We Evaluated 6 Best Podio Alternatives for Creative Agencies in 2025

Many creative agencies start with Podio, but eventually outgrow it. Or don’t enjoy using it because it’s a bit overwhelming for non-technical teams. 

For instance, a small business owner and big fan of Podio says it’s too complex to use because users must duplicate a lot of their data across multiple apps (you designed) to filter their workspace well. This means a lot of maintenance issues that “slow down the system.” 

Many other users get stuck trying to piece together the client experience with its custom app feature. Someone says the interface is “confusing and difficult to navigate,” and another user says it's “difficult to utilize and felt unclear.” 

Regardless of your reasons for seeking alternatives to Podio, this piece is for you. I reviewed the top Podio competitors and narrowed them down to six strong options that allow you to: 

• Collaborate better with your team. 
• Allow clients and your team to see project details from the get-go. 
• Automate admin and repetitive tasks, and 
• Enjoy a non-cluttered UI for work. 

Six Alternatives to Podio 

Let’s start with the most agency-friendly option: 

Podio Alternative 1: ManyRequests

‍ManyRequests is a project management and client collaboration platform built for creative agencies. 

Unlike Podio, which has an overwhelming UI with many buttons to click around, ManyRequests has a clean interface that clients and teams love, with all the features you need out of the box. Some users like Brandon say it checked all their boxes as an agency-friendly project management software, and here's why: 

1. White-label client portal

ManyRequests lets you create a fully branded client portal using your logo, color scheme, and custom domain. This helps you onboard clients to a portal where they can: 

• Log in through your domain (e.g., portal.youragency.com). 
• Submit project requests. 
• Leave comments or annotations on design files (or screenshots of an app or website you designed for them). 
• Track project progress without needing to ask for updates. Here’s the client's view of all active projects: 

• Access invoices, deliverables, chats, and shared files, all in one place. 

This portal eliminates the back-and-forth that usually happens over email or Slack. It's also good for aesthetics. 

2. Service catalog and request forms

If your agency has different pricing/service categories, ManyRequests allows you to share details on these services on your portal. 

You can use the service catalog to list these services so every client with a link can browse through what you offer (and read some details about each service category). In summary, with ManyRequests, you can: 

• Build a custom list of services with different pricing options (one-time, subscription, hourly). 

You can even sell one-off or recurring services. Recurring services can be structured like this: 

• You can then embed a link to this service catalog on your website or share it directly with clients: 

It may look like this: https://contenthub.manyrequests.com/services/our-awesome-marketing-strategy/checkout. 

If you follow this link, you’ll see details about the service I provided, as well as the intake form and the checkout page for $2,000 for the task. 

In practice, here’s what it looks like for one of our customers, Team Town graphic design agency: 

If any user (prospect or client) clicks on “Get Started,” it’ll direct them to your service page where they can get full details on what the service entails. This leads to the next point: 

• The service catalog allows clients to browse and check out without a sales call. This is because each service on your portal has full details of what it entails and a form attached to it to collect relevant information about the project or the client. 

Here's what the intake forms to gather relevant details from the client look like: 

The more specific the questions, the better. 

The benefit here is automation. You don’t need to scope each project from scratch every time. You define the scope once, and clients pick what they need. 

3. Automatically create tasks and manage them 

When a client fills out a form or pays for a service, the system automatically creates a task in your platform. These tasks can then:

• Be assigned to team members. 
• Carry deadlines, priority levels, and status labels (To Do, In Progress, Pending Feedback, etc.). 

• Include all client-provided files, notes, and instructions. If you click on “Files” in a task box, you'll find all attached files, which can help your team understand all the client's needs while working on their task. 

You can also use the analytics to see your team’s workload and assign tasks accordingly. 

You don’t need Zapier or custom integrations to move data from point A to point B. However, if you need to trigger an action based on an activity, you can integrate Zapier with ManyRequests for more functionality. 

For instance, if you still use Slack, you can trigger Zapier to notify you via Slack when a new client pays for your service. You'll normally receive an email, but you may need this Slack functionality as well. 

You can also trigger Zapier to create an invoice (+ acknowledge payment) in Xero when a customer pays in ManyRequests. Next…

4. Visual feedback on designs

If you're a design or web development agency, it's typical for your clients to have feedback on your deliverables. To make receiving feedback easier and faster, ManyRequests is designed with a design proofing feature. Here's how it works:  

• The annotation tool lets you (or the client) annotate images and PDFs and write specific comments about what they'd like your designer/dev to improve. Here's what that looks like: 

The impressive thing about this feature is that each comment on a design also appears in the task box, and you can click on it (blue-colored texts below) to navigate to the specific feedback: 

• If necessary, they can use the embedded Loom/Vimeo feature for thorough video feedback. 

That means your designer can click on 1 and see the specific comment for the annotated part. There's no guessing or toggling between Figma and Gmail, trying to understand which part of a design the client wants iterations on. Everything is in one place. 

Read enough? Sign up for a free trial to explore all ManyRequests offers for 14 days. No credit card required. 

5. Invoicing and Stripe integration 

Unlike Podio, where you need to integrate an external software for invoicing and billing, ManyRequests generates invoices automatically when:

• A project is completed. 
• A milestone is reached. 
• A client purchases a service. 

While structuring your service, you can use Stripe or ACH to receive payments, automate reminders, and even set billing rules (e.g., 50% upfront, 50% on completion). 

You can also include tax rates in your pricing if you want to reduce overhead costs. 

Here's a brief comparison of why agencies choose ManyRequests over Podio: 

Podio alternative 2: Monday.com

Monday.com is a Podio alternative that helps teams manage tasks using boards, timelines, and automations. It’s flexible enough to support different workflows, and some of its main features include:

• Visual project boards with flexible views: Monday.com gives users multiple ways to view projects (Kanban, Gantt, calendar, timeline, and workload views). This flexibility helps you manage your tasks and keep to deadlines using any project view that helps you get work done faster. 
• Custom automations for repetitive work: Monday.com lets you automate task assignments, statuses, notifications, and even due dates by setting simple “if this happens, then that is triggered” logic. 

For example, when a task moves to “Client Review,” Monday can ping the account manager or notify the client to save time on manual follow-ups. 

• Client-specific workspaces (via guest access): While Monday.com is not a client portal, it allows you to create private boards and invite clients as guests. This gives clients controlled visibility into their project, without exposing information you don't want them to have access to (like those working on their tasks or the uncleaned first draft of their work). They can see project progress and the deadlines for their tasks. 
• Built-in time tracking and workload view: You can track the time your team members spend on tasks and use the workload view to avoid overloading your designers, copywriters, or PMs. Here’s what the workload view looks like: 

This helps you balance client demands without maxing out your team. 

• Templates for marketing, creative, and ops workflows: Monday has a lot of pre-built templates for content calendars, campaigns, client onboarding flows, and creative production. 

This means that if necessary, you can skip setting a customized workflow for a specific project (say a client campaign) and use an existing template to format everything from beginning to end. 

• Integrations with your existing stack: Monday.com supports integrations with over 200 tools. This helps you manage other software within one software, which makes your work easier. 

Monday.com pros: 

• Has boards, Gantt charts, Kanban views, and automation rules to view your projects and organize your data. 
• Allows an unlimited number of team members. 
• Tracks an unlimited number of projects. 
• It has a lot of integrations to sync your workspace with other software in your tech stack. 
• Comes with several templates that allow you to organize each department within your organization and arrange their activities
• It saves you time if you don't want to create your custom workflows with its templates. 

Monday.com cons:

• No client portal; clients join as guests, not full users. 
• You'd have to take client requests for new projects outside the software. 
• The interface can feel overwhelming with too many options. 
• Creating your workflow may be a bit hard if you don't have experience with similar software. 

Podio alternative 3: ClickUp 

ClickUp is another alternative to Podio that combines task management, docs, dashboards, and automation in one tool. It’s highly customizable and works well for teams that want control over how projects are structured. 

Some of its main features include: 

• Multiple project views: Users can toggle between list, board, calendar, timeline, and Gantt views to visualize project stages. Whether it's a sprint board so designers can see all their projects or a timeline view so you, as the agency owner, can see when all existing projects are due, ClickUp lets you switch formats instantly without re-entering data. 
• Custom statuses and fields: Instead of generic “To-do/In Progress/Done,” you can create specific statuses like “Client Review” or “Needs Creative Direction.” 

Here's an example of the custom statuses from an agency I worked with:

Side note: you can do this on ManyRequests as well😎

This helps everyone know exactly where a deliverable stands in the project lifecycle, so everything can go on according to your workflow.

• Built-in time tracking: Team members can log time against each task without changing their software. This is useful for agencies that bill hourly or need proof of time spent when clients ask for breakdowns. 
• Collaborative docs inside tasks: You can write briefs, SOPs, or content drafts directly in ClickUp Docs and link them to tasks. 

You can also assign tasks to people from a single doc. For instance, if you're reviewing a brief, you can assign different parts of the brief (as a task) to different people, and create a sort of task dependency so everyone works in sync. 

• Design proofing: ClickUp lets you upload a design or visual asset and let clients or team members write comments directly on the image. It works the same way Mas anyRequests' design annotation feature works to give context to every feedback the client writes. 
• Automations to save time: For example, when a task is marked “Ready for Review,” ClickUp can auto-assign it to the creative lead and notify the client. This saves you the manual time it takes to follow up, reduces lag, and keeps your workflows tight.

ClickUp Pros: 

• Multiple project views (list, board, calendar, timeline, Gantt). 
• Built-in time tracking, comments, and proofing on image files. 
• Custom statuses and fields for detailed task flows.
• Custom reporting dashboard that allows you to see everything happening in your portal. 

ClickUp Cons: 

• No dedicated client portal or white-label features. 
• No built-in invoicing or service catalog. 
• Steep learning curve. It may be overkill for simple workflows. 

📌 Read more: I wrote about my experience using ClickUp vs Notion vs ManyRequests here. 

Podio alternative 4: ProofHub

ProofHub is a Podio competitor that has project management features with markup tools to review designs and documents. The pricing is structured with teams in mind, so it may be a good deal if you're not looking for software that charges per user. Its main features and strengths include: 

• Client-facing portal with granular access control: ProofHub lets you create dedicated spaces for clients where they can view project updates, approve deliverables, and leave feedback without seeing internal discussions or unrelated files. You decide what each client sees, which keeps things clean and professional.
• Built-in proofing feature: You can upload designs, PDFs, and other types of visual assets, and clients or teammates can add specific comments directly on the file. This eliminates vague feedback and reduces revision cycles (which helps you get tasks done faster). 
• Create custom workflows and task stages: You can design pipelines that reflect how your agency works, whether it’s “Strategy → Design → Review → Deliver” or something more niche. No generic task lists or forced processes. 

This customization helps tasks move smoothly through the specific steps your team follows, which improves your efficiency without the constraints of preset processes. 

• API access for integrations and automation: If you want ProofHub to talk to your other tools (like your CRM, billing system, or custom client dashboards), its open API makes that possible. You’re not locked into their ecosystem and can build the workflows your agency needs. 

ProofHub pros

• You can give your ProofHub account a custom design with a few clicks.
• It lets users design a workflow that reflects their existing process. 
• Users can upload, organize, preview, and manage multiple versions of files in one place.
• You can access projects anytime, anywhere via web and mobile apps for iOS and Android. 
• Fixed-price plans with no per-user fees allow unlimited users and projects without extra costs. 
• Great for companies that have worldwide teams and workers speaking different languages. 

ProofHub cons

• It has fewer integrations compared to other competitors. 
• Setting up forms is easier said than done, especially for newbie users. 
• No free plan, which can be costly for freelancers or very small teams who want to see how it works before committing to it.
• Reporting and analytics features are basic with limited customization and export options. 

Podio alternative 5: Trello 

Trello is a simple, visual task manager that uses boards and cards to organize projects (and your workspace). It’s best for managing simple workflows and to-do lists, and is commonly used by small teams and freelancers to manage workload. 

Main features include: 

• Drag-and-drop Kanban boards: Trello’s card-based system makes it easy to manage project stages at a glance. You can build visual workflows like “Brief → In Progress → Client Review → Delivered” to help teams see exactly what needs attention.
• Checklists, labels, and due dates inside each card: Each task card can hold subtasks, labels (e.g., urgent, design, dev), due dates, attachments, and comments. This keeps all task-specific info in one place with no scattered notes or emails.
• Power-Ups for extended functionality: Trello stays lean by default, but you can activate Power-Ups to track time, calendar view, custom fields, or integrations (e.g., Slack, Google Drive, Jira). You can tailor this alternative to Podio to fit specific workflows without an overwhelming interface.
• Collaboration features (comments, mentions, file sharing): Team members can tag each other, attach assets, and leave feedback directly in cards. This keeps all conversations tied to tasks and reduces the need for back-and-forth across different platforms.
• Automation with Butler: Trello’s built-in automation tool (Butler) lets you set rules like “when a card moves to 'Done,' archive it,” or “every Monday, create a new card for weekly reporting.” This can help you automate administrative tasks without using external software or worrying about jobs to be done..

Trello pros:

• Drag-and-drop task cards on visual boards. 
• Power-Ups to add calendar view, time tracking, and integrations. 
• Very low learning curve. 

Trello cons:

• No client portal or native invoicing. 
• Not built for end-to-end project workflows. 
• Limited in managing feedback or milestones. 

Podio alternative 6: Wrike 

Wrike is another Podio competitor that's suited for large teams that have specific workflows with multiple layers of approval, reporting, and resource tracking. This is because Wrike allows users to customize their workflows to match their processes (including multi-step approval sequences, though some automation for secondary approval is limited and requires manual steps). 

Wrike also has reporting and analytics features to track project progress, allocate resources, and help managers optimize workload by monitoring performance. All these make Wrike ideal for teams with a corporate workflow orientation and who need more features for resource management. 

Some of its features include: 

• Advanced views: Gantt, table, board, and calendar: Wrike’s “Views” let you switch between different project perspectives. 

You can use Gantt for deadline-driven campaigns, Kanban for agile design sprints, or the Table view to prioritize tasks in bulk. You can also filter your team's current workload by assignee, status, or due date, so you can zoom in on what matters easily. 

• Built-in time tracking and effort estimation: Every task in Wrike includes a native timer and an “Effort” field. Team members click “Start Timer” when working on a task, and your project managers can set estimated hours. Wrike logs this time under each user, which you can pull into reports for billing or review.
• Request Forms that create tasks automatically: Wrike’s request forms are like ManyRequests’, but with an extra spin. Based on your configuration input, they automatically generate tasks or projects in real time, with pre-filled assignees, due dates, tags, and folders. 

For example, a client submits a creative brief through your branded form. Wrike will instantly create a task under “Client X > Campaign Y” and route it to the right team. No manual sorting or chasing. 

The form setup allows you to predefine assignees, due dates, and other attributes (like tags or folders) based on the responses provided in the form. This means tasks are routed to the right people without any effort from your end. 

• Custom workflows and approval stages: Wrike lets you define unique statuses for each project type. For instance, “Concept → Writing → Internal Review → Client Feedback → Delivered.” 

You can also attach an approval step to any task, so when something hits “Client Feedback,” it won’t move forward until someone approves it via Wrike’s native review tool. 

• Resource management: Wrike’s Resource Management panel shows how much workload each team member has across projects, based on estimated hours (Effort field) and actual task assignments. 

You can reassign tasks with a drag-and-drop feature or adjust effort right in the view. This prevents overloading a team member while others have less workload. 

Wrike Pros: 

• Advanced reporting and dashboarding. 
• Resource planning and capacity tracking features. 
• Form-based task intake that automatically assigns tasks to users based on predefined metrics. 

Wrike cons: 

• No client portal or branding options. 
• Steep learning curve and difficult onboarding, especially for new users or beginners. Some say setting it up is a real chore. 
• Some say the UI is also difficult to use. This user says it's clunky and gets overwhelming when there are a lot of tasks to handle. 
• Performance issues include slow loading times and sluggish file uploads/downloads, especially on large projects. 

The Bottom Line

Most of the project management tools here give you flexibility. But ManyRequests gives you focus.

It is designed for agencies that deliver client work where branded portals, scoped requests, design proofing, and an automated task creation system aren’t “nice to have,” they’re how you stay profitable. 

Unlike tools that need setup time, workarounds, or extra software to be fully usable, ManyRequests handles everything in one place. Clients make requests for new projects. You manage your team’s workload easily. You deliver. Invoice is sent automatically. You get paid. No clutter. No patchwork. 

If you run a service business and want fewer moving parts between request and delivery, ManyRequests is the only tool on this list that fits end-to-end.

Start your 14-day free trial to build a cleaner, faster client workflow today.

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Originally Published: March 22, 2022