Agency project management built around client requests
AgencyPro's project management runs every piece of client work as a request: the client submits it through a form in your portal, your team moves it through your own statuses, and the client sees where it stands without emailing you.
Requests, statuses, Kanban and list views, checklists and the client portal are on every plan, starting with Basic at $39/mo. Time tracking, auto-assign and recurring requests are on Pro.
How AgencyPro organizes client work
One record per piece of client work, from the brief to the final file. These are the parts your team uses every day.
Each service has its own request form: title, description and attachments by default, plus custom text, dropdown, checkbox, radio and file fields. Conditional logic shows or hides fields based on earlier answers, so briefs arrive complete.
Start with Pending, In Progress, Client Review, Completed and Cancelled, then rename, recolor, reorder or add your own. Allowed transitions stop a request jumping from Pending straight to Completed.
Drag requests across a Kanban board, or work in a sortable list filtered by status, assignee, client, service, priority, due date or tag. Bulk actions handle reassignments and status changes in one go.
Break a request into checklist items, assign items to different people, and save common workflows as checklist templates. A website launch or monthly content batch starts with the same steps every time.
Give each request an owner, add followers who should be notified, and set priority and a due date. On Pro, auto-assign hands new client requests to that client's account managers as they arrive.
Team-only comments and notes stay out of the client's view. Client-visible comments sit on the same request, so feedback and decisions are recorded next to the work.
From brief to delivery in four steps
A hypothetical request at a marketing agency, start to finish. The field types, statuses and buttons are the real ones.
Take the brief through a request form
The client clicks New Request in the portal, picks your "Digital Marketing Campaign" service and fills in its form: ad budget, target locations, a Yes/No radio field for existing conversion tracking that, when answered Yes, reveals a field for the Google Ads account ID, and a file field for brand assets. The request "Google Ads campaign setup" lands in your queue as Pending.
Triage and assign
Your account lead sets priority to High, a due date 5 working days out, assigns the PPC specialist and adds the copywriter as a follower. On Pro, auto-assign has already given it to the client's account manager and the capacity board shows who has room this week.
Work, then move to Client Review
The specialist applies your "Search campaign launch" checklist template (keyword research, ad copy, conversion tracking, QA) and logs time on Pro. Internal notes discuss bid strategy; a client-visible comment asks for approval of the ad copy, and the request moves to Client Review.
Complete and bill
The client approves in the comment thread, the request moves to Completed and the client is notified. It is billed the way the service is priced: an invoice for a one-off setup fee, the client's subscription for retainer work, or credits deducted when the request was created.
What the request model supports, and what it does not
- Statuses: five defaults plus your own, each with a label, color, sort order and a list of allowed next statuses. One status is the default for new requests.
- Priority: Low, Medium, High or Urgent, plus a due date per request.
- Bulk actions: change status or archive several requests at once, and restore them from the archive.
- Not included: Gantt charts, task dependencies and milestone-based billing. Billing follows the service: invoice, subscription, credits or hours.
Unclear briefs are where scope creep starts. Our guide to preventing scope creep covers what to put in request forms.
What each plan adds to project management
Every plan includes one seat; extra seats are $15/mo on Basic, $20/mo on Pro and $30/mo on Plus. Clients never need a seat.
| Capability | Plans |
|---|---|
| Requests, custom statuses, Kanban and list views, checklists, client portal, file storage, messaging | Basic, Pro, Plus |
| Time tracking on requests and timesheet reports | Pro, Plus |
| Auto-assign requests and capacity management board | Pro, Plus |
| Recurring auto-requests for retainer work | Pro, Plus |
| SLA tracking, tickets, email piping into requests | Pro, Plus |
| Versioned proofing, design and video annotation | Pro, Plus |
| Team performance and profitability reports, API and webhooks | Plus |
For example, a 5-person design studio that needs time tracking and auto-assign is on Pro: $79 + 4 x $20 = $159/mo, with unlimited clients. The same team on Basic pays $39 + 4 x $15 = $99/mo but tracks time elsewhere.
How different agencies set it up
The same request model, configured for different kinds of client work.
One service per deliverable type (logo, landing page, ad set), each with a form that asks for brand files and references. On Pro, versioned proofing lets clients compare drafts and approve in the portal. See how design agencies use AgencyPro.
Monthly retainer work arrives as recurring requests on Pro, and ad-hoc asks come in through the portal. Checklist templates keep each month's content batch consistent.
Feature requests run as requests with priorities and custom statuses such as QA or Staging. Quick client questions and bug reports go to tickets on Pro, and a ticket that turns into real work converts into a request.
Organizations group several client contacts under one account with an account manager. Engagement deliverables move through a Client Review status, and hourly services on Pro track time against the hours a client bought.
When AgencyPro is not the right fit for project management
- Your projects run on dependency timelines. Large builds with Gantt charts, critical paths and resource leveling need a dedicated project management tool. AgencyPro is built for request-based client work.
- You only need internal task tracking. If clients never log in and you do not invoice from the same system, a general task tool is simpler and cheaper per seat.
- You want to move years of project history. The CSV importer brings in clients and services, not past projects, tasks, comments or files. Plan to start fresh and keep the old tool read-only. See migration options.
Still comparing? Read client portal vs. project management tools or our roundup of the best project management software for agencies.
“AgencyPro feels built by people who truly understand agencies. Setting up services and order forms is straightforward, and the flows are detailed but still easy to use.”
Frequently asked questions
What software helps agencies manage client work?
Agencies usually combine three jobs: taking requests from clients, managing the work internally, and billing for it. General tools such as Asana or Trello handle the internal part. Client-portal platforms such as AgencyPro handle all three in one place, with the client submitting and following requests in a branded portal.
Does AgencyPro have Gantt charts or task dependencies?
They are not part of AgencyPro's published feature set. AgencyPro organizes work as requests with statuses, due dates, priorities and checklists, viewed as a Kanban board or list. If your projects depend on dependency-driven timelines, a dedicated project management tool will fit that part of the job better.
Can clients see project progress?
Yes. In the client portal, clients see their own requests, the current status, client-visible comments and the files attached. Internal notes and team-only comments stay hidden.
How does AgencyPro handle recurring work?
On Pro and Plus, recurring auto-requests create a new request each time a client's retainer subscription renews, which suits monthly reports or content batches. Combine them with checklist templates so each new request starts with the same steps.
How does AgencyPro compare to Asana or Monday.com for agencies?
Asana and Monday.com are general work-management tools used by many kinds of teams. AgencyPro is narrower: the request a client submits in the portal is the same record your team works on, comments on and bills. If your main need is complex internal planning with many dependencies, a general tool may suit you better. Our agency project management guide walks through the trade-offs.
Explore more features
Time tracking
Timers and manual entries on requests, with timesheet reports and PDF download (Pro).
Client approvals
Versioned proofing so clients compare drafts and approve in the portal (Pro).
Capacity planning
A workload board with a suggested assignee, so you can give new requests to whoever has room (Pro).