10 Best Project Management Tools for Agencies in 2025

When we started our digital agency, we thought spreadsheets and endless email chains were enough to manage projects and the team.

Well, spoiler alert: they weren't.

Deadlines slipped, tasks fell through the cracks, and we quickly realized our approach wasn't cutting it. The stress was overwhelming and we knew our clients (and teams) deserved better.

Enter the magic of project management tools for agencies.

They didn't just effortlessly organize our projects—they transformed how we worked, saved hours, and made clients happy.

Want to know how the best tools can turn chaos into clarity in project management? This guide will unpack them all.

Why Do Agencies Need Project Management Tools?

Digital marketing agencies operate in a high-pressure environment. From managing complex projects to meeting tight deadlines and near-impossible requests, we daily juggle multiple clients, big or small and it's no wonder our desks become messy.

If you're not careful enough, chaos can creep into team performance, leaving deadlines missed and clients angry.

That's why we need tools—they help manage projects from the start. Here's how agency project management software avoids problems.

Managing client expectations

As agencies, we're driven by service—we must deliver measurable results for every project, large or small. These tools help us set realistic expectations through transparent project timelines, shared dashboards, and updates.

Preventing scope creep

Unplanned requests from clients? These may initially be harmless but can become trouble, derailing progress, especially for the creative team.

Project management software provides built-in mechanisms for monitoring and approving changes. In turn, agency project management software helps us stay within the project scope and budget.

Tracking resources and budgets

Tight resources? No problem! Tools and software with budgeting and time-tracking feature resources effectively—now that's what you call efficient project planning!

Enhancing collaboration

Do you have large teams in your agency? Distributing them is the key, but it may lead to miscommunication and misunderstandings.

The good thing is that agency project management tools ensure everyone, including remote team members, freelancers, clients, and you, remains on the same page for any project updates.

Meeting deadlines

Missed deadlines are an agency's worst nightmare—they damage client trust and send our entire work schedule into chaos. With these tools, we can keep everything on schedule: tasks are organized, dependencies are tracked, and reminders are sent—all in just a few clicks.

In short, a project management platform with advanced features helps us stay efficient and productive, no matter the type of project we're working on.

Key Features to Look for in Digital Agency Project Management Tools

Plenty of project management apps and software are available—but are they suitable for our agencies?

Choosing the platform we use isn't just about picking a popular name—it's about matching the tool with our needs. Whether we're handling creative projects, web development, or marketing campaigns, there are essential features that guarantee our seamless operations.

Here's what to prioritize when evaluating tools.

Workflow automation

Getting tired of doing the same task over and over? Repetitive and manual processes slow down our team and leave room for human error.

However, with workflow automation, you can kiss repetitive tasks goodbye!

We can free up our teams through automation, allowing them to focus on more important tasks.

Project templates

Why start every document from scratch when you can have pre-built templates you can use every time? Starting from zero is a hassle, and wastes valuable time!

Some tools and software have templates for project workflows, like campaign launches, website builds, or content calendars. These standardize workflows, reducing onboarding time for new team members while maintaining quality across projects.

Start to level up your workflows with project management tools and see a smooth transition every time.

Time tracking

In today's remote work environment, measuring productivity can become a challenge. After all, we're not all in the same place and don't know what's happening at our team members' ends.

Project management tools address these issues with time tracking capabilities or integration with apps tracking time.

Imagine measuring productivity, tracking billable hours, and analyzing productivity all in one app—that's the power of these tools!

Chat function

Let's face it—digital marketing agencies rely on communication and collaboration to make magic happen. These tools have built-in chat functions or integrate seamlessly with messaging apps like Slack to enhance team collaboration and communication.

Using communication tools means nothing slips through the cracks, and our projects remain on schedule through real-time collaboration.

Data analytics

Struggling to make decisions critical to the project? Project management tools often have data analytics, so we'll get actionable insights into our team performance.

From identifying bottlenecks to analyzing project profitability, these advanced features empower us to make data-driven decisions and promote transparency.

Seamless integration

With the multitude of tasks and project types we handle, using one piece of software isn't enough—we need several to optimize our process.

But working with multiple tools can make us dizzy! We're clicking on or closing the wrong tab and downloading the wrong document – it's such a headache!

That's where marketing agency project management tools make the difference—they allow third-party integrations to reduce the need to switch between platforms and save time.

Our teams can use CRM software, design tools, email platforms, or accounting software to complete their tasks.

Customizability

One-size-fits-all solutions rarely work for us digital marketers. The best tools allow us to customize workflows, fields, and reports to suit our needs.

With customization options, we can ensure that our project management tools work with us, not against us.

Scalability

Every agency owner's dream is to grow—and we can achieve that dream thanks to these tools.

Scalable project management tools allow us to include additional users, expand storage, and access more advanced features as needed. So, why switch to different platforms when your software can grow with you?

AI-driven automation

We're entering an era of advanced technology that helps us with our daily lives, and our project management tools shouldn't be left behind.

Many tools use AI to predict bottlenecks, suggest task assignments, and optimize workflows. AI tools can also analyze past project data to predict future problems, timelines, or resources, allowing seamless collaboration.

Sounds cool, right?

Flexibility

Every agency operates differently—our niches, workflows, and processes differ. This is why flexibility matters in our project management features.

Whether we're engaged in creative or technical projects, a flexible platform integrates both into our workflow, allowing us to work smoothly and efficiently.

Customer support and training

What's the use of having state-of-the-art tools if we don't know how to use them?

A great tool should have enough resources to answer our questions, address issues, and view project progress.

Whether we're talking to a customer support agent or accessing webinars or tutorials, a reliable support system minimizes downtime and helps our team get the most out of the tool.

These key features make any project management tool our secret to agency success.

The 10 Best Project Management Tools for Agencies

The right tools don't just keep tasks in order—they're game-changers for our entire project management process to keep projects on track.

Ready to transform the way your agency works? Here are the 10 must-have tools to make 2025 the most successful year ever!

1) Monday.com

Monday.com is a powerful work operating system designed for flexibility. It allows us to create workflows tailored to our needs, making it ideal for multi-layered projects.

The tool has an Automation visual interface that simplifies complex projects, making it easier to assign tasks and timelines.

Why we love it:

• Customizable workflows and boards to track projects visually
• Time-tracking tools for billable hours
• Automation to eliminate repetitive tasks
• Integration with tools like Google Drive, Slack, and Zoom

What's the challenge?

Its robust features can feel overwhelming initially, requiring onboarding for new users.

2) Asana

Known for its simplicity and user-friendly interface, Asana is particularly effective for breaking large projects into actionable tasks.

It has a clear task management system that helps teams stay organized, even with tight deadlines.

Why we love it:

• Task assignments with due dates and priority levels
• Timeline views to track task dependencies
• Project templates for faster setup
• Workflow automation to save time

What's the challenge?

Asana lacks robust budgeting tools and may need additional integrations for financial tracking.

3) ClickUp

ClickUp's flexibility makes it a favorite among project managers. It supports multiple views—list, board, calendar—and offers advanced reporting features.

It also centralizes data and tasks in one platform, bed enhancing productivity.

Why we love it:

• Fully customizable dashboards
• Built-in time-tracking tools
• Goal-tracking modules for long-term objectives
• Robust reporting and analytics

What's the challenge?

ClickUp's variety of features can feel overwhelming, especially for smaller teams.

4) Teamwork

Explicitly designed for client-facing teams, Teamwork provides tools for transparency and collaboration.

Teamwork's client-centric features ensure smooth communication and transparency, which builds trust—genuinely living up to its name.

Why we love it:

• Client-friendly project views for updates and feedback
• Built-in time tracking tools linked to invoicing
• Detailed Gantt charts for project timelines
• Advanced resource management

What's the challenge?

Teamwork's interface can be too intuitive for first-time users.

5) Trello

If you're more into simple things, Trello can be the right tool for you. Its simplicity and visual appeal make it a go-to agency workflow software.

Its lightweight, card-based system is easy to use and highly customizable—perfect for straightforward projects.

Why we love it:

• Kanban boards for visual task tracking
• Drag-and-drop interface
• Power-ups for added functionality like time tracking
• Integration with other tools, including Dropbox and Slack

What's the challenge?

Trello lacks advanced features like budget management and detailed reporting.

6) Wrike

Wrike is perfect for agencies dealing with complex projects and remote teams. It offers powerful tools for collaboration and resource allocation.

It's a comprehensive project management tool that supports detailed project planning and execution.

Why we love it:

• Advanced reporting and analytics
• Resource planning tools
• Customizable dashboards for real-time insights
• Seamless integration with Salesforce and Adobe Creative Cloud

What's the challenge?

Using Wrike can be tricky with its extensive features.

7) Zoho Projects

Zoho Projects offers a robust suite of features at an affordable price, making it an excellent choice for growing agencies.

It also integrates with Zoho's suite, making it ideal for agencies handling client projects on a tighter budget.

Why we love it:

• Gantt charts for efficient project planning
• Time tracking and billing features
• Integration with Zoho's ecosystem, including Zoho CRM

What's the challenge?

Some of Zoho Projects' advanced features require familiarity with Zoho's entire suite.

8) Jira

Jira's agile focus makes it a top choice for agencies with technical teams. Its powerful sprint management tools are perfect for fast-paced projects, making it unmatched for agile workflows.

Why we love it:

• Agile project management with Scrum and Kanban boards
• Sprint planning and tracking tools
• Integration with Bitbucket and Confluence
• Detailed reporting and analytics

What's the challenge?

Non-technical teams may find Jira's complexity difficult to navigate.

9) GitHub

Doubling as a code repository, GitHub is a project management software indispensable for development-heavy agencies.

With its version control and development collaboration, it sets the standard for technical tools—handling and managing code while aligning processes with client deliverables.

Why we love it:

• Pull request on issue tracking for task management
• Collaboration features for coding projects
• Integration with CI/CD tools for streamlined workflows

What's the challenge?

GitHub isn't ideal for non-technical teams or agencies without a development focus.

10) Basecamp

Basecamp is a tool that simplifies project management, focusing on team communication and collaboration.

Its clean interface and straightforward features enhance team alignment, making it a great platform for agencies with larger teams.

Why we love it:

• Message boards and team chat
• To-do lists for easy task tracking
• File storage for shared documents

What's the challenge?

While intuitive, Basecamp lacks advanced features like budget tracking and reporting.

To sum it up, here's what makes these tools loved and trusted by project managers and teams:

Whether we're handling complex or simple projects, technical or creative, these tools ensure a smoother process, from planning to execution.

How to Choose the Best Project Management Tool for Your Agency

Now comes the tricky part—picking one tool from among the rest. Many project management software options exist, but how do we know if one fits us?

Here's a step-by-step guide to help with deciding:

1) Assess your needs

Why do we need to find the perfect project management software?

That's the first thing we need to know—it helps us outline our needs and find the perfect tool.

Consider asking questions such as:

Are we struggling with task management or resource allocation?

Are client communications a pain point for our team?

Is our tracking system inaccurate?

2) Prioritize features

If we know why we need a tool, we can identify essential features to look out for.

Try making a checklist. It's an easy way to spot differences among your options, from price to basic features to the number of users included in the plan.

3) Free trials all the way!

If you're like us and take on diverse projects, choosing a tool that fits all the boxes can be tricky.

So, why not check them out?

Many tools, such as Trello and Asana, offer free trials or demos, giving users a glimpse of what they'll work with once they purchase their products.

As we leverage these free trials, we must gather feedback from our team. Remember, what you might find easy to use may not be the same for others.

4) Scalability is key

We need a long-lasting project management tool that can assist us through the test of time.

So, we must ensure it's scalable and capable of growing with us. Who knows, our small team today might need advanced features as we expand tomorrow.

5) Budget, budget, budget

Have you ever bought something so expensive that it messes up your budget, even though you don't use it frequently?

The opposite should happen for our project management tool—its cost should be lower than our potential ROI.

Weighing these values can help us decide. After all, even premium platforms like Monday.com or Wrike can save time and money in the long run.

Trends in Project Management Tools in 2025

We're changing, our agency grows, and the same goes for project management tools. Developers are finding ways to make digital agencies work smoother and more efficiently as technology advances.

Here's what's in store for project management software in 2025.

AI-driven Insights

Today's tools leverage AI to predict delays, optimize workloads, and provide actionable insights for decision-making.

Routine Task Automation

Farewell, sending weekly status update emails to clients!

With automation, we're relieved of routine tasks such as invoicing, assigning tasks, and updating stakeholders. Not only does it lessen our workload, but it also reduces errors which may be costly for our agency.

Integration with CRM and Marketing Tools

Our agency isn't composed of only one department; we have many in our regular business operations. And most of the time, we find it challenging to coordinate with one another.

However, thanks to seamless data sharing in project management tools, we can keep everyone aligned, from accounting to legal and marketing teams, and keep our projects and agency thriving.

Emphasis on Usability

Jira, Github, and many more—there are project management tools specifically addressing handling projects more technically.

But what about non-technical teams? What if they're also interested in them?

With the increasing number of agencies exploring these tools, platforms are now prioritizing ease of use, making sure everyone is capable of using them effectively.

There's more for the future of project management, and these are only the starting points. We had better watch out because these tools continuously become our superpowers for delivering quality client deliverables.

Seizing Control: How the Right Tools Transform Agency Workflows

The chaos of managing projects doesn't have to define our agency's success. With the right tools and software, we can streamline our processes, enhance team collaboration, and deliver exceptional results, impressing clients and delivering success. They're not just our task organizers—they're the backbone of our operations, turning overwhelming complexity into manageable clarity.

From customizability to tech-forward approaches and collaborative power, project management tools offer a unique advantage for our agency's needs. By focusing on key features that align with our objectives, we can choose a tool that grows with us and adapts to our projects' ever-evolving needs.

But that's only the beginning—choosing the right tool is only part of the equation. To master digital agency project management, we need a strategic approach that ensures every tool works effectively for our team.

Ready to scale up your digital marketing agency with the right tools? Download our ScaleTime Project Management Checklist to transform chaos into control today!