Top 7 must-have tools for your communications agency
Running a communications agency is no longer just about creativity. Between project management, time tracking, estimates, invoicing and team coordination, you have to juggle a multitude of tasks... and often in a hurry.
Fortunately, there are management software packages designed to simplify agencies' day-to-day operations, improve profitability and streamline internal processes. These tools help you keep a clear overview of your projects, customers 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 deliver 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 the right tool, you'll soon find yourself chasing briefs, approvals and team members. Project management software allows you to centralize all stages of the production cycle:
- creation of tasks ;
- distribution of roles
- planning deadlines ;
- setting up dependencies ;
- prioritization...
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 firefighter mode to anticipator mode. And a 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 flying blind. With good time tracking software, you can precisely measure the time invested by resource, by task, by project, even by type of customer.
This data, cross-referenced with estimates and invoices, enables 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 the task of creating a quotation, dunning a late payment or manually processing an invoice? These tasks are necessary, but they take a toll on productivity. The best software today includes automation modules that handle these actions for you.
You create a quotation in just a few clicks. Once validated, it's automatically transformed into an invoice. Reminders go out automatically. Some solutions even go so far as to integrate accounting or synchronize 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 reference in project management, particularly popular with marketing and communications teams. Its intuitive interface and numerous views make it easy to structure all kinds of projects, from the creation of a website to the management of a multi-channel campaign. Whether your agency consists of 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, or 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 adapted to each need: timeline, kanban, calendar... ;
- clear assignment of tasks with deadlines, comments, attachments and priority levels ;
- powerful automations to save time on recurring tasks: notifications, validations, reminders... ;
- time tracking and reporting to keep an eye on resources used;
- fluid collaboration, even in hybrid mode, thanks to contextualized discussions;
- native integrations with existing agency tools: Slack, Google Drive, Adobe Creative Cloud...
Asana
Axonaut
Axonaut is an all-in-one management software package designed for SMEs and VSEs, particularly those in the service sector, including communications agencies. It combines key functions such as CRM, invoicing, accounting and cash management in a single, intuitive interface. The aim is clear: save time on administrative tasks, and centralize customer and project data more effectively.
Designed for teams of 5 to 50 employees, Axonaut is aimed directly at managers and administrative staff who are juggling dispersed or overly complex tools. If your agency spends too much time creating invoices, dunning payments or tracking prospects by hand, this is clearly a solution to consider. On the other hand, for very large structures 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 ;
- customizable sales dashboard, to track customers, prospects and opportunities in real time;
- automated invoicing, with rapid quote generation, automatic reminders and payment tracking;
- automatic bank synchronization, to avoid re-entries and monitor day-to-day cash flow;
- automated administrative tasks: expense reports, document dispatch, reminders, etc. ;
- responsive customer support, 100% in French.
ClickUp
ClickUp is one of the most customizable project management tools on the market. Very popular in agency environments, it can be used to manage campaigns, internal tasks, customer deadlines... and even team performance objectives. Where Asana focuses on simplicity, ClickUp stands out for its rich functionality and ability to adapt to all methodologies (Agile, Kanban, Gantt, etc.).
It's the ideal tool for fast-growing agencies or structures managing many customers and projects simultaneously. Thanks to its automations, multiple views and advanced integrations, ClickUp becomes a lightweight, flexible ERP capable of covering a wide spectrum of needs: from project management to strategic planning.
⚒️ Here are the features that make ClickUp a formidable tool for agile agencies:
- 100% customizable view: tasks, projects, documents, dashboards, everything adapts to the way you work;
- powerful automations to speed up internal workflow management;
- integrated time tracking, by member, task or customer;
- integrated collaborative docs, to centralize briefs, reports or procedures;
- objectives and KPIs to monitor team and project performance;
- numerous integrations: Slack, Zoom, Google Workspace, Figma...
ClickUp
iabako
iabako is a French solution developed specifically for communications agencies, creative studios and organized freelancers . It's a simple, effective tool focused on day-to-day management: estimates, time spent, invoicing, customer follow-up and profitability. Where many software programs are generalist, iabako targets the specific needs of a creative agency, taking charge of organizing assignments, meeting deadlines and sending invoices.
Its minimalist interface appeals to non-technical profiles. You don't need to be an ERP expert to get to grips with the tool. For agencies who want to structure their business without complicating their day-to-day operations, iabako is a reliable solution that's easy to deploy and tailored to 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 clear visualization of current assignments ;
- time management by project or task, to better measure profitability;
- automated invoicing: from quotation creation to invoice dispatch;
- centralized customer database, with exchange history and tracking;
- one-click access to profitability dash board;
- intuitive interface, designed for creative people rather than accountants.
IABAKO
Inedee
Designed for communications and marketing agencies, Inedee is a new-generation ERP that centralizes all production, management and collaboration workflows. The aim? To help you better manage your agency, from pre-sales to delivery, via production and invoicing. Its modular approach allows you to adapt the tool to your organization and internal processes, without imposing a fixed structure.
What sets Inedee apart is its ability to provide managers with a global, structured vision of their business. From resource management to project profitability, from expenses to 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 breakdown by customer, 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 agency ERP. It is a complete solution, developed to enable medium to large-sized structures to standardize their processes, gain in productivity and optimize their margins. Its approach is resolutely oriented towards internal management: costs, production, time, projects, purchasing, invoicing... everything is connected in a single interface.
It's particularly well-suited to agencies managing several divisions (creative, digital, media, etc.), with a need for fine-grained analytical vision. Deployment is more time-consuming than that of a "plug & play" tool, but in the end you get 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 tracking by customer, assignment, division or employee;
- advanced reporting, with consolidated data for management;
- precise time tracking, with overrun alerts;
- purchase and expense management, integrated with project budgets;
- customizable solution, backed up by solid support.
IOvision
Sarbacane
Well-known to digital marketing professionals, Sarbacane is a French solution specialized in emailing, SMS marketing and campaign automation. It's not an ERP, but an essential complementary tool for any communications agency managing customer campaigns. With its polished interface, solid performance and integrated RGPD, it's a serious alternative to American giants like Mailchimp or ActiveCampaign.
Sarbacane stands out for its productivity- and performance-oriented approach, with quick learning curve, measurable results and features tailored to agencies: multi-account management, personalized branding, accurate reporting, etc. Ideal for delivering more value to your customers, while optimizing your own processes.
⚒️ Here's what Sarbacane can do for your marketing campaigns:
- emailing & SMS pro, with drag & drop editor, advanced personalization and A/B testing ;
- campaign automation: scenarios, reminders, behavioral scoring;
- multi-client management: white-label access, segmentation, reporting by account ;
- real-time statistics, with open rates, clicks, conversions, etc. ;
- RGPD-ready, with data hosting 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, general agencies | All-in-one ERP, billing, CRM, simplified accounting | From €34.99/month |
| ClickUp | Structured or growing agencies | Customizable view, time, objectives, integrated documents | Free offer |
| iabako | Small creative agencies, freelancers | Simple tool, fast invoicing, profitability per job | From €8/month |
| Inedee | Ambitious, structuring agencies | Modular ERP, complete management, load tracking | On quotation |
| IOvision | Medium to large agencies | Powerful ERP, analytical tracking, centralized management | On request |
| Sarbacane | Digital marketing/com agencies | Pro emailing, SMS, automation, multi-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 your organization, 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/billing, CRM, reporting, internal communications... ;
- adaptability to your agency size;
- ergonomics and ease of use: your teams should 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: for time-saving reminders, notifications, document generation, etc;
- integrations with your existing tools: Slack, Google Workspace, accounting tools, CRM... the tool must fit well into your stack;
- customer support and scalability: a good tool also means good support. And it must be able to evolve with your growth;
- hosting and RGPD compliance: especially if you manage sensitive data on behalf of your customers.
How to optimize 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 optimizing a tool for your communications agency:
- Step 1: Map your real needs. Before you even start setting parameters, take the time to identify your critical processes, friction points and essential functionalities. Project management? Billing? Time tracking? HR? This will align the software with your operational priorities.
- Step 2: Deploy 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 before global deployment.
- Step 3: Train teams and appoint referents. 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 integrate automation rules. Use them to save precious time, avoid oversights and standardize your processes without rigidity.
- Step 5: Track the right indicators. Good software lets you manage, not just organize. Set up monitoring KPIs: time spent, profitability per project, workload per employee, rate of quotations signed, etc. This real-time data becomes a real asset. This real-time data becomes a real strategic asset.
- Step 6: Regularly reassess your usage. Your agency's needs evolve. Every 6 to 12 months, take stock: are the functionalities being properly exploited? Is the software still adapted to your current activity? 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 no longer relies solely on people and creativity. Today, it's also a question of structure, rigorous management and well-chosen tools.
The software we have selected is not a gadget. They are real levers for growth, 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 people. But it can clearly give them the means to express it to the full. So, perhaps it's time to professionalize your management and finally choose the software that suits your needs ?
Article translated from French