramount to delivering high-quality work on schedule. Let’s see how Monday and Trello provide the framework for real-time feedback, file sharing, and seamless discussions.

Monday

• Each task has a dedicated messaging thread for organized feedback.
• Easy file sharing with visual previews for quick asset identification.
• Automated alerts and notifications keep teams updated in real time.
• Integrates with Slack, Microsoft Teams, and email for seamless communication.

Trello

• Card-based comments keep discussions centralized and organized.
• @Mentions and activity feeds ensure team members stay informed.
• Power-Ups enable integrations with Slack, Google Drive, and other tools.
• Simple interface suits teams that prefer minimal in-app communication.

🔥 Verdict

If your company thrives on in-app discussions and detailed creative back-and-forth, Monday offers more robust communication features right out of the box. Its centralized threads and notification system are well-suited for teams juggling multiple projects and client feedback loops. Meanwhile, Trello’s comment-based approach may suffice for smaller teams or those who prefer to keep comprehensive discussions in external tools like Slack.

4. Client Approvals & Review Cycles

For creative agencies, client approvals often involve multiple revision rounds and sign-offs. An efficient project management tool should streamline client communication to avoid feedback slipping through the cracks.

Monday

• Custom automations notify clients or stakeholders for approvals.
• Guest access allows clients to comment or update statuses securely.
• Integrated forms collect structured feedback directly into tasks.
• Layered permissions control who can edit, view, or approve deliverables.

Trello

• Clients can leave comments on cards for easy revision tracking.
• Color-coded labels and checklists organize the approval process.
• Approval workflows require third-party Power-Ups or extensions.
• Invite-only boards provide client access but with limited permissions.

🔥 Verdict

For teams that require multi-step approvals with structured feedback flows, Monday has the edge with built-in automation and layered permissions. Trello’s simplicity can handle smaller-scale approval processes, especially when combined with external Power-Ups, but it might feel unsophisticated for agencies juggling complex client review cycles.

5. Scalability & Team Management

As creative teams grow, it becomes imperative to manage multiple projects, departments, and layers of approvals without losing sight of key tasks. From permission settings to overseeing large-scale campaigns, here’s how Monday and Trello handle the challenges of expansion.

Monday

• Layered permissions allow precise control over user roles and data access.
• High-level dashboards provide an overview of multiple projects at once.
• Enterprise plans include advanced security and compliance features.
• Resource management tools help balance workloads across teams.

Trello

• Separate boards keep projects organized but may become hard to manage at scale.
• Basic permission settings offer limited access control outside Enterprise plans.
• Power-Ups add scalability but often require third-party integrations.
• Expanding teams may face cluttered boards without strict organization.

🔥 Verdict

Monday has more robust team management features and a centralized approach to handle multiple projects under one umbrella. Its layered permissions, enterprise-level security, and unified dashboards make it better suited for larger teams that need advanced oversight.

Trello can still scale for agencies that prefer simplicity and don’t mind relying on extra boards or Power-Ups, but it may require consistent board organization and add-ons to match Monday’s level of team management.

6. Integration with Existing Tools

The ideal project management software should easily connect with your existing ecosystem to keep your workflow smooth and centralized. Let’s see what Monday and Trello have to offer in terms of integrations. 

Monday

• Native integrations connect directly with Google Drive, Slack, Dropbox, and more.
• Automations streamline workflows by syncing external apps and reducing manual tasks.
• An apps marketplace allows users to browse or build custom add-ons.
• Supports Zapier, Make, and APIs for deeper customization.

Trello

• Power-Ups expand functionality with time tracking, calendar syncing, and design proofing.
• Simple third-party linking integrates tools like Slack and Google Drive, though some require paid plans.
• Butler automations handle repetitive tasks but are less advanced than Monday’s automation recipes.
• Works with Zapier and other platforms to enhance integrations without complex coding.

🔥 Verdict

If you need extensive, native integrations right out of the box, Monday wins with its robust library and built-in automation recipes that cover many use cases. Trello’s Power-Ups provide a wide range of options but might require additional installations or paid tiers to match Monday’s level of seamless connectivity. 

7. Time Tracking & Budget Management

Understanding how much time is spent on each task—and at what cost—can make or break a project’s profitability. Here’s how Monday and Trello measure up for financial oversight.

Monday

• Native time-tracking widget monitors hours without leaving the platform.
• Budget and billing columns provide real-time financial visibility.
• Automated alerts notify stakeholders when projects near budget limits.
• Integrates with accounting tools like QuickBooks for seamless billing.

Trello

• Requires third-party Power-Ups like Time Doctor or Clockify for time tracking.
• Manual tracking through custom fields or checklists can be tedious.
• No built-in budgeting features; expense tracking requires add-ons.
• Butler automations assist with tasks but lack advanced financial tracking.

🔥 Verdict

Monday takes the lead by providing native time-tracking widgets and more sophisticated cost-tracking capabilities. Trello can still work for smaller teams or those with lighter financial management needs, but it typically depends on third-party Power-Ups to fill the gaps.

8. Reporting & Analytics

Metrics like project progress, time spent, and workload distribution can help you optimize resources and fine-tune your processes for better results. Let’s see how Monday’s reporting features compare to Trello’s. 

Monday

• Dynamic dashboards consolidate real-time updates on tasks and milestones.
• Customizable reports filter and group data for deeper project insights.
• Automated progress indicators highlight at-risk projects before deadlines.
• Export and sharing options allow easy data distribution and offline analysis.

Trello

• Basic activity logs track card movements but lack in-depth reporting.
• Power-Ups like Blue Cat Reports add reporting features but may cost extra.
• At-a-glance board stats provide surface-level metrics on task distribution.
• Manual workarounds like exporting data to spreadsheets are needed for deeper analysis.

🔥 Verdict

Monday takes the lead with its robust dashboard features and automated reporting. Trello’s reporting capabilities are comparatively limited, often requiring third-party add-ons for more granular data. 

9. Security & Permissions

Protecting client data and keeping confidential project details private is a top priority for a lot of service-based businesses. From user permissions to data encryption, here’s how Monday and Trello stack up for security-conscious teams.

Monday

• Advanced user permissions allow granular control over roles and data access.
• Private boards and item permissions restrict access to approved individuals.
• Enterprise plans include HIPAA compliance, SOC 2 Type II certification, and enhanced security controls.
• Single Sign-On (SSO) simplifies logins and ensures organization-wide security policies.

Trello

• Basic access controls limit fine-grained permissions outside the Enterprise plan.
• Visibility settings allow boards to be private, team-visible, or public.
• Built on Atlassian’s secure infrastructure but lacks advanced permission layers.
• Two-factor authentication (2FA) is available for Enterprise users; others need external integrations.

🔥 Verdict

Monday offers more comprehensive security and permission features right out of the gate. Trello maintains solid baseline security, but more nuanced or enterprise-level permissions often require an upgrade.

10. Pricing & Value

Choosing between feature-rich plans and budget-friendly options can be tricky—especially for businesses that might need more than a basic tier but also don’t want to overspend. Let’s see how Monday and Trello measure up in terms of plan structures, overall costs, and long-term value.

Monday

• Tiered plans unlock advanced features like time tracking and automations.
• Customization and reporting tools add value but can increase costs for larger teams.
• User seats are sold in bundles, which may not suit teams with specific size needs.
• Higher-tier plans offer scalability and advanced analytics for growing agencies.

Trello

• Free plan makes it an attractive option for small teams or freelancers.
• Paid tiers provide unlimited Power-Ups, automations, and enhanced security.
• Lower-cost plans appeal to startups, but features are limited compared to Monday.
• Many essential features require Power-Ups, which can increase overall costs.

🔥 Verdict

If you need immediate access to advanced features and don’t mind a steeper monthly bill as your team grows, Monday delivers stronger all-in-one functionality without relying heavily on add-ons. However, Trello might offer better initial value for smaller agencies or those on tight budgets, thanks to its free plan and cost-effective Premium tiers.

Ultimately, it comes down to whether you value a more integrated, feature-rich approach (Monday) over a flexible, à la carte model (Trello).

11. Customer Support & Training

From onboarding to ongoing troubleshooting, having reliable support and learning resources is crucial for keeping projects on track. Let’s see what Monday and Trello offer in the customer support department.

Monday

• Comprehensive guides, articles, and video tutorials support new users.
• Email and chat support are available, with phone support for higher-tier plans.
• Personalized demos and onboarding sessions help teams get started quickly.
• Active user community provides forums, webinars, and user groups for tips.

Trello

• Relies on online forums and the Atlassian community for troubleshooting.
• Email support is available only for paid plans.
• Limited structured training, with only basic tutorial videos and blog posts.
• Many users depend on third-party guides and community-shared best practices.

🔥 Verdict

If you expect a high level of support—especially during the crucial onboarding phase—Monday pulls ahead with its robust help center, live chat, and extensive training resources. Trello’s community-driven model may suffice for smaller teams or those that prefer figuring things out independently. 

How ManyRequests Fill the Gap for Creative Agencies Looking for Tailored Project Management Tool

While both Monday and Trello are powerful in their own right, they can still leave agencies with complex, disjointed workflows. ManyRequests addresses these challenges head-on, offering an all-in-one platform specifically designed for creative teams.

1. Client Portal & Communication

Neither Monday nor Trello offers a dedicated, built-in client portal. Agencies often rely on external tools or add-ons for communication, which can cause scattered conversations, missed updates, and delayed feedback cycles.

ManyRequests solves this problem by providing a fully integrated client portal where you can communicate with clients, manage requests, and keep all interactions organized in one place. This feature ensures everyone stays on the same page—from initial briefs to final deliverables—minimizing miscommunication and streamlining collaboration.

2. Streamlined Request & Workflow Management

While Monday has robust project management features, many agencies find them overwhelming. Meanwhile, Trello’s simplicity can leave more complex workflows lacking structure. Managing requests across multiple boards or add-ons can become time-consuming and prone to errors.

ManyRequests offers a centralized request system that neatly organizes client tasks and briefs in a single dashboard. This means fewer back-and-forth emails, automated task assignments, and a simplified process for submitting, tracking, and completing each request efficiently.

3. Ease of Use vs. Over-Complexity

Both Monday and Trello are general-purpose project management solutions that can either feel overwhelming (in the case of Monday) or too basic for some agency requirements (as with Trello). Agencies often spend valuable hours configuring workarounds to bridge these gaps.

ManyRequests strikes a balance with a user-friendly interface built specifically for creative agencies. Designed to be simple yet powerful, it minimizes onboarding hurdles so your team can focus on delivering quality work rather than wrestling with project management complexities.

4. Agency-Focused Functionality

Because Monday and Trello cater to a wide market, their features aren’t always tailored to creative workflows like design proofs, branding requirements, or client-facing portfolios. Agencies often end up paying for features they never use or installing multiple add-ons.

ManyRequests was built with creative agencies in mind, offering the core tools you truly need—client requests, communication, invoicing, time tracking, and branding options—without the clutter. Its specialized focus means updates and new features continually address real-world agency challenges.

Ready to simplify your creative workflows? Sign up today for a 14-day free trial and experience how ManyRequests can transform your agency’s productivity and client satisfaction from day one.

Monday vs. Trello vs. ManyRequests: Which is the Best Project Management Tool for Creative Agencies?

While Monday and Trello are both robust platforms, they’re not tailored exclusively to creative agencies—often leaving gaps in client collaboration and billing. Below, we’ll break down the key selling points of each solution and reveal why ManyRequests may be the best fit for those looking to streamline client-centric workflows.

We recommend Monday if you want…

• Visually engaging boards and dashboards – Color-coded interface provides quick, at-a-glance project updates.
• Advanced automation and integrations – Automate complex workflows and connect seamlessly with external tools.
• Flexible workspaces for growing teams – Scales with multiple boards, dashboards, and user permissions.
• Structured yet versatile project management – Offers a variety of customizable views for different workflows.

We recommend Trello if you want…

• Straightforward Kanban boards – Simple drag-and-drop interface for easy task visualization.
• Minimal learning curve – Uncluttered card-based setup is beginner-friendly.
• Extensive Power-Ups – Add-ons enhance functionality with calendars, time tracking, and more.
• Budget-friendly or free options – Free plan is ideal for smaller agencies or startups.

We recommend ManyRequests if you want…

• An all-in-one client portal – Fully integrated for streamlined communication and request management.
• Streamlined agency-focused workflows – Eliminates unnecessary features, focusing on requests and feedback.
• Built-in invoicing and payment processing – Native billing features simplify financial management.
• White-label and branding flexibility – Customize the portal to match your agency’s brand and professional image.

Wrapping Up

Monday stands out with its dynamic boards, powerful automations, and detailed dashboards, making it a solid choice for teams that crave robust customization. Meanwhile, Trello’s user-friendly Kanban system and free plan cater to smaller agencies or those just dipping their toes into project management.

But if you’re an agency looking for a simpler, more focused platform built around client collaboration and integrated billing, ManyRequests hits the sweet spot. 

By eliminating needless clutter and offering a dedicated client portal, request management, and streamlined invoicing all in one place, ManyRequests ensures you spend less time juggling tools and more time creating memorable work.

Ready to see the difference? Sign up for a 14-day free trial and discover how ManyRequests can transform the way you manage projects. 

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