Best agency management software in 2026: 8 tools compared
Written by Bilal Azhar, Co-Founder & CEO, AgencyPro | October 13, 2026
Agency management software runs the business side of an agency in one system: projects, time tracking, resourcing, budgets, billing and client communication. The right choice depends mostly on team size and how you bill. This guide compares eight tools (AgencyPro, Productive, Teamwork.com, Scoro, Accelo, Function Point, Workamajig and Kantata) with published pricing and what a 5- and 10-person team pays.
AgencyPro is our product. It is listed first because this is our site, not because of a score, and each entry says who should pick something else. This page covers creative, marketing and digital agencies. If you are looking for an insurance agency management system, this is a different category.
How we compared these tools
This shortlist is based on each vendor's published features and pricing, checked October 13, 2026. It is not a hands-on test or a scored ranking. We recorded the same facts for every tool so you can repeat the check:
- Pricing model and team cost: per user or quoted, seat minimums, and what a 5- and 10-person team pays on published plans.
- Resourcing: capacity views, resource planning by role or skill, and forecasting.
- Financials: time-to-invoice, retainers and budgets, quotes, and profitability reporting.
- Client-facing features: client access, requests, approvals and a portal.
- Integrations: accounting (QuickBooks, Xero), CRM and the plan each one needs.
- Rollout: onboarding fees and implementation time the vendor states.
Prices change. Confirm them on each vendor's pricing page before you buy.
Quick picks by agency type
Our product. From $39/mo with 1 seat; extra seats $15-$30/mo.
From $9/user/mo billed yearly, 3-seat minimum.
Free for up to 5 users; invoices from logged time on Accelerate.
Quotes convert to invoices; from $17/user/mo, 5-user minimum.
GL, payables and receivables; from $49/user/mo at 10+ users.
Enterprise PSA with a Salesforce-native option; quoted pricing.
Agency management software compared
| Tool | Starting price | Pricing model | Best for |
|---|---|---|---|
1AgencyPro Our Product | $39/mo (Basic, 1 seat) | Plan + extra seats ($15-$30/mo each); unlimited clients | Small agencies that want the client portal, requests, retainers, time and invoicing in one system |
2Productive | $9/user/mo billed yearly (Essential) | Per user, 3-seat minimum | Budgets, resource planning and project profitability at a low per-user price |
3Teamwork.com | Free (up to 5 users); paid from $9.99/user/mo billed yearly | Per user, 3- or 5-user minimum on paid plans | Client project management with time budgets and invoices from logged time |
4Scoro | From $17/user/mo | Per user, 5-user minimum | Quote-to-invoice and CRM tied to project delivery |
5Accelo | Custom quote | Quoted by team size | Firms running retainers and fixed-fee projects side by side |
6Function point | $53/user/mo billed yearly ($58 monthly) | Per user, plus an onboarding fee | Creative and in-house agencies built around estimates, briefs and job budgets |
7Workamajig | $49/user/mo (10+ users) | Per user, volume tiers from 10 users | Ad and creative agencies of 10+ people that want agency accounting in the same system |
8Kantata | Custom quote | Quoted by a PSA advisor | Large professional services organizations with complex resourcing |
Prices from each vendor's own site, October 13, 2026.
What a 5- and 10-person agency pays per month
Most agency management tools publish annual pricing, so this table shows the monthly cost on annual billing for the plan an agency would typically need, using each vendor's published per-user prices and minimums.
| Plan | 5 people | 10 people | How it is calculated |
|---|---|---|---|
| AgencyPro Pro | $132.50 | $215.83 | $790/yr + $200/yr per extra seat. On monthly billing: $159 (5) and $259 (10). Pro adds time tracking and capacity management. |
| AgencyPro Plus | $224.17 | $349.17 | $1,490/yr + $300/yr per extra seat. Plus adds profitability reports, Zapier and API access. |
| Productive Essential | $45 | $90 | $9 per user billed yearly. Professional is $24 per user ($120 and $240). Monthly billing costs more. |
| Teamwork.com Accelerate | $124.95 | $249.90 | $24.99 per user billed yearly, 5-user minimum. This is the plan with invoices from logged time and retainers. |
| Scoro (entry combination) | From $85 | From $170 | From $17 per user with a 5-user minimum for a custom combination of apps. Packaged plans cost more per user. |
| Function Point Standardize | $265 | $530 | $53 per user billed yearly ($58 monthly), plus an onboarding fee for new customers. |
| Workamajig | Not listed | $490 | Published tiers start at 10 users ($49 each). One month free with annual payment. |
Not included: Accelo and Kantata, which quote on request. Plans are not like for like: Productive Essential and Function Point include resource forecasting, while AgencyPro and Teamwork.com Accelerate focus on client work and billing. Onboarding fees and payment processing are extra where they apply.
The 8 tools in detail
AgencyPro
Best for: Agencies of roughly 3 to 25 people that sell retainers, subscriptions or packaged services and want clients to log in for requests, approvals and invoices
Pricing: Basic $39/mo, Pro $79/mo, Plus $149/mo (or $32.50, $65.83 and $124.17 a month billed yearly). Each plan includes 1 seat; extra seats are $15, $20 or $30/mo.
AgencyPro combines the client portal, service catalog and order forms, requests, projects, messaging, files and invoicing in one workspace. Recurring services can include a set number of hours or credits per period, with optional rollover of unused hours or credits, and billing runs through Stripe or PayPal.
The operations features are split by plan. Time tracking, capacity management, SLA tracking, the leads pipeline and proposals and contracts are on Pro. Team performance and profitability reports, Zapier, the API and webhooks are on Plus. It is lighter than a PSA tool such as Productive or Kantata on forward resource planning, and it does not include general-ledger accounting.
Pros
- - Client portal, requests, retainers and invoicing in the same system
- - Unlimited clients on every plan; client logins are free
- - Custom domain and portal branding from the $39 Basic plan
- - AI assistant included on every plan with a monthly credit allowance
Cons
- - Seats cost extra: a 10-person team on Pro pays $259/mo on monthly billing
- - Time tracking needs Pro; profitability reports need Plus
- - No forward resource scheduling by role or skill like Productive, Teamwork.com Optimize or Kantata
- - QuickBooks and Xero connect through Zapier on Plus, not a native sync
Verdict: A good fit if your agency is client-facing and recurring, and you want delivery and billing in one place. Pick a PSA tool instead if resource forecasting and margin reporting across many projects are your main problem. See AgencyPro plans and seat pricing.
Productive
Best for: Agencies that need budgets, resource planning and project profitability at a low per-user price
Pricing: Essential $9/user/mo and Professional $24/user/mo, billed yearly. Ultimate is priced on request. 3-seat minimum, 14-day trial.
Productive is built for agencies and lists budgeting, resource planning, project and task management, docs, time tracking, expenses and reporting on its Essential plan. Professional adds recurring budgets, advanced reports, and HRIS and invoicing integrations. Ultimate adds revenue forecasting, a scenario builder and support for multiple subsidiaries.
Its pricing page showed different monthly figures in different places when we checked, so confirm the monthly rate on the page before you budget. Client access to budgets is listed from Professional.
Pros
- - Lowest published per-user entry price on this list
- - Budgeting and resource planning on the entry plan
- - Revenue forecasting and scenario planning on Ultimate
Cons
- - Cost grows with every user, with a 3-seat minimum
- - Recurring budgets need Professional
- - Built for internal operations; client-facing requests and portal are not its focus
Verdict: Shortlist Productive if you need to plan people across projects and see margin per project without a spreadsheet. AgencyPro vs Productive.
Teamwork.com
Best for: Agencies that want client project management with time budgets, retainers and invoices from logged time
Pricing: Free for up to 5 users. Basics $9.99/user/mo (min 3) and Accelerate $24.99/user/mo (min 5), billed yearly. Optimize and Enterprise on request. 14-day trial.
Teamwork.com is project management aimed at client work. Basics covers Gantt, table, list and board views, templates and billable time tracking. Accelerate adds intake forms, workload and capacity views, time budgets and retainers, invoices built from logged time, and HubSpot and QuickBooks integrations.
Optimize adds quotes, resource planning by role and skill, multi-currency budgets and profitability insights. Its feature table also lists inviting client users into projects and proofing.
Pros
- - Free plan for up to 5 users
- - Retainers and invoices from logged time on Accelerate
- - QuickBooks and HubSpot integrations on Accelerate
Cons
- - Monthly-billing prices were not shown on the static pricing page we read
- - Quotes, skill-based resourcing and profitability insights need Optimize (contact sales)
- - Accelerate has a 5-user minimum
Verdict: A practical choice if your team already thinks in projects and tasks and you want billing attached to time. AgencyPro vs Teamwork.com.
Scoro
Best for: Agencies that want quotes, CRM, projects and invoicing connected end to end
Pricing: Per user, from $17/user/mo for a custom combination of apps, 5-user minimum. Packaged plans cost more. 14-day trial.
Scoro covers sales, delivery and billing in one system. Its feature pages describe converting confirmed quotes into invoices, partial invoicing as a project progresses, resource planning, time tracking and a CRM module for contacts, deals and pipeline.
Scoro now lets you combine only the apps you need, which is where the $17 entry price comes from. Price the combination you would actually run (for example sales, projects and billing) before comparing it with other tools.
Pros
- - Quote-to-invoice flow with partial invoicing
- - CRM and pipeline connected to delivery
- - Build-your-own plan instead of fixed tiers
Cons
- - 5-user minimum
- - The entry price covers a limited combination; full coverage costs more per user
- - More configuration than a simpler project tool
Verdict: Shortlist Scoro if sales, quoting and invoicing are as important to you as delivery. AgencyPro vs Scoro.
Accelo
Best for: Consultancies and agencies that mix retainers, fixed-fee and hourly work
Pricing: Not published. Accelo quotes by team size and includes implementation guidance and onboarding support.
Accelo is a professional services automation (PSA) tool that connects project management, resourcing, time tracking and financials. Its site says you can run fixed-fee projects and ongoing retainers side by side and see which clients, projects and retainers make money.
It lists integrations with Xero, QuickBooks Online, Sage Intacct, HubSpot, Salesforce and Jira, and has a client workspace. Accelo says most teams are up and running in a matter of weeks.
Pros
- - Retainers and fixed-fee work in one tool
- - Accounting integrations with Xero, QuickBooks Online and Sage Intacct
- - Capacity forecasting and profitability by client
Cons
- - No published pricing, so comparing cost needs a sales call
- - Implementation takes weeks, not days
Verdict: Worth a demo if retainers are a large share of revenue and you need them to sync with your accounting system. AgencyPro vs Accelo.
Function point
Best for: Creative, design, PR and in-house agencies that run jobs from estimate to invoice
Pricing: Standardize $53/user/mo billed yearly ($58 monthly). Optimize $62/user/mo billed yearly ($68 monthly). Onboarding fee for new customers.
Function Point is agency management software for creative teams. Every plan includes client management, creative briefs, estimates and proposals, a sales pipeline, Gantt and kanban views, resource forecasts by role and staff, time tracking, batch invoicing, retainer management and profitability by client, project and service.
The QuickBooks Online and Desktop integration, custom saved reports and data visualization are Optimize-only. Implementation is one-on-one with their team.
Pros
- - Estimates, briefs, change orders and job budgets built for creative work
- - Retainer management and profitability reporting on every plan
- - Non-profit discount of $2 per seat
Cons
- - Higher per-user price than Productive or Teamwork.com
- - QuickBooks integration only on Optimize
- - Onboarding fee on top of the subscription
Verdict: A strong option for creative agencies that estimate and track every job. Smaller digital teams may find it more than they need. Compare project management tools for agencies.
Workamajig
Best for: Ad, creative and in-house agencies of 10 or more people that want accounting and operations in one system
Pricing: $49/user/mo at 10+ users, $47 at 25+, $45 at 50+. One month free with annual payment. Enterprise (100+ users) on request.
Workamajig includes project management, time and task tracking, resourcing and scheduling, digital proofing, payables and receivables, a sales CRM and revenue forecasting, with a complete accounting package (GL accounting and P&L reports). Client and vendor logins are unlimited.
It also syncs media orders and invoices. Its FAQ puts traditional implementation at 2-3 months, with training included in the subscription and a dedicated account manager.
Pros
- - Agency accounting (GL, payables, receivables) in the same system
- - Media order and invoice sync
- - Training and a dedicated trainer included
Cons
- - Published pricing starts at 10 users
- - 2-3 month implementation per its own FAQ
- - More system than a small digital agency needs
Verdict: Pick Workamajig if you want agency accounting and project operations in one place and can invest in a longer rollout. AgencyPro vs Workamajig.
Kantata
Best for: Large professional services organizations with complex resource management and forecasting
Pricing: Not published. Pricing is set with a Kantata PSA advisor.
Kantata is the name Mavenlink and Kimble took in May 2022, after the two companies merged in 2021. It sells a PSA platform with resource management and forecasting, financial management and project management, plus a Salesforce-native version (Kantata on Salesforce).
It is positioned for professional services organizations at scale. Smaller agencies usually start with a tool that publishes its pricing and move to Kantata when resourcing across many teams becomes the main problem.
Pros
- - Deep resource management and forecasting
- - Salesforce-native option
- - Built for large, multi-team services firms
Cons
- - No published pricing
- - Sales-led buying process
- - Sized for larger organizations than most agencies on this list
Verdict: Shortlist Kantata if you run a large services business and resource planning across many teams is the priority. AgencyPro vs Kantata.
Which tool fits your agency
When AgencyPro is not the right fit
- - You need forward resource planning. AgencyPro has capacity management on Pro, but not scheduling by role or skill months ahead. Productive, Teamwork.com Optimize and Kantata are built for that.
- - You want accounting inside the same system. AgencyPro handles invoicing, not a general ledger. Workamajig includes GL accounting; Accelo and Teamwork.com list QuickBooks integrations.
- - Your team is large and cost-sensitive. At 20 people, AgencyPro Pro is $459/mo on monthly billing ($79 + 19 x $20). Productive Essential at 20 users is $180/mo billed yearly.
- - You want to bring your full history across. The AgencyPro importer handles clients and services. Projects, tasks, files and comments are not imported automatically.
- - Your clients never log in. Much of AgencyPro's value is the client portal, requests and approvals. If clients only receive reports and invoices by email, an internal PSA tool may suit you better.
How to choose: 5 questions to ask
What to test during a trial or demo
- - One real client, end to end. Set up a current client, log a week of time, and produce the invoice you would actually send.
- - A retainer at its limit. Check what happens when hours run out or roll over, and who gets told.
- - Next month's capacity. Ask the tool who is free in three weeks. If you cannot answer quickly, it will not answer quickly later.
- - One profitability question. Pick a client you suspect is unprofitable and see whether the reports confirm it, and on which plan.
- - What comes in from your current tools. Ask exactly which records import (clients, projects, time history) and which you rebuild by hand.
Related guides: resource management software, retainer management software and time tracking for agencies.
Sources and date checked
Vendor prices, plan limits and features on this page come from each vendor's own pricing or product page, checked October 13, 2026. AgencyPro plans and features come from our pricing page. If a vendor has changed its pricing since then, its own page is the current source.
Frequently asked questions
What is agency management software?
Agency management software runs the business side of a creative, marketing or digital agency in one system: projects and tasks, time tracking, resourcing, budgets, billing and often CRM and client communication. Tools built around resourcing and financials are also called PSA (professional services automation) software. Insurance agency management systems such as Applied Epic or EZLynx are a different category.
What is the best agency management software?
It depends on team size and how you bill. For budgets and resource planning at a low per-user price, look at Productive. For client project management with invoices from logged time, look at Teamwork.com. For quote-to-invoice and CRM, look at Scoro. For agency accounting in one system, look at Workamajig. For large services firms, look at Kantata. AgencyPro, our product, fits small agencies that want the client portal, retainers and invoicing in one place.
How much does agency management software cost?
Most tools charge per user. As of October 2026, published entry prices range from $9/user/mo billed yearly (Productive Essential) to $53/user/mo billed yearly (Function Point Standardize), and Workamajig starts at $49/user/mo for 10 or more users. Accelo and Kantata quote on request. A 10-person team pays about $90 to $530 a month on the published plans compared here, before onboarding fees.
Is Productive better than Scoro?
They overlap. Productive puts budgeting and resource planning on its entry plan and has the lower published entry price ($9/user/mo billed yearly, 3-seat minimum). Scoro puts more weight on the sales side, with a CRM module and quotes that convert into invoices, and has a 5-user minimum. If planning people is your main problem, start with Productive; if quoting and billing are, start with Scoro.
When should an agency move from spreadsheets to agency management software?
A common trigger is when you can no longer answer basic questions quickly: who is free next week, which retainers are over their hours, and which invoices have not gone out. That usually happens once several people log time against several clients. Start with the problem that costs you the most money, such as unbilled hours or overbooked staff, and choose a tool that fixes that first.
Does AgencyPro replace project management and accounting tools?
AgencyPro covers client-facing project management, requests, the client portal and invoicing on every plan, and time tracking on Pro. It does not replace accounting software for general ledger, tax filing or bank reconciliation. QuickBooks, Xero and FreshBooks connect through Zapier on the Plus plan. Teams that need skill-based resource scheduling may still prefer a PSA tool.
What is the difference between agency management software and project management software?
Project management software such as Asana, ClickUp or Monday handles tasks, timelines and team collaboration. Agency management software adds the commercial side: time that flows into invoices, retainers and budgets, resourcing, and profitability by client or project. If you only need task tracking, project management software is usually cheaper.
How long does it take to implement agency management software?
It varies by tool and by how much data you bring. Workamajig puts its traditional implementation at 2-3 months, Accelo says most teams are running within weeks, and Function Point charges an onboarding fee for guided setup. Assign one person to own the rollout. Moving to AgencyPro, the CSV importer brings in clients and services; projects, tasks and files are set up manually, and migration help is part of the Plus plan.
Run one real client through AgencyPro
Set up a retainer, log time against a request and send the invoice from the client portal. The 14-day trial includes Pro-level features.
14-day free trial. No credit card required.