Hi, I need suggestion on the project management software for my graphic design agency.
Do you normally involve clients in the project management software?
My clients have no access to my software or data.
There is a wide range of agency management software.
I use just
But there is also way more capable software including media planing with all of a countryâs media data ready at least yearly inside the software, like
https://www.qualiant.com/en/
or
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We use Notion for project management mainly because of its large number of templates and customization options. It allows us to tailor our workflow exactly how we need it, which is a huge plus.
Iâve also heard great things about Monday, especially for their versioning, and ClickUp, which has a really generous free plan.
As for involving clients, I usually donât. I prefer to deliver separate updates. Transparency is great, but too much information can be overwhelming.
Hope this helps!
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I donât think there is a âbestâ project management software application. Instead, whatâs best depends on finding one that meets your unique needs.
At my last job, we probably went through a half dozen and never did find a good fit. The developers of each application make assumptions about which features are needed, but these needs differ from one situation to the next. We found that the most customizable project management applications were also the most complicated and cumbersome to use, so we finally opted for the simplicity of a spreadsheet.
What might work best for you is something that fits your needs. For example, I have no idea why you would consider giving clients access to the software.
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Thank you for the sharing. I was thinking it would be good if client can use the same platform to give feedback for revision after the first design presentation so that we donât need to use email for back and forth communication.
Do they mean âproject managementâ or âcollaborationâ?
edit:
ah, collaboration.
Thanks Kelvin. I am thinking if I can find a software platform for all in one from proposals, service contract, project management to invoicing. Do you think time-tracking is necessary when we need to charge client for extra hours?
Acrobat has a Share function. Everyone on the team can view everyone elseâs comments, as they are made in real time. The proofers donât need access to Acrobat, since the proofing is done in a browser, and the proofers can include people outside your organization. Email not necessary.
Yeah. It was a problem for me when the developers of the apps went out of business, or changed their business focus and discontinued support, or chose not to upgrade when Apple came out with a new system. I couldnât get into the old records I created with the app. Not worth the hassle, so I started using spreadsheets.
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Joe, how does your client provide feedback for revision?
Iâm not @Joe, but this requirement puzzles me. Perhaps it depends on the work, the client, and the type of revision feedback, but an online form for clients to request revisions seems like a disaster in the making.
Clients come up with all kinds of crazy stuff that wonât work. For example, "Please remove page 5, so that the booklet is 27 pages long instead of 28. Also, please change all the headline fonts to the one used in our CEOâs favorite movie. He says the font is called Papyrus or Platypus or something like that. If you have questions, you can reach me after 3 pm. We need this by the end of the day. Thanks."
I donât need those kinds of change orders suddenly arriving.
Notion: Itâs customisable and has templates for different needs. Great for keeping your projects and tasks organized.
Monday.com: Known for its versioning capabilities and flexibility.
ClickUp: Offers a generous free plan and a wide range of features.
GrandTotal: More focused on invoicing, which could be handy based on your needs.
easy JOB: Comprehensive agency software with professional consultation options.
get harvest: Input project details and track time with its built-in timer. It also handles invoicing and more.
Itâs all about your preference. Some prefer keeping clients out of the project management software to avoid overwhelming them. Instead, they provide separate updates and use collaboration tools like Acrobatâs Share function for feedback.
If you need a platform to integrate proposals, service contracts, project management, and invoicing all in one place, ClickUp and Notion are worth exploring. They offer a variety of templates and customization options that can fit those needs.
Time-tracking comes in handy when billing clients for extra hours. Both ClickUp and Monday.com and GetHarvest offer built-in time-tracking features, which can simplify tracking and billing extra hours.
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I didnât read the thread - I see a lot of this has been mentioned already - Iâll get my coat.
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They talk to me.
When we sit around a table, or by phone or email.
I try to do every first presentation in person and only follow up virtually.
Sometimes to be global epidemic thing - happens all the time.
Had a client that wanted a 28 page rollout flyer that folds up into an A5 sized when flat.
I donât have paper or machines that bigâŠ
Hang on - I found a web press - all good - yeh we can do that
It costs xxxxxxxx.xx
or you can have the saddle stitch normal booklet for xxx.xx
Ok weâll take the saddle stitch version - why is it so much cheaper???
Ugh -
Well first of all âŠ
3 hours later
And then the shipping costs have gone up due to the war in Yemen and perils of transversing oceans where pirate activity has gone up
So if we keep it in house we can save you xxxxxx.xx
Do you want to do this?
Haha, I totally agreed with you. You reminded me the nightmares we had before with clients. How do you normally communicate with clients? We did face to face before but still same, a lot of nonsense feedback though. And then we changed to email communication after first design presentation ( to save our time and logistic fees), But email communication seems to be quite messy. That is why I am thinking if put everything in a portal, would it be easier and more organised.
Great question! Honestly, the âbestâ project management software really depends on your teamâs needs, workflow, and preferences. Iâve tried a fair share of tools over the years, and each one seems to shine in its own way.
For example, if youâre looking for something highly visual and straightforward, Trello and its Kanban-style boards are awesome for organizing tasks. On the other hand, Asana is my go-to for teams that thrive on collaboration and need detailed task assignments.
For tech or software development teams, Jira is practically a household name, especially if youâre following Agile or Scrum methodologies. ClickUp is also gaining a lot of traction lately because of its versatilityâitâs kind of like a Swiss Army knife for project management.
Now, if youâre managing complex projects or need a tool that scales with your organization, Iâd highly recommend Celoxis. Itâs been my favorite lately because it combines everythingâproject planning, resource allocation, budgeting, and even portfolio managementâinto one platform. Plus, the reporting features are next-level.
Other strong contenders are Smartsheet if youâre a spreadsheet wizard, Monday for its intuitive UI, and Wrike for marketing or creative teams.
At the end of the day, the best tool is the one your team actually uses! Test out a few, and youâll quickly figure out which one clicks for your workflow.
Adding up some more new innovations in the project management sphere, AI-driven project management tools are becoming a game-changer. Many platforms are now incorporating AI to offer predictive analytics, automated task prioritization, and even risk assessment, which helps teams stay ahead of potential roadblocks. Tools like Celoxis and Monday are leveraging AI to provide actionable insights and smarter resource allocation.
Another exciting development is the rise of no-code and low-code platforms, allowing teams to customize workflows without needing technical expertise. This flexibility is helping businesses adapt their project management strategies to their unique needs more effectively.
Collaboration has also taken a leap forward with advanced integrations and real-time communication features, making remote teamwork more seamless than ever. Have you come across any new tools that impressed you lately?
Platforms like Trello, Asana, and ClickUp are great for managing graphic design projects. Some agencies provide clients with limited access to feedback and approvals, while others keep everything internal for better organization.
Iâve used a few project management tools in my past work with design teams, and Iâve found it really depends on the level of client involvement you want. Platforms like Trello and Asana work well for organizing projects, but Iâve seen agencies give clients limited access to certain boards or tasks to keep feedback streamlined and approvals clear. In my experience, when we shared too much, it sometimes led to confusion, so I preferred keeping things internal.
Heyy! I used to wonder the same thing 
My teamâs been using CC ReviewFlow â itâs super lightweight and made for creative folks like us.
Basically, it helps you:
Share work with clients so they can comment right on the design
Keep track of feedback rounds, approvals, and versions â all in one place
Keep internal convos private while giving clients just what they need to see
Save tons of time chasing feedback or digging through email threads
Itâs made client communication way smoother for us, and still looks totally pro.
If youâre doing branding, graphic, or motion work â definitely worth a try!