A CRM for agencies that runs client delivery
AgencyPro's CRM keeps each client and organization connected to the work and money around them: their requests, invoices, subscriptions, files and messages, plus a portal where the client sees it all.
Client management is on every plan from $39/mo with unlimited clients. The leads pipeline and intake forms are on Pro. It is built for managing accounts you have won, not for outbound sales.
What an AgencyPro client record holds
Contact details are the start. The value is everything linked to them.
Each client is a person with a portal login; each organization is the company they belong to. Several contacts at one company share the organization, its services and, for credit-based work, its credit balance.
Add custom properties to organizations (contract tier, industry, renewal month) and tag them for filtering. Website, address and description fields cover the basics.
Assign a team member as account manager on each organization. They are notified about that organization's requests and, on Pro with auto-assign on, new requests from that client are assigned to them, so every client has an owner on your side.
A client's record shows their request history and their invoices and payments. Subscriptions show whether a retainer is active, paused or cancelled.
Message clients in direct or group conversations with attachments, and keep files in each client's own storage with folders. Clients see both in their portal.
Track prospects on a Kanban board from capture to conversion, with embeddable intake forms that create leads automatically. See the leads pipeline.
From signed deal to active client record
A hypothetical example: a 6-person agency closes a new e-commerce client with two stakeholders. The screens and fields are the real ones.
- Create the client. Convert the lead from the pipeline on Pro (name, email, company and phone carry over), or click Add Client in Client Management. The marketing director becomes a client; her company becomes the organization.
- Add the second contact. Add the e-commerce manager under the same organization with his position. Both see the same requests, files and invoices; on credit-based work they share one balance.
- Give the account an owner. Set your account lead as account manager. Add custom properties such as contract tier and renewal month, and tag the organization "retainer".
- Attach their services. From the organization record, add the retainer in their contract as a service subscription (or let them buy it from your catalog), then send both portal invitations.
- Let the record fill itself. From here the record collects their requests, invoices, payments, subscriptions, messages and files. A filter on the "retainer" tag lists every retainer client at once.
Limits: clients and organizations are unlimited on every plan and never use a seat. The CSV importer brings in clients and services only. The leads pipeline and intake forms are on Pro and Plus.
Agency CRM vs. a sales CRM
Most "best CRM for agencies" lists compare sales CRMs. That is the right comparison if new business is your bottleneck. If delivery and billing are, compare against this table instead.
| Job | AgencyPro | Typical sales CRM |
|---|---|---|
| Store contacts and companies | Clients and organizations, unlimited on every plan | Contacts and companies |
| Track prospects | Leads pipeline and intake forms (Pro) | Core focus: pipelines, deals, stages |
| Client logs in to see work | Branded client portal on every plan | Usually a separate tool |
| Invoice and take payment | Invoices, Stripe and PayPal on every plan | Often via an add-on or accounting integration |
| Deliver the work | Requests, statuses, files, approvals | Usually a separate project tool |
For example, a 6-person agency on Pro pays $79 + 5 x $20 = $179/mo for the CRM, leads pipeline, client portal, invoicing and time tracking, with no limit on clients. Our roundup of the best CRMs for agencies covers the sales-focused options.
Client communication in the same place
Messaging is included on every plan, inside your client portal.
Direct and group conversations
Talk to one client contact or several people at the same company in one thread.
Attach files
Send files in a conversation, or store them in the client's folders for later.
Email notifications
Team members and clients get notified of new messages, with digest options in notification preferences.
Internal notes
Team-only comments and organization notes stay out of the client's view.
When AgencyPro is not the right CRM
- Outbound sales is your main job. If you need email sequences, call logging, deal forecasting or lead scoring, use a sales CRM. AgencyPro's leads pipeline is a simple board for inbound leads.
- You want to move years of CRM history. The CSV importer brings in clients and services only. Deals, notes and activity history stay in your old CRM.
- Your clients never need to log in. Much of the value comes from the client seeing requests, files and invoices in the portal. Without that, a lighter contact database may be enough.
Keeping clients is where an agency CRM pays off. Our guide to client retention strategies covers the habits behind it.
“Agency Pro is a truly comprehensive CRM that goes beyond client management. The ability to package, sell, and manage subscriptions directly makes workflows incredibly efficient and scalable.”
Frequently asked questions
What CRM should an agency use?
It depends on where your pain is. If you need help winning new business (outbound sequences, deal stages, forecasting), a sales CRM is the right tool. If your pain is managing the clients you already have, a client-management platform that ties each client to their requests, invoices and portal will save more time. Many agencies run one of each.
Can I import contacts from another CRM?
Yes, through the CSV importer. Download the clients template, fill in your data, upload it and preview before confirming. The importer covers clients and services; it does not import deals, notes, activity history or files. On Plus, the migration service helps with the move.
Is there a limit on the number of clients?
No. Every plan includes unlimited clients and there are no per-client fees. You pay for team seats: each plan includes one, and extra seats are $15/mo on Basic, $20/mo on Pro and $30/mo on Plus.
Can I segment clients?
Yes. Use organization tags and custom properties, and filter clients and organizations by them. Combine that with service subscriptions to see, for example, every retainer client in a given tier.
How is AgencyPro different from HubSpot or Pipedrive?
HubSpot and Pipedrive are sales CRMs: they are built to move deals through a pipeline. AgencyPro starts where the deal closes. Its CRM is tied to the client portal, requests, invoicing and subscriptions, and its leads pipeline (Pro) is a simple Kanban board rather than a full sales suite.