Best Tools for Marketing Agencies in 2025: Full Stack Guide

Most agencies bleed time, not talent. The wrong tools cause chaos.

Disjointed workflows, overlapping platforms, and inefficient systems don’t just slow teams down — they quietly kill momentum and opportunities.

This kind of disorganization creates drag across everything: client deliverables, campaign handoffs, and internal reviews. And in a world where execution speed drives results, your tool stack isn’t just operational, it’s strategic.

This guide cuts through the noise. It’s a practical, tiered breakdown of the best tools for agencies, organized by service type, budget, and stage of growth. Whether you're a founder building your first system or a PM optimizing a growing team, this was built for you.

You won’t just get tool recommendations. You’ll get full-stack templates, workflow ideas, point-of-view insights, and budget plans, everything you need to scale smarter, not harder.

What makes an agency tool stack “the best”?

Tools work as your extended team — and the goal of using them is simple: save time, improve efficiency, and deliver a better experience.

But with thousands of platforms competing for your attention (and budget), how do you decide what’s actually worth it?

Having worked with both scrappy boutique teams and scaled SaaS agencies, I’ve seen firsthand how the right stack can drive momentum — and how the wrong one quietly stalls it. A lightweight CRM like Pipedrive might outperform an all-in-one platform simply because your team actually uses it. A focused tool like HeyReach can beat generic “sales platforms” because it’s built specifically for LinkedIn outreach — not everything else.

Ultimately, the best tools aren't the flashiest — they’re the ones that map to your workflow, your stage, and your services without adding complexity.

Use the 3S Framework to evaluate and build a tool stack that fits your agency’s needs today and scales with you tomorrow.

The 3S framework: How to choose the right tools for your agency

When it comes to building an effective agency tech stack, more isn’t better— better is better. The 3S framework helps you evaluate whether you should implement tools in your operation based on three core pillars:

1. Service Fit

Does this tool solve problems specific to what you deliver?

Content agencies need editorial workflows and publishing automation. Those oriented on performance need attribution tracking and campaign optimization. Lead generation ones need tools for LinkedIn outreach automation and prospect management.

Reality check: Service-specific tools integrate naturally and speak your language. For example, HeyReach solves LinkedIn prospecting bottlenecks that generic "marketing platforms" can't touch— because it's built for outreach workflows, not everything else.

2. Stage Match

Can you actually use what you're buying? 

Try this simple resonating to understand where :

• Startup (0-5 clients): Nothing fancy and complex, look out for simple tools that eliminate manual headaches.
• Growth (5-25 clients): Keep the starting stack, but add automation to the flow. Focus on being cost-effective.
• Scale (25+ clients): This is a timeline where complex solutions enter the game, and  dedicated support pays off

💸 Expensive mistake: A 3-person agency spending $800/month on enterprise CRM wastes money. That budget could buy project management, automation, and reporting tools that actually improve daily operations.

The timing trap: Buy too early = wasted features. Buy too late = operational chaos hurting delivery and morale.

3. Stack Integration

How does data move through your system?

Before adding any tool, trace the data journey: Where does information enter? How does it flow between systems? Where gets reported to clients?

The hidden cost: Over 40% of workers spend at least a quarter of their work week on manual, repetitive tasks, with office workers spending 10% of their time on manual data entry into business applications. For sales teams specifically, 71% of reps say most of their productive hours get wasted doing manual data entry.

Integration reality: Your team becomes data entry clerks instead of strategists. Clients get inconsistent numbers because different systems show different data.

The framework in action

Before buying any tool, ask yourself following questions to understand where are you at with:

1. Service: Does this solve our specific delivery problems, or generic "marketing" promises?
2. Stage: Do we have the volume and processes to benefit from these capabilities?
3. Stack: Will this reduce or increase our manual work?

Can't answer all three clearly? Don't buy it. Wait until you can, or find a different solution.

Bottom line: Connected, service-specific tools at the right stage create exponential efficiency. Everything else creates expensive chaos.

Build your tech stack around the services you sell

Tools are only valuable when they support how you deliver— not just what you offer.

Too many agencies buy tools based on buzz, not behavior. This section helps you reverse that by building lean, modular stacks that map to your actual services and delivery model. Whether you're running cold outbound or performance-heavy ad campaigns, your stack should match your speed, team size, and client expectations.

For each service line, you’ll get:

• A stack blueprint (with swaps and combos)
• Suggested budget tiers
• Why this stack works — and what to avoid

Outbound services (LinkedIn + Email outreach)

For: Agencies doing B2B lead gen, outbound sales, cold email

Stack: Clay + HeyReach + Instantly/Smartlead + Make + Pipedrive/HubSpot

Budget Tiers:

• Starter – $150/mo:
  Clay Basic ($149), HeyReach Starter ($79), Instantly Basic ($37) / Smartlead Basic ($39), Make Core ($9), Pipedrive Essential ($15)
  ‍
• Scalable – $400/mo:
  Clay Pro ($349), HeyReach Pro ($159), Instantly Pro ($77), Make Pro ($16), HubSpot Starter ($50)

Why this stack works:

It’s built for agencies that need to run personalized, multi-channel outreach at scale. Clay feeds enriched leads into HeyReach and Instantly for coordinated LinkedIn and email sequences, while Make automates the glue between tools and the CRM. The result? A hands-off system that still feels personal to the prospect.

Implementation Strategy:

1. Start with your CRM (Pipedrive or HubSpot) – Define pipeline stages and lead statuses
2. Set up Instantly – Focus on deliverability: custom domains, warm-up, and inbox rotation
3. Build LinkedIn sequences in HeyReach – Craft native-feeling copy with soft CTAs
4. Use Clay for enrichment + filtering – Target based on title, tech stack, funding, or engagement
5. Connect everything in Make – Automate lead syncing, tagging, Slack alerts, and follow-ups

💡 Pro tip: Don’t just automate — personalize at scale. Use variables like recent posts, company news, or mutual connections to stand out in both inboxes and DMs.

Performance Marketing (Meta, Google, TikTok)

For: Agencies running paid marketing campaigns across Meta, Google, TikTok, and YouTube

Stack: Meta Ads + Google Ads + Webflow/Framer + GA4 + Supermetrics

Budget Tiers:

• Starter – $150–$200/mo
  GA4 (Free), Meta & Google Ads (free platforms), Webflow Basic ($18), Framer Starter ($20), Supermetrics Lite (~$99)
• Scalable – $500–$1000/mo
  Webflow CMS/Business ($49–$99), Framer Pro ($25–$30), Supermetrics Core ($199+), optional add-ons like Hotjar, Clarity, or VWO ($30–$100)

Why this stack works:

It combines high-converting landing page tools (Webflow/Framer) with channel-native ad platforms and performance analytics. GA4 tracks on-site behavior, while Supermetrics pulls data into a central reporting dashboard. This setup helps you launch, measure, and optimize marketing campaigns without a bloated martech stack.

Implementation Strategy:

1. Set up GA4 properly – Define key conversion events and connect all ad accounts
2. Build landing pages in Webflow or Framer – Focus on fast load times and CRO best practices
3. Run campaigns via platform-native tools – Keep budget tracking and audience setups inside Meta, Google, and TikTok Ads Manager
4. Use Supermetrics to centralize data – Pull campaign metrics into Looker Studio or Google Sheets for weekly reporting
5. (Optional) Add heatmaps or session recordings – Use tools like Hotjar or Clarity for on-page behavior insights

💡 Pro tip: Your media buying is only as strong as your landing page + data flow. Build campaign-specific pages with dedicated CTAs, then sync all data points into one dashboard to scale with clarity.

SEO + Content Services

For: Agencies offering organic growth marketing strategies through SEO, content marketing, and publishing

Stack: Ahrefs/Semrush + SurferSEO/Clearscope + WordPress/Webflow + Google Search Console (GSC) + Figma

Budget Tiers:

• Starter – $100/mo
  Ahrefs Webmaster Tools (Free) or SurferSEO Basic ($59), GSC (Free), WordPress Hosting ($10–$15), Figma Free, optional SEO Chrome extensions
• Scalable – $300–$700/mo
  Ahrefs Standard ($129) or Semrush Pro ($129), SurferSEO Pro ($119) or Clearscope ($170+), WordPress/Webflow Pro ($25–$50), Figma Pro ($12), GSC (Free)

Why this stack works:

Research feeds writing, writing feeds optimization, optimization feeds tracking. No manual handoffs, no data silos.

Surfer or Clearscope ensures your content ranks before you hit publish. GSC and Semrush close the feedback loop with real performance data. WordPress/Webflow publishes seamlessly, while Figma keeps creative collaboration smooth.

The Semrush advantage:

This one is tough for me, because for in-house work I really prefer Ahrefs over any other tool. Yet, agencies prefer Semrush over Ahref because it's built for client work.

The main argument is that the site audit reports are client-ready (no explaining technical jargon), and the outreach features are integrated. When you're managing 10+ client sites and running link building campaigns, those conveniences become necessities.

Ahrefs has cleaner data and better keyword research. Semrush has better workflow for agencies that need to deliver, report, and scale.

Implementation Strategy:

1. Start with research using Semrush or Ahrefs — identify keyword gaps and competitor rankings
2. Use Surfer or Clearscope to build SEO-optimized content briefs or refine existing drafts
3. Design visual assets in Figma (social graphics, in-post illustrations, banners)
4. Publish content on Webflow or WordPress, following SEO and CRO best practices
5. Track performance in GSC — monitor SERP position, click-throughs, and optimize based on actual results

💡 Pro tip: Don’t just optimize for Google— optimize for production. Build systems where research, writing, editing, and reporting flow through a repeatable pipeline. The right stack won’t just get you traffic — it’ll help your team scale content without the chaos.

Social Media Management

For: Social media marketing agencies managing content calendars, visual design, scheduling, and personal brand growth for clients or internal brands

Stack: Canva + Buffer/Publer + Taplio + Repurpose

Budget Tiers:

• Starter – $50/mo
  Canva Free or Pro ($12), Publer Basic ($12), Taplio Starter ($39), Repurpose.io Free Plan or Manual Clip Creation
• Scalable – $200–$400/mo
  Canva Pro ($12), Publer or Buffer Teams ($25–$60), Taplio Growth ($79), Repurpose.io Pro ($25–$49)

Why this stack works:

It balances creative production with automation. Canva handles design, Publer or Buffer schedules content across platforms, Taplio grows personal brands (especially on LinkedIn), and Repurpose.io turns long-form content into bite-sized clips. Together, they help agencies produce, publish, and scale content without hiring a huge team.

Implementation Strategy:

1. Create branded templates in Canva – Reuse across post types and platforms
2. Plan and schedule content in Publer or Buffer – Build weekly or monthly calendars with post previews
3. Use Taplio for LinkedIn – Write, schedule, and analyze personal brand content; curate posts via AI suggestions
4. Repurpose long-form content – Convert YouTube videos, podcast clips, or webinars into reels, shorts, or carousels using Repurpose.io
5. (Optional) Share performance reports with clients via native analytics or Google Sheets + Supermetrics

Pro tip: Great social media isn’t just content — it’s distribution. Tools like Taplio and Repurpose.io multiply your reach by turning one strong idea into a week’s worth of content. Don’t just create more— distribute smarter.

Agency tool stack templates (by budget)

Not every agency needs a $2K/month tool stack to deliver great results. The smartest teams build around stage, not hype. Here’s how to grow your stack intentionally, without wasting money on tools you’re not ready to use.

Bootstrap Agency (<$200/month)

For: Solo founders, freelancer-led teams, or new agencies validating their offer

Stack Strategy:

• Use free or low-cost tools with strong utility
• Focus on one core service (outbound, SEO, or social)
• Keep ops lean and manual where needed

Recommended Stack:

• Notion – Project tracking + light CRM + client portal
• Clay (Free tier) – Basic lead enrichment
• Publer (Basic plan) – Content scheduling
• Google Sheets – Reporting, content calendars, lead tracking
• Gmail + Slack (Free) – Communication
• One outreach channel – Email or LinkedIn, not both

Pro tip: Master your offer and workflow before scaling. You don’t need automation if your positioning isn’t working yet.

Growth-Stage Agency ($500–$1,000/mo)

For: 2–10 person teams scaling delivery, optimizing workflow, and standardizing operations

Stack Strategy:

• Expand into multi-channel outreach and automated onboarding
• Invest in creative tools and internal automations
• Build a foundation for client visibility (dashboards, portals)

Recommended Stack:

• HeyReach + Smartlead/Instantly – LinkedIn + email outreach
• Looker Studio + Supermetrics – Live reporting dashboards
• Ahrefs or Semrush Pro – SEO, content planning
• Canva Pro + Figma – Creative and collaboration
• Make + Slack + GDrive – Automate project flows and lead handoffs
• Taplio / Buffer – Personal brand and content scheduling
• Notion or Webflow – Client-facing deliverables

Pro tip: Build systems now that your team will thank you for later — even simple automations can 10x your output.

Mature Agency ($2,000+/mo)

For: Agencies with multiple pods, dedicated delivery teams, and high-touch client accounts

Stack Strategy:

• Fully integrate tools across teams and service lines
• Invest in high-volume outreach, custom dashboards, and client portals
• Add specialized tools for SEO, paid, social, creative, and video

Recommended Stack:

• HubSpot Pro or Pipedrive Advanced – Full CRM visibility + automation
• Clay Pro + Instantly – Multi-inbox outbound engine
• Webflow CMS or Framer Pro – Branded landing pages and campaign microsites
• Looker Studio + Supermetrics + Airtable – Reporting + operational dashboards
• HeyReach + Lemlist – Multi-channel outreach with LinkedIn automation (HeyReach) + hyper-personalized cold emails (Lemlist)
• Repurpose.io + Descript – Video editing + short-form repurposing
• Hotjar, GA4, Screaming Frog – Behavior insights + technical audits
• Notion / Airtable – Internal documentation + client portals

💡Pro tip: Personalized video is no longer a “nice touch”— it’s a conversion driver. Use tools like Weezly to turn static outreach or reporting into scalable, human-centric experiences.

Core tools every agency needs

Before diving into service-specific tools, nail your operational foundation first. Every agency— regardless of what you deliver— needs rock-solid systems for client management, project tracking, task automation, reporting, and communication.

These aren't exciting purchases, but they're the difference between smooth scaling and operational chaos. Here's your essential toolkit, broken down by category:

CRMs

HubSpot

HubSpot is one of the most used CRM solutions out there. What makes it so popular is that it’s more than just a CRM— it’s an all-in-one operating system for client acquisition, management, and retention. 

However, if that’s its strength, it’s also its weakness.

The platform bundles CRM, marketing automation, customer support, landing pages, forms, reporting, and more— all under one roof. 

For agencies, this means less tool-hopping and better alignment between sales and delivery. But it also means you could end up paying for far more than you use if your needs are simple.

Key features:

• Contact, deal, and pipeline management
• Built-in email marketing and landing pages
• Sales automation and workflow builders
• Meeting scheduler, live chat, chatbot, and ticketing
• Strong analytics and client-facing reports
• 1,000+ native integrations

Pros:

• Excellent free tier for small agencies
• Scales with you— start small, expand as you grow
• Replaces multiple tools (like Mailchimp, Calendly, Typeform, etc.)
• Client reporting and dashboards are polished and shareable
• Offers HubSpot Academy— free training to upskill your team on CRM, marketing, and sales.

Cons:

• Quickly becomes expensive at scale (especially Pro tier)
• Key features like automation and custom reporting are paywalled
• Overkill if you only need basic CRM functionality
• Steeper learning curve than lighter CRMs like Pipedrive

Pricing:

• Free: Basic CRM features
• Starter: ~$20–30/month
• Professional: ~$800–890/month
• Enterprise: $$$ – not usually relevant for small to mid-sized agencies

Suitable for:

• Agencies offering full-funnel services (content + performance + sales enablement)
• Teams needing marketing + CRM + client onboarding in one system
• Founders who want less tool-switching and more centralized visibility
• Agencies with inbound client acquisition models (lead gen, nurturing, conversion)

Bottom line:

Best for agencies that want an all-in-one CRM + digital marketing tools suite to manage leads, automate campaigns, and scale client operations from a single dashboard.

Pipedrive

Pipedrive is a sales-focused CRM built for speed, clarity, and ease of use. It’s especially popular among small to mid-sized agencies that want a simple yet powerful way to manage leads, track deals, and stay on top of follow-ups, without the bulk of an all-in-one platform.

Key features:

• Visual sales pipeline with drag-and-drop deal stages
• Contact and activity tracking (calls, emails, meetings)
• Email sync with open/click tracking and scheduling
• Workflow automation for follow-ups and task assignment
• Custom fields, filters, and tags to match agency processes
• Mobile app for deal management on the go
• Integrates with tools like Slack, Google Workspace, Trello, and Mailchimp

Pros:

• Clean, intuitive interface with fast onboarding
• Built specifically for deal tracking and pipeline visibility
• Affordable pricing for smaller teams
• Lightweight yet flexible— customizable without complexity
• Doesn’t overwhelm you with features you won’t use
• Integrates easily with other tools to expand functionality

Cons:

• No built-in marketing automation or email campaign tools
• Reporting is basic unless you upgrade or add third-party tools
• Limited advanced customizable compared to enterprise CRMs
• May require additional tools for complete sales+marketing workflows
  

Pricing:

Starts at ~$15-25/user/month. Free trial available

Suitable for:

• Agencies that are sales-led and want a streamlined way to track leads, deals, and conversions
• Teams that value speed and simplicity over complex automation
• Founders or GMs who want clarity without the cost or learning curve of heavier platforms

Bottom line:

Pipedrive is one of the best CRMs for agencies that just need to manage clients and close deals, not run entire campaigns. It’s fast, focused, and easy to use, making it a great choice for teams that want to stay lean without sacrificing structure.

Breakcold

Breakcold is a modern sales CRM designed for agencies, founders, and B2B teams who combine cold outreach with social selling. Unlike traditional CRMs that focus solely on email pipelines, Breakcold brings LinkedIn, Twitter, and email into one unified workspace—so you can engage, follow up, and close without switching tabs.

Its standout feature is the curated social feed, which lets you like, comment, and interact with your leads’ posts directly from inside the CRM. This gives you a lightweight but powerful way to warm up prospects and build relationships before the pitch.

Key features

• Unified inbox for email, LinkedIn, and Twitter
• Curated social feeds for engaging with prospects
• Multi-step email sequences with personalization
• Visual pipeline management for tracking deals
• Smart lead scoring and reply tracking
• Built-in warm-up and inbox rotation
• Zapier, API, and webhook support

Pros

• Combines CRM + social selling + outreach in one dashboard
• Lets you build warm, personalized outbound workflows
• Easy to onboard and use— minimal setup time
• Works well for solo founders and lean agency teams
• Affordable even at scale

Cons

• Not as deep on analytics or reporting as traditional CRMs
• Lacks multichannel automation beyond email + socials
• Fewer integrations compared to enterprise tools
• More focused on relationship-led selling than pure cold volume

Pricing

• Essentials: $29/user/month — core CRM + email outreach + social feed
• Pro: $59/user/month — adds LinkedIn inbox sync, lead scoring, API access
• Max: $79.99/user/month — includes Telegram sync and advanced analytics
• 14-day free trial available

Suitable for

• Agencies running LinkedIn- and Twitter-first outbound
• Consultants and founders doing high-touch relationship sales
• B2B teams that want CRM, engagement, and email in one place
• Social-led sales teams who need a lightweight but powerful stack

Bottom line

Breakcold is built for modern B2B prospecting — where social touchpoints and relationship-building matter just as much as email volume. If you want a CRM that blends outreach with engagement and keeps everything in one clean dashboard, Breakcold offers a focused, affordable solution for agencies and teams who sell through connection.

Close

Close is a CRM built specifically for sales teams that live and breathe outbound. It’s designed to streamline high-volume calling, emailing, and follow-ups, making it a favorite among agencies that focus on cold outreach, outbound lead generation, or sales development for clients. Think of it as a CRM built by SDRs, for SDRs.

Key features:

• Built-in calling, SMS, and emailing (no third-party tools required)
• Power dialer and predictive dialer for high-volume sales workflows
• Smart inbox with email templates and automation
• Sales pipeline and activity tracking
• Task management and reminders for follow-ups
• Zapier, Slack, Zoom, HubSpot, and Google integrations
• Robust search and filtering for fast lead segmentation

Pros:

• Truly built for outbound — everything happens inside the CRM (calls, emails, texts)
• No need to jump between tools or pay for extra dialers or calling platforms
• Excellent for high-velocity sales teams and lead-gen agencies
• Fast, responsive UI with powerful filters and lead scoring
• Saves time with bulk outreach tools and smart automation

Cons:

• Heavier price tag compared to other CRMs in this category
• Not ideal if you don’t rely heavily on outbound sales
• Limited marketing features — no landing pages, form builders, or campaign tools
• Setup takes a bit longer to configure if you're new to inside sales tools

Pricing:

Starts at ~$99/user/month — includes calling, SMS, and email automation out of the box.

Suitable for:

• Outbound-focused agencies (cold email, cold calling, lead gen, SDR-as-a-service)
• Teams doing high-volume outreach that need built-in dialers and email tools
• Agencies offering sales enablement or SDR services to clients
• Founders looking to centralize outreach without duct-taping multiple tools

Bottom line:

Close is one of the most powerful CRMs for outbound-heavy agencies. If you rely on cold calling, cold email, or need speed at scale, Close will save your team hours every week. But if your agency leans more toward inbound, content-driven, or creative services, it may be more CRM than you need — and at a higher cost. Go with Close when your pipeline is fueled by outreach, not just form fills.

💡 Pro tip: In your early stage, skip the heavy CRM. Use Notion as a lightweight CRM and client portal— it’s flexible, free, and easy to set up. You can manage leads, track deliverables, and share timelines or reports with clients in a single workspace, no extra tools needed

Project Management

Notion

Notion is a flexible, all-in-one workspace that agencies often use for project management, documentation, client portals, and internal knowledge bases. Unlike traditional PM tools that focus on tasks alone, Notion gives you the freedom to build your own systems, which is both its biggest advantage and biggest challenge.

Key features:

• Drag-and-drop databases (Kanban, table, calendar, gallery views)
• Rich page editor with support for text, media, embeds, and custom templates
• Nested pages and wikis for organizing SOPs, meeting notes, briefs, etc.
• Collaborative real-time editing and comments
• Integration with Slack, Google Drive, Loom, and thousands of tools via Zapier or Make
• Public pages for building client portals, dashboards, or knowledge hubs

Pros:

• Extremely customizable — build it to fit your workflow, not the other way around
• Replaces multiple tools: wikis, task managers, docs, portals
• Sleek, distraction-free UI with powerful database capabilities
• Great for internal documentation and client-facing workspaces
• Free plan is solid for individuals and small teams

Cons:

• No built-in Gantt charts or advanced project views without workarounds
• Task management is manual unless paired with automations
• Not ideal for complex dependencies or agile sprints
• Requires upfront time to design your system from scratch — not plug-and-play
• Can become disorganized quickly without consistent structure

Pricing:

• Free for personal use
• Team plan starts at $8/user/month
• Business plan (includes advanced permissions) starts at $15/user/month

Suitable for:

• Agencies that want a flexible, minimalist system that doubles as a content and collaboration hub
• Teams that prefer customizing their project views and templates
• Founders who want one workspace to manage docs, tasks, briefs, and portals in one place
• Small to mid-sized agencies where task dependencies are lightweight or manageable

Bottom line:

Notion is ideal for agencies that value flexibility over rigidity. It’s best when you want to combine project tracking with docs, SOPs, and client collaboration in a single, beautifully designed workspace. But it works only if your team is disciplined about structure— without that, Notion can quickly turn into a digital junk drawer.

Basecamp

Basecamp is a no-frills, all-in-one project management and team communication tool designed to simplify how agencies and teams collaborate. Unlike flexible tools like Notion, Basecamp is opinionated— offering a fixed structure that helps reduce decision fatigue and encourages consistent workflows across teams.

Key features:

• To-do lists for tasks, with assignees and due dates
• Message board for project-wide announcements and updates
• Real-time group chat with Campfire
• Schedule/calendar for tracking milestones and deadlines
• Docs & Files section for uploads, client assets, and feedback
• Automatic check-ins for status updates
• Centralized notifications and hill charts for progress tracking

Pros:

• Simple, intuitive interface with zero learning curve
• Everything related to a project lives in one place—no hunting for docs or messages
• Excellent for asynchronous communication, especially for remote teams
• Flat-fee pricing is cost-effective for larger teams
• Great for clients who want visibility without micromanagement

Cons:

• Very rigid structure—limited customization compared to tools like Notion
• Not suitable for agile workflows (no Kanban boards, sprints, or custom workflows)
• Lacks time tracking, Gantt charts, and advanced analytics
• Collaboration features may feel basic to teams used to Slack, Asana, or Trello
• Hill charts are unique but not intuitive for everyone

Pricing:

• Free for up to 3 projects and 20 users
• Business plan: $299/month flat (unlimited users and projects)
  

Suitable for:

• Agencies that value simplicity, structure, and ease of use over flexibility
• Teams that prefer fewer features done well, without the overwhelm
• Remote or hybrid agencies that thrive on asynchronous updates
• Project managers who want a “set it and forget it” system

Bottom line:

Basecamp is ideal for agencies that want a clear, clutter-free workspace where everyone knows where things live. It’s not built for power users or agile dev teams, but for marketing, creative, and ops teams who want to get work done without being buried under features or notifications. If you want a calm, structured alternative to chaotic Slack threads and scattered docs, Basecamp delivers— so long as you’re okay playing by its rules.

ClickUp

ClickUp is a full-featured project management platform designed to handle everything from daily task tracking to high-level campaign planning. It’s built for growing teams that need structure, visibility, and collaboration, without relying on five different tools to do it all. For agencies juggling multiple clients, teams, and timelines, ClickUp offers a centralized command center that scales with complexity.

Key features:

• Multiple view options: List, Board, Calendar, Gantt, Timeline, and Workload
• Built-in Docs, Whiteboards, time tracking, and goal tracking
• Task dependencies, priorities, subtasks, and recurring tasks
• Automation for repetitive workflows and reminders
• Custom fields, statuses, and dashboards for different teams or clients
• Native integrations with Slack, Google Drive, GitHub, Calendly, Zoom, and more
• Mobile app for task and project access on the go

Pros:

• Incredibly versatile — fits almost any project style, from creative to agile to waterfall
• Centralizes docs, tasks, reporting, and collaboration in one platform
• High customization: tailor spaces and views per client or team
• Built-in time tracking and workload management is a plus for client billing and resourcing
• Active community and robust template library to get started quickly
• Affordable pricing with lots of features in the lower tiers

Cons:

• The flexibility can be overwhelming — requires strong internal setup and documentation
• Occasional performance issues with large workspaces (slower load times)
• Automation is powerful but limited in the free plan
• The learning curve is steep for non-tech-savvy teams
• UI can feel cluttered if you don’t keep things clean and consistent

Pricing:

• Free plan with core features
• Unlimited: $7/user/month
• Business: $12/user/month
• Business Plus and Enterprise tiers available for advanced use

Suitable for:

• Agencies with multiple service lines or client accounts that need structured project oversight
• Mid-sized teams managing complex workflows, recurring deliverables, or resourcing
• Founders and PMs who want centralized visibility into timelines, ownership, and progress
• Teams looking to replace multiple tools with one (e.g., Trello + Google Docs + Toggl + Slack)

Bottom line:

ClickUp is perfect for agencies that have outgrown Trello or Notion and need a more robust system to manage people, projects, and performance. It shines when you take the time to set it up right, but without a clear structure, it can become just as chaotic as the tools you replaced. Use it when your work demands visibility, cross-functional coordination, and scale.

Trello

Trello is a visual task management tool built around boards, lists, and cards — inspired by the Kanban method. It’s simple, intuitive, and ideal for smaller teams or agencies looking for a quick, low-friction way to track work. While it lacks the depth of more robust platforms, it’s perfect when your workflows don’t need heavy structure.

Key features:

• Kanban boards with customizable lists and cards
• Card-level features: checklists, attachments, due dates, labels, comments
• Power-Ups for Slack, Google Drive, Calendar, Jira, and more
• Butler automation to trigger actions (e.g., auto-move cards, assign teammates)
• Calendar and timeline views (in Premium)
• Mobile app for task tracking on the go

Pros:

• Very beginner-friendly — teams can start using it in minutes
• Clean, visual layout great for campaign tracking or editorial calendars
• Templates available for marketing, client onboarding, and content pipelines
• Lightweight and fast; works well even on slower systems
• Butler automation helps reduce repetitive manual work

Cons:

• Lacks built-in time tracking, dependencies, or workload views
• Doesn’t scale well for complex projects or large teams
• Power-Ups are limited in the free version — add-ons drive up costs
• No native document editor, chat, or long-form content support
• Reporting and analytics are minimal unless paired with third-party tools

Pricing:

• Free plan with unlimited cards and basic features
• Standard: $5/user/month
• Premium: $10/user/month (adds calendar, timeline, dashboards)
• Enterprise: Starts at $17.50/user/month

Suitable for:

• Small agencies or teams managing simple, linear projects
• Freelancers and solo consultants tracking client deliverables
• Creative or content teams building visual workflows (e.g., blog calendar, UGC pipeline)
• Founders looking for a fast, no-training-required solution

Bottom line:

Trello is great for task tracking when simplicity matters more than complexity. It won’t handle multi-layered client campaigns or resource planning, but for straightforward workflows, it’s more than enough. Use Trello if your agency’s work moves fast and doesn’t require deep reporting or PM overhead.

Reporting tools

Looker Studio

Looker Studio is Google’s free, flexible data visualization tool that helps agencies turn performance metrics into client-friendly dashboards. It connects directly with most Google platforms and allows for real-time, interactive reports. 

For agencies running paid ads, SEO, or content campaigns — this is often the go-to default.

Key features:

• Live data connections with Google Ads, Analytics, YouTube, Search Console, BigQuery
• Custom dashboards with branded visuals, charts, and tables
• Filters, drop-downs, and date range selectors for viewer interactivity
• Shareable links with view/edit controls
• Template gallery and data blending for cross-channel reporting
• Connects to non-Google platforms via third-party connectors (e.g., Supermetrics)

Pros:

• Completely free with generous capabilities
• Customizable and brandable — build client-specific dashboards
• Real-time updates mean less time spent pulling monthly reports
• Supports large datasets and allows data blending across sources
• Easy to share via live links or PDFs
• Deep integration with the Google ecosystem

Cons:

• Steeper learning curve for non-technical users
• Lacks advanced visual design and layout flexibility
• Performance can lag with large blended datasets
• Connecting non-Google platforms often requires paid tools like Supermetrics
• No built-in alerts, scheduling, or mobile-friendly formatting

Pricing:

• 100% free to use
• Paid connectors (like Supermetrics, Funnel) range from $50–200/month+

Suitable for:

• Agencies managing Google Ads, SEO, content, and YouTube campaigns
• Teams looking for a free yet robust tool to share ongoing performance
• Founders or account managers who want live dashboards instead of monthly decks

Bottom line:

Looker Studio is one of the most cost-effective reporting solutions for agencies in the Google ecosystem. It’s flexible, powerful, and customizable — but it demands time to set up and some spreadsheet logic to make it shine. Use it if you want full control over your reporting without the monthly tool fee.

DashThis

‍

DashThis is a client reporting platform built for marketers who want to create beautiful, automated dashboards without touching code or complex spreadsheets. It’s much simpler than Looker Studio and is designed to get agency reports up and running fast, with pre-built widgets, integrations, and high-quality templates that save serious time.

Key features:

• 30+ native integrations (Google Ads, Facebook Ads, LinkedIn, GA4, Mailchimp, etc.)
• Pre-made dashboard templates for SEO, PPC, social media marketing, and email
• Custom widgets and KPIs to track what matters for each client
• Automated report delivery (weekly, monthly, etc.) via email or PDF
• White-labeling, custom branding, and agency client management features
• Drag-and-drop interface — no technical skills required

Pros:

• Built for agencies — client folders, team management, and quick report cloning
• Super easy to use — no setup headaches or manual formatting
• Saves time with automation and ready-made templates
• White-labeled reports make your agency look polished
• Responsive customer support and solid documentation

Cons:

• Less flexible than Looker Studio when it comes to customization
• Limited data manipulation — can’t blend or transform data extensively
• Can get expensive as you scale reports across multiple clients
• Less ideal for technical teams who want granular control over visualizations

Pricing:

• Starts at $45/month for 3 dashboards
• Scales with number of dashboards and users
• No free tier, but 15-day free trial available

Suitable for:

• Agencies offering digital marketing services across multiple platforms
• Teams looking to automate recurring client reports (especially PPC + social)
• Founders or account managers who want fast, good-looking reports without technical setup
• Agencies that want a white-labeled solution with minimal time investment

Bottom line:

DashThis is perfect for agencies that want simple, automated, and client-ready reports — without wrestling with templates or connectors. It’s not as customizable as Looker Studio, but it wins on speed, simplicity, and presentation. Use it when your team is stretched thin and needs reporting off their plate, fast.

Google Sheets

Google Sheets might not scream “reporting platform,” but for many agencies, it's the unsung hero behind custom dashboards, internal trackers, and quick client summaries. It’s flexible, collaborative, and universally accessible — making it a go-to for lean teams or those with unique reporting needs that off-the-shelf tools can’t handle.

Key features:

• Spreadsheet-based reporting with formulas, pivot tables, and charts
• Real-time collaboration, comments, and edit history
• Connects to data sources via Google Analytics, Google Ads, Looker Studio, Supermetrics, and APIs
• Conditional formatting and data validation for cleaner presentation
• Can be embedded in client dashboards or linked as live documents
• Supports add-ons like AppScript, Google Forms, and Zapier for automation

Pros:

• Fully customizable — build reports exactly how you want them
• Free to use with any Google Workspace account
• Great for internal reporting, ad hoc analysis, and experimental data models
• Real-time collaboration keeps teams aligned
• Supports basic to advanced reporting logic with no software fees
• Pairs well with Supermetrics for pulling live data directly into sheets

Cons:

• Manual setup unless paired with connectors (which are usually paid)
• Steeper learning curve for formulas, scripting, or visual polish
• Can become messy without consistent formatting or templates
• Lacks polish and branding for external client-facing reports unless customized
• Not ideal for teams with no spreadsheet literacy

Pricing:

• Free with Google account
• Supermetrics for Google Sheets starts at ~$39/month (for automated connectors)

Suitable for:

• Agencies that need custom, flexible reporting setups
• Teams comfortable with spreadsheets, formulas, and building from scratch
• Founders or analysts who want full control over how data is structured
• Agencies not ready for a paid dashboard tool, but still need clean reporting

Bottom line:

Google Sheets is as flexible as it gets — but with that flexibility comes responsibility. If your team knows how to work with formulas and structure, Sheets can serve as a lightweight, no-cost reporting engine. It’s perfect for early-stage agencies or teams who want to validate their reporting approach before investing in a dedicated tool.

LinkedIn Automation tools

HeyReach

HeyReach is a LinkedIn outreach automation platform built specifically for agencies, SDR teams, and B2B businesses focused on personalized, scalable LinkedIn campaigns. Unlike tools that try to do everything, HeyReach stays laser-focused on doing one thing really well: helping you run high-volume LinkedIn outreach without getting blocked or losing the human touch.

It enables multiple LinkedIn accounts to run simultaneously, rotates inboxes to stay compliant with LinkedIn’s daily limits, and gives you the control to scale outreach campaigns across clients or team members from a single dashboard.

What makes HeyReach especially powerful for agencies is its ability to manage multiple client campaigns under one roof. You don’t need separate logins or tools — just one workspace that handles it all.

Key features

• Multi-inbox rotation to bypass LinkedIn limits
• Campaign builder with reply-based triggers and delays
• Smart inbox to manage replies, tag leads, and track conversations
• Agency dashboard to manage multiple clients and senders
• Zapier/Make integrations to sync with CRMs like HubSpot and Pipedrive
• White-label options on higher tiers

Pros

• Built specifically for LinkedIn — no feature bloat
• Easy to set up and scale across multiple accounts
• Inbox rotation helps maintain compliance and avoid bans
• Ideal for agencies running multiple client campaigns
• Works well alongside tools like Clay, Instantly, and Pipedrive

Cons

• Focused only on LinkedIn— no email outreach
• Limited native integrations (depends on Zapier/Make for workflows)
• Basic reporting compared to larger sales platforms
• Still a younger tool— less ecosystem maturity

Pricing

• Starter: $79/month per LinkedIn sender (discounted to $59 for 10+ accounts)
• Agency: $999/month for up to 50 accounts
• Unlimited: $1,999/month with 500+ senders and full white-labeling
• 14-day free trial available (no credit card required)

Suitable for

• Agencies managing outbound campaigns for clients
• SDR teams running multi-inbox LinkedIn outreach
• Founders and marketers using LinkedIn for lead gen and partnerships
• Creators turning inbound engagement into conversations

Bottom line

HeyReach is purpose-built for LinkedIn outreach— and that focus pays off. It’s ideal for agencies and SDRs who want to scale without compromising personalization or deliverability. If your workflow includes tools like Clay or Instantly and you’re ready to scale LinkedIn DMs, HeyReach fits right in.

For more options check 35 Best LinkedIn Automation Tools or HeyReach vs competitors
(in-depth, not-too-biased reviews 😅)

Workflow automation

Make

Make is a visual automation platform that allows you to connect your apps and automate complex, multi-step workflows — without writing code. It’s like Zapier’s smarter, more customizable cousin. For agencies managing repetitive tasks across tools like Notion, Airtable, Google Sheets, CRMs, ad platforms, and Slack, Make can save hours of manual work every week.

Key features:

• Drag-and-drop interface to build scenarios (automated workflows)
• Built-in routers, filters, iterators, and logic controls
• Supports advanced use cases like API calls, webhooks, and data parsing
• 1,500+ app integrations (Notion, ClickUp, Pipedrive, HubSpot, Google Suite, etc.)
• Real-time monitoring and error logging
• Supports complex data structures and conditional workflows

Pros:

• Incredibly powerful and flexible — can automate almost anything
• Better suited than Zapier for workflows with branches, loops, or large datasets
• Intuitive interface (once you learn the basics)
• Affordable compared to enterprise automation tools
• Excellent documentation and active user community
• Saves time across client onboarding, reporting, lead routing, internal operations

Cons:

• Steep learning curve, especially for non-technical users
• UI can feel overwhelming when building large workflows
• Fewer native templates and hand-holding compared to Zapier
• Some less popular apps require custom API connections
• Occasional glitches in visual builder with very complex setups

Pricing:

• Free plan with 1,000 operations/month
• Core plan: ~$9/month
• Advanced plans scale based on operations and team size

Suitable for:

• Agencies automating multi-step workflows (e.g., send auto DMs, update CRM, move data to Sheets)
• Teams working across tools like Notion, Airtable, Webflow, and ClickUp
• Founders or ops managers looking to replace manual work with smart systems
• Agencies building internal dashboards, lead workflows, or cross-platform data syncs

Bottom line:

Make can be you best ally if your agency needs complex automation across multiple tools. It handles everything from client onboarding workflows to reporting pipelines with ease — but you’ll need to invest time learning how to use it well. If you’ve outgrown Zapier or need more logic-heavy automation, Make is the platform to scale with.

Zapier

Zapier is the most popular no-code automation tool that helps agencies connect apps and move data between them with simple, trigger-based workflows called “Zaps.” It’s known for its ease of use and vast integration library, making it a great starting point for automating repetitive tasks like form submissions, lead tracking, or Slack notifications.

Key features:

• 7,000+ app integrations (including CRMs, PM tools, email, forms, and spreadsheets)
• Trigger-action automation builder (e.g., “When X happens, do Y”)
• Multi-step Zaps with conditions, filters, and delays
• Pre-built Zap templates for common use cases
• Task history and error tracking
• Webhooks and email parsers for custom setups

Pros:

• Super easy to get started — ideal for beginners or non-tech teams
• Massive integration library with both major and niche tools
• Minimal setup time — most Zaps can be built in minutes
• Great for quick wins: lead routing, email alerts, auto-updates
• Pre-built templates make automation accessible even without technical know-how

Cons:

• Limited complexity — struggles with multi-branch logic or data-heavy scenarios
• Pricing can scale fast as tasks and Zaps increase
• No visual flow builder (compared to Make’s scenario view)
• Limited ability to manipulate or transform data mid-flow
• Advanced features like paths, loops, and webhooks are locked behind higher-tier plans

Pricing:

• Free plan: 100 tasks/month
• Starter: $19.99/month
• Professional: $49/month
• Scales up with task volume and access to advanced features

Suitable for:

• Agencies just starting to automate — especially for lead capture, Slack alerts, CRM updates
• Teams that need simple, reliable task-based workflows
• Founders or solo marketers who want to remove low-effort manual steps quickly
• Agencies with limited dev resources or tech support

Bottom line:

Zapier is the easiest way to introduce automation into your agency — and for most teams, it’s the best first step. It’s perfect for quick, linear workflows and connects nearly every platform you already use. But if your automations grow more complex (branches, logic, data mapping), you may hit limits. Use Zapier to clean up simple tasks — then graduate to Make when you need deeper control.

n8n

n8n (pronounced "n-eight-n") is an open-source workflow automation tool built for teams that need power, flexibility, and full control. Unlike Zapier or Make, which are closed platforms with predefined integrations, n8n gives you the ability to create custom workflows, host your own instance, and connect to any API — no matter how niche.

For agencies dealing with unique data flows, client-specific processes, or privacy-sensitive projects, n8n offers a developer-friendly alternative that can grow with your complexity. While it has a steeper learning curve, it pays off with unmatched customization and ownership.

Key features

• 700+ prebuilt integrations for common apps
• Self-hosting for full control and data privacy
• Advanced logic handling with IF, loops, merge, wait, and error triggers
• Built-in HTTP request and webhook nodes for any custom API
• Visual flow builder with real-time testing
• Credentials manager to securely store API tokens
• Scales to millions of executions per month

Pros

• Fully open-source and self-hostable (or use their cloud version)
• Supports complex, multi-branch logic and advanced use cases
• Flexible enough to connect literally anything
• No vendor lock-in— own your infrastructure and data
• Ideal for agencies building repeatable, white-labeled workflows

Cons

• Steeper learning curve than Zapier or Make
• Requires technical knowledge to unlock full potential
• UI is functional but less polished than commercial competitors
• Self-hosting demands dev time and setup (unless using n8n Cloud)

Pricing

• Self-hosted: Free (open-source)
• Cloud Starter: $20/month for 5,000 executions
• Pro: $50–$200+/month depending on executions and features
• Custom pricing for large-scale use cases

Suitable for

• Agencies with in-house tech talent or dev support
• Teams managing complex workflows across clients or internal tools
• Operations or data teams building custom integrations or automations
• Privacy-conscious teams that need self-hosting or data residency

Bottom line

n8n is like the Linux of automation— flexible, powerful, and made for builders. If you're an agency with technical resources and want to create custom, scalable workflows beyond what Zapier or Make allow, n8n is a strong choice. Use it when out-of-the-box tools hit their limits, and you need something that can go as deep as your stack demands.

Client communication

Slack

Slack is a real-time messaging platform that’s become a staple for internal and client communication. For agencies juggling multiple projects, teams, and client accounts, it offers a faster, more organized alternative to endless email threads. From quick check-ins to structured campaign discussions, Slack keeps everything searchable, centralized, and moving forward.

Key features:

• Organized channels for different teams, clients, or projects
• Direct messages, group chats, and threads for contextual conversations
• File sharing, emojis, mentions, and quick polls
• Powerful search across messages, files, and conversations
• App integrations with tools like Google Drive, ClickUp, Notion, Loom, and Zoom
• Slack Connect to collaborate with external stakeholders in shared channels
• Mobile and desktop apps for real-time updates

Pros:

• Replaces internal emails with fast, informal communication
• Channels help structure conversations by topic, client, or function
• Integrates with almost every tool in your stack
• Slack Connect allows clients to join select channels, without losing control
• Excellent search functionality for finding past decisions, links, or files
• Boosts responsiveness and transparency across remote teams

Cons:

• Can become noisy and distracting without clear communication norms
• Conversations move quickly — important info can get buried
• Requires buy-in from the entire team (and clients, if invited in)
• Not ideal for asynchronous communication unless paired with tools like Loom
• Paid tiers are needed for access to full message history and advanced features

Pricing:

• Free plan with 90-day message history
• Pro: $7.25/user/month
• Business+: $12.50/user/month
• Enterprise Grid pricing is custom

Suitable for:

• Agencies managing multiple team members or departments
• Teams working across time zones or managing remote talent
• Founders who want faster collaboration without relying on email
• Agencies offering retainer work, where ongoing communication is essential

Bottom line:

Slack is a powerful communication tool when used intentionally. It helps agencies stay aligned, react quickly, and reduce inbox clutter — but without structure, it can easily become chaotic. Use it for speed, transparency, and collaboration, but pair it with proper channel hygiene and async tools for maximum efficiency.

Pumble

Pumble is a real-time team communication tool built for focused, organized collaboration — especially for teams that want Slack-like features without Slack-level pricing. While it offers familiar chat functionality, Pumble emphasizes affordability, simplicity, and unlimited history — making it a compelling option for agencies looking to streamline communication without breaking the bank.

Key features:

• Channels for team, client, or project discussions
• Direct messaging and group DMs
• Unlimited chat history, even on the free plan
• File sharing, mentions, threads, and reactions
• Voice and video calls (1:1 and group)
• Guest access for clients or contractors
• Web, desktop, and mobile apps for seamless access
• Integrations via Zapier (limited compared to Slack)

Pros:

• Clean, easy-to-use interface with minimal setup
• Unlimited message history on the free plan (Slack limits this)
• Flat pricing makes it cost-effective for growing teams
• Great for small to mid-sized agencies that want Slack’s core features
• Clients and guests can join discussions without friction

Cons:

• Fewer native integrations than Slack (limited third-party app support)
• No built-in workflow automation or bots
• Fewer power-user features like Slack Canvas, huddles, or deep customization
• Video calls have basic functionality — not ideal for large meetings
• Less mature ecosystem overall

Pricing:

• Free: Unlimited users, messages, and search
• Pro: $1.99/user/month (adds video calls, guests, permissions)
• Business: $3.99/user/month (adds SSO, usage reports, priority support)

Suitable for:

• Agencies that need a cost-effective, Slack-style chat system
• Teams that value clear communication over integrations and bots
• Founders who want full message history without paying premium rates
• Remote and hybrid teams with basic real-time collaboration needs

Bottom line:

Pumble is ideal for agencies that want streamlined communication without Slack’s complexity or cost. If your team just needs channels, DMs, and unlimited history— and can live without hundreds of app integrations— Pumble delivers a leaner, more affordable option. It’s best for growing teams who need structure and clarity in communication, not a full-on collaboration suite.

Loom

Loom is a screen and video recording tool that makes async communication fast, clear, and personal. Instead of long emails or Slack threads, you can record your screen with voice or webcam to explain a campaign, review deliverables, or walk clients through a report. It’s ideal for agencies that want to save meeting time and make communication more human.

Key features:

• One-click screen + webcam recording
• Instant video links for easy sharing
• Viewer analytics (who watched, how much they watched)
• Recording trimming, speed control, emoji reactions, and comments
• Chrome extension, desktop, and mobile apps
• Folders and permissions for organizing internal vs. client-facing content
• Integrations with Slack, Gmail, Notion, Asana, and others

Pros:

• Great for reducing meetings— especially for updates, feedback, or onboarding
• Helps clarify complex ideas better than long messages or static docs
• Personal touch improves client experience (especially in creative reviews)
• Easy to use— minimal setup or training required
• Instant sharing via links— no downloads, no login required to view
• Works well across time zones and remote teams

Cons:

• Not ideal for back-and-forth conversations — still needs pairing with Slack or email
• Limited branding/customization unless on a paid plan
• Recording longer videos (>10 mins) can feel clunky or hard to organize
• Free version has limited recording length and editing features
• May require client education if they’re not familiar with async video tools

Pricing:

• Free plan: 5-minute video limit
• Business: $12.50/user/month (unlimited recording, branding, analytics)
• Enterprise: Custom pricing

Suitable for:

• Agencies delivering creative work, walkthroughs, or reports
• Teams working async or across time zones
• Founders who want to maintain a personal, scalable touch with clients
• Internal communication (briefs, SOPs, onboarding, review feedback)

Bottom line:

Loom is a must-have if your agency values clear, async communication. It’s especially effective for client education, creative reviews, and internal updates, and helps reduce meeting fatigue without sacrificing clarity. Use Loom to bring context, tone, and clarity to your communication — and leave your calendar a little less crowded.

Email automation

Smartlead

Smartlead is a cold email automation tool built for scale. Designed to help agencies, SDR teams, and outbound marketers send high-volume, high-deliverability campaigns, it stands out with unlimited email account support, automatic warm-up, and smart inbox rotation. Unlike simpler tools that max out at one or two inboxes, Smartlead is built for agencies running dozens— even hundreds of campaigns simultaneously.

Its core strength lies in its ability to maintain strong deliverability while scaling outreach, making it a favorite among outbound-heavy teams who care about both volume and inbox health.

Key features

• Unlimited email account integration with auto-rotation
• Smart warm-up system to maintain deliverability
• AI-based sending logic to avoid spam triggers
• Unified inbox to manage replies from all accounts in one place
• Hyper-personalized email sequencing with custom variables
• Native CRM sync and webhook integrations
• Team collaboration and account-level access controls

Pros

• Built for scale— manage 100s of inboxes from one dashboard
• AI-powered sending helps avoid spam folders
• Unified inbox improves reply tracking across accounts
• Warm-up included— no need for separate tools
• Ideal for agencies running outreach across multiple clients
• Supports multi-step, multi-touch sequences with advanced logic

Cons

• Only supports email— no LinkedIn or multichannel
• UI can feel cluttered when managing large inbox volumes
• Reporting is basic compared to full-scale CRMs
• Learning curve for non-technical users, especially at scale

Pricing

• Starter: $39/month
• Popular Plan: $94/month
• Pro Plan: $94–$179/month depending on features
• All plans support unlimited sender accounts
• 14-day free trial available

Suitable for

• Agencies running cold email campaigns for multiple clients
• SDR teams that need scale + deliverability
• Founders using outbound to validate offers or book demos
• Ops teams managing large outreach volumes with minimal manual work

Bottom line

Smartlead is built for agencies and teams that go big on outbound. If you need to run high-volume cold email without getting flagged, its sender rotation, warm-up automation, and unified inbox give you a serious operational edge. It’s not multichannel, but for email-first outbound, Smartlead is one of the best tools on the market.

Instantly

Instantly is a cold email outreach platform built for speed, simplicity, and scale. Popular among solo founders, lean sales teams, and agencies, it focuses on high deliverability, unlimited sending accounts, and an intuitive UI that lets you launch outbound campaigns in minutes— not hours. Where Smartlead leans enterprise, Instantly is clean, fast, and beginner-friendly.

Its built-in warm-up, inbox rotation, and campaign manager make it ideal for teams that want results fast without needing to engineer complex workflows.

Key features

• Unlimited email sending accounts (even on lower-tier plans)
• Built-in warm-up tool to protect deliverability
• Inbox rotation to avoid hitting send limits
• Drag-and-drop campaign builder with multistep sequencing
• AI-powered Smart Writing assistant for email copy
• Unified inbox to track replies across accounts
• Native Zapier integration + webhook support for CRM sync

Pros

• Extremely fast setup — easy to go live in <1 hour
• Clean interface and intuitive campaign builder
• Includes warm-up and inbox rotation out of the box
• Scalable— run campaigns from multiple accounts without extra cost
• AI tools and templates for faster copywriting
• Affordable pricing with solid value at all tiers

Cons

• No LinkedIn or multichannel support
• Limited native integrations (mostly reliant on Zapier)
• Personalization options are solid but not as deep as tools like Clay
• Reporting is more operational than strategic
• Not ideal for enterprise-level teams that need complex workflows

Pricing

• Growth: $37/month (up to 3,000 emails/day, unlimited accounts)
• Hypergrowth: $97/month (up to 100,000 emails/day, enhanced features)
• Custom pricing available for larger teams
• Includes warm-up on all plans

Suitable for

• Solo founders, freelancers, and small agencies doing cold outreach
• SDR teams launching fast, high-volume campaigns
• Growth marketers validating messaging or markets
• Anyone looking to send a lot of cold emails— fast

Bottom line

Instantly lives up to its name — it’s one of the quickest ways to launch cold email at scale. Perfect for scrappy teams or early-stage agencies, it delivers high-volume capabilities without complexity. If you want speed, simplicity, and solid deliverability at a predictable cost, Instantly gets you there with minimal friction.

Conclusion: your stack = your edge

A stack doesn’t need to be the most expensive — it needs to be the most aligned with your business goals and stage of growth.

Whether you’re managing outreach, scaling content, or building client dashboards, your stack should support how you work, not slow you down.

• Choose a stack from the article above based on your services and budget, and start optimizing what matters.
• Want to customize your own? Grab the free Stack Builder Template (available in Notion + Airtable) and map out your agency’s ideal toolset in minutes.

The right stack isn't just a setup — it’s a strategic advantage. Use it well.