25 Best Agency Management Tools and Software for 2025

Running a business is like managing a band – every member, task, and tool needs to be in sync – and stay there. Whether juggling clients, chasing leads, building shops, or analyzing campaign performance, the right tech stack makes all the difference. When it all comes together, it’s music for your ears! (mandatory cringe – do we have your attention now?)

In this guide, we’re breaking down the top tools to help keep your business running efficiently across project management, communication, accounting, marketing, and more. 

And if you’re a WordPress agency or freelancer? You’ll find targeted insights throughout to help you scale smarter with fewer tools and cleaner workflows.

Streamlining Projects and Client Workflows

Managing client expectations and keeping teams aligned is a full-time job on its own. That’s why choosing a project management system that fits your workflow is essential.

• Atarim offers visual collaboration directly on live WordPress sites—ideal for web design agencies tired of endless revision emails.
• Tools like ClickUp, Asana, and Trello give you flexible boards and automation. ClickUp, in particular, pairs well with tools like Zapier to automate WordPress deployment tasks.
• Clockify makes it easy to track time by task or project, especially useful if you bill hourly or work with retainers.

Set yourself up for success by building reusable task templates for repeatable processes like onboarding, launches, or SEO audits.

“Get Started with Rocket.net and Atarim: Inside your Rocket.net Dashboard, simply click one button to start collaborating!”

Rocket.net – Introducing Streamlined ‘All-In-One’ Agency Management And Collaboration Powered By Atarim

Keeping Finances Clean and Clients Billed

Once your internal workflows are in place, make sure your accounting stack supports how you charge, pay, and grow.

• Xero is a clean, cloud-based choice that’s particularly useful for freelancers managing income streams across Stripe, PayPal, and retainers.
• For agencies with growing teams, Gusto simplifies payroll, benefits, and tax compliance.
• QuickBooks remains a popular option, offering easy quote-to-invoice workflows and strong integrations with payment tools.   

Need a client-facing quote before you bill? Both Xero and QuickBooks make it simple to create estimates and convert them into invoices—perfect for packaging and pricing WordPress builds.

“Whether you’re an agency of one or have vendors and/or employees, the first step in starting a business is behaving like you have a business.”

Rocket.net – Top 5 Agency Accounting Tools Your Business Needs Today

Managing Communication Without the Overwhelm

With clients, teammates, and vendors in the mix, communication can easily spiral into clutter. These tools keep conversations organized and actionable.

• Slack helps centralize internal discussions and even alerts from your WordPress sites via integrations like Zapier or Make.
• For face-to-face calls and training, Zoom remains a standard. Want to streamline scheduling? Tools like Calendly—or built-in options from Brevo and Google Calendar—make it easy for clients to book without back-and-forth.
• If you’re already using Google Workspace, you’re well-equipped to handle docs, approvals, and shared folders for clients and collaborators.      

Hot Tip: The key to better communication is reducing channel-switching. Use fewer tools but use them well.

“Your team should have a common goal to communicate effectively through every written communication channel, including email, project management tools, messaging, surveys, or reviews.”

Asana

When Talking It Out Works Better Than Typing

Sometimes, explaining a process visually is faster than writing another email thread. That’s where video tools come in.

• NeetoRecord (free) and Loom are perfect for quick WordPress tutorials or walkthroughs. Whether you’re showing a client how to update content or explaining plugin settings, video cuts through confusion fast.
• For more polished content or team-wide training, Descript lets you edit screen recordings like text—ideal for building reusable learning materials.      

Consider building a mini video library of answers to frequently asked questions. You’ll save time and elevate your client experience.

“Asynchronous video allows you to communicate and collaborate with others without the need for a live, real-time meeting, which can be a great way to address the topic or issue at hand.”

Screencastify

Nurturing Leads and Tracking Conversations

Managing contacts across your marketing funnel is critical, whether you’re closing high-ticket retainers or nurturing long-term clients.

• Groundhogg brings marketing automation and CRM features directly into your WordPress dashboard—a no-brainer if you want everything under one roof.
• If you need a simple but scalable email and SMS platform, Brevo (formerly Sendinblue) offers great value and flexible pricing.
• For larger agencies or those needing deeper sales pipelines, HubSpot offers extensive CRM features, though it may be overkill for freelancers. You may want to try ZohoCRM instead.
• Want to measure call performance on landing pages or ads? CallRail helps tie results directly to campaigns.      

Tip for WordPress pros: Combine Groundhogg with form plugins like Fluent Forms or Gravity Forms to create automated workflows that trigger inside WordPress—no outside CRM needed.

“To stay ahead of the curve, you need to be a part of the evolution. It’s not enough to simply have the newsletter plugin, you need to be able to use the newsletter plugin.”

Rocket.net – Top 5 WordPress Newsletter Plugins

Turning Data Into Client Confidence

Clients want to see results, not raw numbers. Reporting tools make your wins visible, building trust and transparency.

• Dashboards from AgencyAnalytics, Databox, or Looker Studio offer polished, white-labeled reports you can send out automatically.
• Or, stay inside WordPress using plugins like ConversionBridge to surface key data without needing to log into GA4 every time.      

If your reports show progress on keywords, rankings, and traffic, you’ll build client loyalty—while reinforcing the value of your services.

“Web analytics is the tree in the forest problem all over again: if we don’t track visits and events on our websites, did they even really happen?”

Rocket.net – What Is GA4? Why You Should Update To Google Analytics 4 Now

Supporting Clients Beyond Launch Day

Support doesn’t stop when the site goes live. Having a help desk in place ensures your team isn’t buried in email threads.

• HelpScout combines shared inboxes, live chat, and a knowledge base into one client-friendly portal.
• NeetoDesk is a good alternative to HelpScout. Not ready for that level yet? Freelancers often get by with a shared Gmail inbox, Google Docs (to save canned answers), and a clear service policy—just be sure to set boundaries and expectations.      

You don’t need to go full enterprise to offer great support. Just keep it consistent and scalable.

“Real, objective, measurable metrics to be able to see the health of your customer support team at a glance. Stop with the guesswork.”

Ben Meredith

WordPress-Specific Tools Worth Knowing

For agencies managing multiple WordPress installs or freelancers handling maintenance plans, site management tools are essential. You can make your life a lot easier if your sites are taking advantage of a managed WordPress hosting provider. That said, there are also options if you are still on a shared plan:

• ManageWP gives you one dashboard for plugin updates, uptime checks, backups, and security across dozens (or hundreds) of sites.
• Prefer a self-hosted setup? MainWP is a flexible alternative with a wide extension library.
• Newer tools like WP Umbrella focus on user experience and include features like automated client reports.      

Whichever you choose, centralizing site health tasks saves you hours, especially as your client roster grows.

“Growing your revenue is easy when you scale your web development agency – with some caveats. You can manage 25+ WordPress Websites and grow revenue – at scale – with a trusted managed hosting partner on your side. The only question is, how badly do you want to grow your revenue?”

Rocket.net – Top 11 Ways Agencies Can Easily Manage 25+ WordPress Websites (and Grow Your Revenue)

Final Thoughts: Stack Smart, Scale Smoothly

Your agency’s tech stack should not just work, it should work together. The best tools help you stay focused on clients, not admin tasks.

WordPress agencies benefit most from tools that integrate natively with their client’s websites. Freelancers often win by consolidating tools and automating common workflows. In either case, it’s worth revisiting your stack every few months to make sure it still fits your size and goals.

Ask yourself:

• Can my tools scale with me?
• Am I still using everything I’m paying for?
• Are there integrations I’m missing that could save time?     

Refining your toolset is one of the easiest ways to create margin, improve delivery, and reduce stress.

Fast & Secure Hosting? Yes, Please!

Grow your business with lightning-fast, secure, and optimized websites that are easy to set up & manage. Top-tier agencies and online businesses choose Rocket.net as their trusted managed WordPress hosting provider – why shouldn’t you, too?