Marketing is a fast-paced job that requires precision and persistence. These tools will help you do just that. They are the ultimate tools for scaling your agency.

If you run an agency or are thinking about starting one, there are a few tools of the trade that you must add to your arsenal. From sieving through mountains of data to building a compelling social presence, these valuable tools can help you achieve all this and a lot more.

Why tools are crucial for agency success

Scaling an agency isn’t just about getting more clients, it’s about optimizing how you work. The right tools help you:

• Save time by automating repetitive tasks
• Improve team collaboration and communication
• Track performance and spot areas for improvement
• Deliver better results to clients

Without the right software, agencies risk inefficiencies that slow down growth and impact client satisfaction.

How to manage an agency effectively

Managing an agency comes down to three key areas:

1. Organization: Use project management tools like Notion to keep everything structured.
2. Communication: Streamline conversations with Slack instead of relying on long email threads.
3. Automation: Leverage tools like SEMrush and Toggl to minimize manual work and focus on what truly matters.

How do agency tools differ from general business software?

While general business software caters to a wide audience, agency-specific tools focus on:

• Client collaboration: Platforms like Clientjoy help with client management, proposals, and invoicing.
• Marketing insights: SEMrush and Feedly provide marketing-specific data for agencies to make informed decisions.
• Creative workflows: Tools like Canva and Pixpa make content creation seamless.

To help you with this further, we have curated a list of the best agency tools you may not have used yet, that will help you and your team become more efficient and productive.

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Here are some tools for agencies to be more productive:

1. Clientjoy

Juggling multiple Excel sheets, physical files, and endless email threads for documentation is a nightmare and that’s exactly where Clientjoy steps in, a powerful, all-in-one client management tool designed specifically for modern freelancers and digital agencies.

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Key Features of Clientjoy:

Managing an agency means wearing multiple hats, tracking leads, handling projects, sending invoices, and keeping clients happy - all while making sure nothing slips through the cracks. But instead of jumping between different tools and spreadsheets, imagine having everything in one place. 

Here’s how an all-in-one platform can make that happen:

Stay on Top of Leads 

Track, organize, and manage leads in one place so no potential client falls through the cracks. Set follow-up reminders and assign leads to your team effortlessly.

Create & Track Proposals 

Send professional, branded proposals in minutes with built-in templates. Get notified when clients open or accept them, so you always know where things stand.

Hassle-Free Invoicing & Payments 

Generate invoices, set up automated payment reminders, and track transactions without the back-and-forth. Handle one-time and recurring payments with ease.

Clear Financial Overview 

Know exactly where your agency stands financially. Track earnings, pending payments, and recurring revenue in one dashboard.

Manage Projects in Real-Time

 Assign tasks, track progress, and keep everything moving with clear timelines and automated updates.

Better Team Collaboration 

Share workspaces, notes, and updates so everyone stays on the same page. No more endless Slack threads or scattered information.

All Client Info in One Place 

Keep every interaction, document, and piece of feedback organized and easily accessible when you need it.

Automate the Repetitive Stuff 

Set up automatic follow-ups, reminders, and approvals so you can focus on more important work.

Fully Branded Experience 

Customize client portals, invoices, and proposals to match your agency’s branding and deliver a seamless experience.

Works With Your Existing Tools 

Integrate with Google Workspace, Slack, accounting software, and more to keep everything connected.

Pricing:

15$ for a starter plan, 25$ for an agency plan and 49$ for an enterprise plan.

2. SEMrush

SEMrush is the ultimate tool for scaling your agency. It is an all-in-one marketing toolkit that offers over 50 digital marketing tools that empower you to unleash your business's true potential.

With their easy SEO tools and content marketing tools, you can increase the traffic to your page organically. Using their market research tools, you can uncover competitor's marketing strategies and generate ideas for your growth.

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Features of SEMrush:

1. Find the right keywords, analyze backlinks, and track rankings to improve your website’s search visibility.
2. Research trending topics, optimize content, and track performance to boost engagement.
3. Uncover your competitors' strategies, traffic sources, and best-performing keywords.
4. Manage and optimize paid ad campaigns with in-depth keyword and performance analysis.
5. Schedule posts, track engagement, and analyze your social media performance in one place.

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3. Feedly

Feedly is one of the best agency tools, and there's a good chance you may not have used it yet. 

Imagine an inbox where you receive information based on relevant keywords and topics from around the web that you can choose and control instead of emails. It's a dream come true, right? Feedly does just that for you!

It's an RSS reader tool that helps you keep up with the topics and trends that interest you and are relevant to your agency. It enables you to organize all your trusted blogs in one place and filter out the irrelevant chatter. With Feedly, you can conduct collaborative research and share critical industry trends with your colleagues.

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Key features of Feedly:

1. Feedly acts as a personalized news hub, collecting updates from blogs, news websites, and industry sources based on your chosen keywords and topics. Instead of sifting through emails or multiple websites, all relevant information is delivered in one place.

2. Feedly’s built-in AI, Leo, helps filter out irrelevant content, ensuring that your feed remains clutter-free. It prioritizes the most important articles, eliminating noise and saving time.

3. Agencies can tailor their content streams based on industry trends, competitors, or client interests. You decide what appears in your feed by selecting sources that align with your agency’s focus.

4. Teams can create shared boards where they save and annotate relevant articles. This feature is perfect for internal research, competitive analysis, or client reporting.

5. Stay ahead of industry shifts by tracking emerging trends, policy updates, and competitor moves. Feedly ensures your agency is always informed and ready to act.

4. Slack

Slack is more than just a messaging tool, it’s a centralized workspace where teams can communicate, collaborate, and stay organized in real-time. Whether you’re working with your internal team or coordinating with external partners, Slack makes it seamless with Channels, direct messaging, and integrations that keep everything connected.

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Key Features of Slack

1. Create dedicated channels for teams, projects, or topics, ensuring discussions stay focused and easy to find.
2. Communicate instantly with team members through one-on-one or group chats, replacing long email threads.
3. Upload and share documents, images, and links directly within conversations.
4. Connect Slack with Google Drive, Trello, Zoom, and hundreds of other apps to streamline workflows.
5. Stay connected on desktop, mobile, and web, no matter where you are.
6. Hop on quick audio or video calls without switching to another app.
7. Easily find past conversations, files, and decisions with Slack’s powerful search feature.
8. Automate repetitive tasks, set reminders, and create workflows to improve efficiency.

5. Notion

Notion brings your entire team together in one place, notes, projects, wikis, and everything in between. Instead of juggling multiple tools, you get a single workspace where information is organized, accessible, and easy to collaborate on. It’s built for teams looking to stay productive, streamline workflows, and keep everything connected.

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Key Features of Notion

1. Manage notes, tasks, and projects without switching between apps.
2. Create an internal Wiki with pre-built templates to store and organize company knowledge.
3. Structure your workspace however you need with drag-and-drop blocks that adapt to your projects.
4. Share pages, assign tasks, and leave comments so your team stays aligned.
5. Grant access to specific documents, making it easy to share updates with clients.
6. Work together on documents and track changes instantly.
7. Connect Notion with Slack, Google Drive, and other tools to keep everything in sync.
8. Work from anywhere with Notion’s desktop and mobile apps.

6. Linkjoy

Linkjoy is built for digital marketing agencies looking to drive engagement, generate leads, and retarget visitors effortlessly. Whether you’re promoting an event, boosting sales, or increasing brand awareness, Linkjoy helps you guide your audience exactly where you need them.

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Key Features of Linkjoy

1. Turn your social media bio into a mini-landing page with multiple clickable links.
2. Retarget one-time visitors by embedding tracking pixels into your shortened links.
3. Create custom landing pages to showcase products, services, or content without building a full website.
4. Capture reliable leads by directing traffic to optimized pages.
5. Drive more registrations and conversions with targeted link sharing.
6. Customize your URLs to match your brand and increase trust.
7. Track link performance and audience behavior to refine your strategy.
8. Connect with marketing tools like Google Analytics, Facebook Pixel, and CRM systems.

7. Pixpa

Pixpa is a no-code website and store builder designed for photographers, artists, and designers who want a professional online presence without the hassle. With built-in tools for galleries, eCommerce, and blogging, it’s everything you need to showcase your work, connect with clients, and grow your business, all in one platform.

Key Features of Pixpa

1. Create a stunning portfolio without writing a single line of code.
2. Sell prints, digital downloads, and products with seamless order management.
3. Share, proof, and sell your work directly through private or public galleries.
4. Add a blog to share your process, updates, or industry insights.
5. Choose from beautifully designed templates and tweak them to match your brand.
6. Ensure your site looks great on any device and ranks well on search engines.
7. Drag, drop, and publish, no technical skills are required.

8. Canva

Canva makes designing quick, easy, and accessible, whether you're creating social media graphics, presentations, or marketing materials. It’s taken the design world by storm, making professional-quality visuals possible for anyone, no matter their skill level.

Key Features of Canva

1. Create anything from Instagram stories and posters to business cards in minutes.
2. No design experience? No problem. Just pick, edit, and publish.
3. Access millions of stock images, icons, fonts, and illustrations.
4. Work on designs together in real-time, no matter where you are.
5. Keep your fonts, colors, and logos consistent across all designs.
6. Share your designs digitally or order high-quality prints directly from Canva.
7. Design on your laptop, tablet, or phone, whenever inspiration strikes.

9. Toggl

Toggl isn’t just about tracking time, it’s about helping agencies stay productive, organized, and efficient. From managing projects to monitoring team performance, Toggl gives you real insights into how time is spent so you can optimize workflows and focus on what matters.

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Key Features of Toggl:

1. Track work hours with a single click, no manual logging is required.
2. Assign tasks, set deadlines, and keep projects moving smoothly.
3. Get a clear view of team performance and workload distribution.
4. Analyze where time is spent and identify areas for improvement.
5. Connect with tools like Asana, Trello, and Slack for a streamlined workflow.
6. Track time from your desktop, mobile, or browser extension.
7. Easily log billable hours and generate invoices without the hassle.

10. Squarespace

Squarespace makes creating a professional, custom website easier than ever, with no coding required. Whether you’re building a portfolio, online store, or business site, Squarespace gives you beautiful templates, powerful features, and built-in SEO tools to help you stand out.

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Key Features:

1. Pick from stunning designs and tweak them to match your brand.
2. No tech skills are needed - just edit, adjust, and launch.
3. Optimize your site for search engines and reach the right audience.
4. Set up an online store with secure payments and inventory tracking.
5. Your site will look great on any device, automatically.
6. Track performance and visitor insights right from your dashboard.
7. Promote your business with built-in email marketing tools.

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Wrapping Up

Running an agency means juggling client expectations, staying ahead of industry trends, and constantly adapting to new challenges. It’s a lot to manage, but the right tools can make all the difference.

The platforms I’ve covered aren’t just about streamlining workflows, they’re about helping you scale, stay productive, and focus on what truly matters: delivering results. Whether it’s managing projects, tracking time, optimizing workflows, or creating standout content, these tools are built to make your life easier.

So, if you’re looking to work smarter, not harder, start using these tools and see how they transform the way you run your agency.

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10 Must-Have Powerful Tools for your Agency - FAQs

1. What is the most powerful marketing tool?

The most powerful marketing tool depends on your goals, but data-driven strategies like SEO, content marketing, and paid ads are highly effective. Marketing automation and AI-powered analytics also play a key role in optimizing campaigns.

2. How do agencies get big clients?

‍Agencies land big clients by building a strong portfolio, leveraging referrals, networking strategically, and demonstrating measurable results. Personalized outreach, case studies, and industry expertise also help establish credibility.

3. What are strengths of an agency?

A great agency thrives on expertise, creativity, adaptability, and data-driven decision-making. Strong client relationships, streamlined processes, and the ability to execute at scale are also key strengths.

4. What software do ad agencies use?

Ad agencies rely on tools like Google Ads, Meta Ads Manager, HubSpot, Semrush, and Canva for marketing, along with Asana, Slack, and Notion for project management and collaboration.

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