Top 7 essential tools for your communications agency
Running a communications agency is no longer just about creativity. Between project management, time tracking, quotations, invoicing and team coordination, you have to juggle a multitude of tasks... and often in a hurry.
Fortunately, there is management software designed to simplify the day-to-day running of agencies, improve profitability and streamline internal processes. These tools help you keep a clear overview of your projects, clients and resources, all in real time.
❓But with so much on offer, how do you choose the right solution for your business? We've scoured the best tools on the market to give you an ultra-practical top 7!
What are the advantages of software for your communications agency?
Clearer, smoother, more strategic project management
In an agency, projects come thick and fast. Without a good tool, you soon find yourself chasing briefs, approvals and team members. Project management software enables you to centralise all the stages in the production cycle:
- creating tasks
- allocating roles
- planning deadlines
- setting up dependencies ;
- prioritisation, etc.
Best of all, most tools offer real-time monitoring. The project manager can see at a glance how a project is progressing, detect any blockages and adjust resources if necessary. We're moving from fire-fighting mode to anticipation mode. And the bonus? The customer also gains in visibility and confidence.
Better control of time spent and profitability
How much time do your teams really spend on a campaign? Is that big "strategic" customer really profitable? Without a tool, you're going in blind. With good time tracking software, you can accurately measure the time invested per resource, per task, per project, and even per type of customer.
This data, cross-referenced with estimates and invoices, enables you to make a detailed analysis of profitability. You can identify time-consuming tasks, low margins and bottlenecks. And you can take action by adjusting your rates, reviewing your processes or distributing the workload differently.
Automate time-consuming tasks to save massive amounts of time
Who hasn't sighed when faced with creating an estimate, dunning a late payment or manually processing an invoice? These tasks are necessary, but they take a toll on productivity. Today's best software includes automation modules that handle these tasks for you.
You can create a quote in just a few clicks. Once validated, it automatically becomes an invoice. The reminders go out automatically. Some solutions go as far as integrating your accounting or synchronising with your existing ERP or CRM. In short, you spend less time on administration and more on your added value.
Comparative table of the 7 best software packages for your communications agency
1 of 6
 Asana |  ClickUp |  IABAKO |  Inedee |  IOvision |  Sarbacane |
|---|---|---|---|---|---|
| For companies with more than 1 employees | For all companies | For companies with 1 to 50 employees | For all companies | For all companies | For all companies |
| See software | See software | See software | See software | See software | See software |
| Learn more about Asana | Learn more about ClickUp | Learn more about IABAKO | Learn more about Inedee | Learn more about IOvision | Learn more about Sarbacane |
The 7 best tools for your communications agency
Asana
Asana is a global benchmark for project management, particularly popular with marketing and communications teams. Its intuitive interface and numerous views make it easy to structure all types of project, from creating a website to managing a multi-channel campaign. Whether your agency has 3 or 30 people, Asana adapts to the way you work.
What agencies particularly appreciate is the ability to track tasks in real time, manage dependencies, share files and automate repetitive steps in a client brief. The result: greater clarity, less back and forth, and boosted productivity without technical complexity.
⚒️ Here are just a few of the features that make Asana an ideal ally for a communications agency:
- intuitive multi-project management, with views tailored to each need: timeline, kanban, calendar, etc. ;
- clear assignment of tasks with deadlines, comments, attachments and priority levels ;
- powerful automations to save time on recurring tasks: notifications, validations, reminders, etc. ;
- time tracking and reporting to keep an eye on resources used;
- fluid collaboration, even in hybrid mode, thanks to contextualised discussions;
- native integration with tools already used in the agency: Slack, Google Drive, Adobe Creative Cloud, etc.
Asana
Axonaut
Axonaut is an all-in-one management software package designed for SMEs and VSEs, particularly those in the services sector, including communications agencies. It brings together all the key functions in a single intuitive interface: CRM, invoicing, accounting and cash management. The aim is clear: save time on administrative tasks and centralise customer and project data more effectively.
Designed for teams of between 5 and 50 employees, Axonaut is aimed directly at managers or administrative managers who are juggling scattered or overly complex tools. If your agency spends too much time creating invoices, chasing up payments or tracking prospects by hand, this is clearly a solution to consider. On the other hand, for very large organisations requiring a tailor-made ERP, the tool will show its limitations.
⚒️ Here's why Axonaut can transform the way you manage your agency:
- intuitive interface, designed to be used without complex training ;
- customisable sales dashboard, to track customers, prospects and opportunities in real time;
- automated invoicing, with rapid quote generation, automatic reminders and payment tracking;
- automatic bank synchronisation, so you don't have to re-enter data and you can keep track of your cash flow from day to day;
- automated administrative tasks: expense claims, sending documents, reminders, etc. ;
- responsive customer support, 100% in French.
ClickUp
ClickUp has established itself as one of the most customisable project management tools on the market. Very popular in agency environments, it can be used to manage campaigns, internal tasks, client deadlines... and even the team's performance objectives. Where Asana focuses on simplicity, ClickUp stands out for its rich functionality and its ability to adapt to all methodologies (Agile, Kanban, Gantt, etc.).
It's the ideal tool for fast-growing agencies or organisations managing a large number of clients and projects simultaneously. Thanks to its automations, multiple views and advanced integrations, ClickUp becomes a light and flexible ERP, capable of covering a wide range of needs: from project management to strategic planning.
⚒️ Here are the features that make ClickUp a formidable tool for agile agencies:
- 100% customisable view: tasks, projects, documents, dashboards, everything adapts to the way you work;
- powerful automation to speed up the management of internal workflows;
- integrated time tracking, by member, task or customer;
- integrated collaborative docs, for centralising briefs, reports or procedures;
- objectives and KPIs for monitoring team and project performance;
- numerous integrations: Slack, Zoom, Google Workspace, Figma, etc.
ClickUp
iabako
iabako is a French solution developed specifically for communications agencies, creative studios and organised freelancers . It's a simple, effective tool that focuses on day-to-day management: estimates, time spent, invoicing, client follow-up and profitability. Where many software packages are general-purpose, iabako specifically targets the needs of a creative agency, taking charge of organising assignments, meeting deadlines and sending invoices.
Its minimalist interface will appeal to non-technical profiles. You don't need to be an ERP expert to use the tool. It's a reliable, easy-to-deploy solution for agencies that want to structure themselves without complicating their day-to-day work, and it's cut out for freelancers and small teams alike.
⚒️ Here's why iabako can quickly become indispensable to your agency's day-to-day operations:
- simplified project tracking, with a clear overview of assignments in progress ;
- time management by project or by task, to better measure profitability;
- automated invoicing: from creating the quote to sending the invoice;
- centralised client database, with history and tracking of exchanges;
- profitability dashboard accessible at the click of a button;
- intuitive interface, designed for creative people rather than accountants.
IABAKO
Inedee
Designed for communications and marketing agencies, Inedee is a new-generation ERP that centralises all production, management and collaboration workflows. Its aim? To help you manage your agency more effectively, from pre-sales through production and invoicing to delivery. Its modular approach means that the tool can be adapted to your organisation and internal processes, without imposing a fixed structure.
Where Inedee stands out is in its ability to give managers a global, structured view of their business. From resource management to project profitability, via costs and schedules, everything is connected. It's the ideal tool for agencies that want to reach a new level of maturity without having to multiply their software.
⚒️ Here's what Inedee can do for your day-to-day operations:
- a complete overview of your business: projects, teams, workloads, budgets, profitability ;
- ultra-precise time tracking, with breakdowns by client, assignment and employee;
- resource planning, with alerts in the event of overload or underload;
- CRM module and quotations and invoices, for tracking the sales cycle from A to Z;
- dynamic dashboards, ideal for managers and executives alike;
- secure hosting in France, with a 100% French interface.
Inedee
IOvision
Less well known than some of its competitors, IOvision is nonetheless a solid player in the world of ERP for agencies. It is a complete solution, developed to enable medium-sized to large organisations to standardise their processes, increase productivity and optimise margins. Its approach is resolutely focused on internal management: costs, production, time, projects, purchasing, invoicing... everything is connected in a single interface.
It is a tool that is particularly well suited to agencies that manage several divisions (creative, digital, media, etc.), with a need for a detailed analytical vision. It's harder to deploy than a 'plug & play' tool, but the end result is a real foundation for structuring your development.
⚒️ Here are IOvision's main strengths for growing agencies:
- Complete ERP, from HR management to finance and projects;
- detailed budget monitoring by client, assignment, division or employee;
- advanced reporting, with consolidated data for management;
- Precise time tracking, with alerts if time is exceeded;
- management of purchases and expenses, integrated with project budgets;
- customisable solution, backed up by solid support.
IOvision
Sarbacane
Well-known to digital marketing professionals, Sarbacane is a French solution specialising in emailing, SMS marketing and campaign automation. It's not an ERP, but an essential complementary tool for any communications agency that manages customer campaigns. With its polished interface, solid performance and integrated RGPD, it's a serious alternative to American giants such as Mailchimp and ActiveCampaign.
Sarbacane stands out for its productivity and performance-oriented approach, with a quick learning curve, measurable results and features tailored to agencies: multi-account management, personalised branding, accurate reporting, etc. Ideal for delivering more value to your customers, while optimising your own processes.
⚒️ Here's what Sarbacane can do for your marketing campaigns:
- emailing & SMS pro, with drag & drop editor, advanced personalisation and A/B testing ;
- campaign automation: scenarios, reminders, behavioural scoring, etc;
- multi-client management: white label access, segmentation, reporting by account ;
- real-time statistics, with open rates, clicks, conversions, etc. ;
- RGPD-ready, with data hosted in France;
- responsive support based in France, appreciated by agencies.
Sarbacane
Summary table of the best software for your communications agency
| Software | Target user | Key benefits | Entry price |
| Asana | Creative teams, agile agencies | Fluid project management, visual collaboration, automation | Free offer |
| Axonaut | Small businesses, generalist agencies | All-in-one ERP, invoicing, CRM, simplified accounting | From €34.99/month |
| ClickUp | Structured or growing agencies | Customisable view, time, objectives, integrated documents | Free offer |
| iabako | Small creative agencies, freelancers | Simple tool, fast invoicing, profitability per assignment | From €8/month |
| Inedee | Ambitious, structuring agencies | Modular ERP, complete management, workload tracking | On quotation |
| IOvision | Medium to large agencies | Powerful ERP, analytical monitoring, centralised management | On quotation |
| Sarbacane | Digital marketing/com agencies | Professional emailing, SMS, automation, multiple accounts | From €69/month |
Criteria to consider when choosing software for your agency
Choosing software for your agency isn't just a question of budget or interface. It has to fit in with your organisation, your processes, your customers and your objectives. Here are the key criteria to consider before taking the plunge:
- type of needs covered: project management, quotation/invoicing, CRM, reporting, internal communication, etc. ;
- Adaptability to the size of your agency;
- ergonomics and ease of use: your teams need to be able to use it without complex training;
- collaborative features: task management, file sharing, comments, shared views... crucial for team coordination;
- time tracking and profitability: essential for project management, accurate invoicing and margin analysis;
- automation of repetitive tasks: to save time on reminders, notifications, document generation, etc;
- integration with your existing tools: Slack, Google Workspace, accounting tools, CRM... the tool must fit in well with your stack;
- customer support and scalability: a good tool also means good support. And it must be able to grow with you;
- hosting and RGPD compliance: especially if you manage sensitive data on behalf of your customers.
How can you optimise the use of software for your communications agency? 6 steps
Choosing the right software is one thing. Getting the most out of it is quite another. Here are 6 essential steps to successfully integrating and optimising a tool for your communications agency:
- Step 1: map your real needs. Before you even start configuring anything, take the time to identify your critical processes, your sticking points and the essential functionalities. Project management? Invoicing? Time tracking? HR? This will enable you to align the software with your operational priorities.
- Step 2: Roll out gradually. There's no need to connect everything at once. Start with a pilot project, a test team or a key department (e.g. production or sales). This limits errors, secures adoption and enables rapid adjustments to be made before full roll-out.
- Step 3: Train your teams and appoint a team leader. Software that isn't used properly quickly becomes an obstacle. Invest in short but targeted training, and appoint one or two internal ambassadors to guide the others. The more the tool is mastered, the more it becomes a performance driver.
- Step 4: Automate what can be automated. Notifications, reminders, reports, task assignments... most tools have built-in automation rules. Use them to save precious time, avoid oversights and standardise your processes without rigidity.
- Step 5: Monitor the right indicators. Good software allows you to manage, not just organise. Set up monitoring KPIs: time spent, profitability per project, workload per employee, rate of quotations signed, etc. This real-time data becomes a real strategic asset.
- Step 6: Regularly re-evaluate your usage. Your agency's needs change. Every 6 to 12 months, take stock: are the functionalities being used properly? Is the software still suited to your current business? Do you need to activate new modules or change tools?
What if your software became your agency's best ally?
Running a successful communications agency is no longer just about people and creativity. Today, it's also a question of structure, rigorous management and well-chosen tools.
The software we have selected is no gadget. They are real growth drivers, capable of saving you time, streamlining your processes, improving the profitability of your projects and strengthening collaboration within your teams.
👉 The right tool will never replace the talent of your staff. But it can clearly give them the means to express it to the full. So maybe it's time to professionalise your management and finally choose the software that suits your needs ?
Article translated from French