Top 7 Agency Management Systems & Softwares to Use in 2024

Are you tired of managing clients, contracts, invoicing, and projects across multiple tools? The constant switching between platforms can create unnecessary headaches and slow down your productivity. 

That’s where an all-in-one agency management system comes in, helping you streamline operations and avoid the chaos of scattered processes. With everything in one place, you’ll find it easier to manage your clients, keep tasks on track, and stay on top of your finances. 

In this article, we’ll dive into the top seven agency management systems designed to simplify your workflow and help you focus on what really matters.

Quick List of The Best Agency Management System

1. Agency Handy: Best for managing services, client onboarding, and team communication.
2. AgencyBloc: Ideal for insurance agencies needing CRM and automated policy management.
3. Productive: Great for agencies seeking an all-in-one project and financial management tool.
4. Vertafore AMS360: Perfect for agencies requiring real-time accounting and policy insights.
5. Agency Systems: Good for simplifying document management, accounting, and client communication.
6. Applied Systems: Ideal for agencies centralizing CRM, automation, and analytics.
7. Kantata: Great for optimizing resource allocation, financial control, and project delivery.

What is an Agency Management System?

An agency management system (AMS) is software designed to centralize agency operations. It handles client data and automated workflows and tracks policies, reducing errors and boosting efficiency. 

Unlike basic CRM tools, AMS streamlines daily tasks and provides valuable insights for managing client relationships, commissions, and data. By consolidating everything into one platform, it will improve your productivity and ensure accurate data management.

What are The Advantages of Using an Agency Management System?

The benefits of an agency management system are numerous and transformative for any agency. Here’s why these systems are essential:

Workflow Automation

Automating workflows reduces human errors by efficiently managing data. Agency management systems organize information, ensuring accuracy and reliability in daily operations.

Simplified Data Analysis

Agency management systems simplify data analysis, making it actionable for agents. This clarity helps agents make quick decisions, improving service and client satisfaction.

Client Communication Enhancement

Agency management systems streamline communication across the agency with integrated tools. Agents collaborate seamlessly, ensuring consistent service and better client relationships.

Vendor Relationship Management

Agency management systems streamline vendor relationships by providing quick access to essential resources. Insurance agencies, for example, can efficiently connect with repair shops or suppliers, improving client service and saving time.

Comprehensive Reporting

Agency management systems include reporting tools that offer insights into key agency metrics. These reports track sales growth and employee productivity, enabling data-driven decisions. This improves management and supports business growth.

Automated Billing and Claims Management

It simplifies invoicing and claims tracking by automating tasks and integrating policy information. This reduces manual entry and speeds up claims processing, making operations more efficient.

Quick Comparison Table Between The Top Agency Management Systems

Whether you’re looking for seamless client management, proposals, invoicing, or task management, these platforms have you covered. They offer the essential tools needed to streamline your operations and drive success.

Best Agency Management System to Manage Your Business

We’ve selected the best agency management systems based on a few key features. These include service catalog, client management, invoicing, and task management. Let’s look into them:   

1. Agency Handy: Best for Digital Agency Order Management & Client Communication

Agency Handy is an ideal agency management software designed to streamline essential tasks like client onboarding and order management. It covers the full client journey—from the first interaction to the final payment—making your workflow smooth and organized.

With Agency Handy, you have the freedom to customize the platform to match your brand. You can add your logo, adjust the colors, create personalized email templates, and even set up a custom domain. 

Where Agency Handy really stands out is in client onboarding. You can create detailed intake forms with custom fields, gathering all the necessary information upfront. This helps you decide early on whether moving forward with a client is the right fit.

Once your clients are onboarded, managing tasks becomes simple. You can break down orders, assign tasks to your team, and track progress easily. This structured approach keeps everything on track and prevents anything from being overlooked.

Billing and invoicing are just as easy. Agency Handy generates automated invoices when orders are placed, reducing time and ensuring accuracy. You can tailor each invoice to fit the specific project, whether it’s a branding package or a marketing service.

And compared to Productive.io, which is strong in resource planning, Agency Handy offers a more client-focused experience. With features like client profiles, automated invoicing, and customizable workspaces, it’s ideal for agencies that put client satisfaction and streamlined operations first.

Features of Agency Handy

Here are the features that make Agency Handy an exceptional choice for agency management:

Service Catalog and Customization

With Agency Handy’s service catalog, you can now offer group pricing or individual service pricing. You also have control over displaying pricing details—show all, list individually, or hide them entirely. Plus, you can embed the catalog directly on your website for easy client access.

Client Onboarding and Management

Agency Handy lets you fully customize your client onboarding process. You can add custom fields, upload options, and questionnaires to intake forms, capturing all the details you need from the start. 

All client information—such as contact details and service history—is stored in one place, making management simple. You can also track communication history, profile updates, and services easily.

Order and Task Management

Managing orders is straightforward with Agency Handy’s intuitive tools. You can visualize workflows using Kanban boards, giving you a clear overview of ongoing tasks. Whether it’s coordinating a marketing campaign or tracking service delivery, you’ll always know the status of each task.

Client and Team Collaboration and Communication

With Agency Handy, collaboration goes beyond just shared task lists. You can streamline your team’s work with built-in client approval workflows, allowing clients to review and approve tasks directly within the platform. 

The integrated messaging feature ensures that all communication happens in one place, with clients and team members able to exchange messages in real time. 

This helps maintain clarity, track feedback, and ensure that tasks are completed efficiently without missing any details.

Billing and Invoicing

Financial management is pretty easy with Agency Handy’s billing and invoicing features. Generate one-time or recurring invoices and offer flexible payment options via Stripe or PayPal. You can also customize invoices with your logo and colors, and set reminders for payments. Additionally, you can adjust billing cycles and offer partial or full payment options to clients.

Customization and Branding

With Agency Handy, you can customize your platform to reflect your agency’s style at every stage. Personalize your workspace with your logo, colors, and layout, even customizing the client sign-in portal. Intake forms, emails, and invoices can all be tailored to match your brand, ensuring a consistent client experience.

Secure Access and Data Management

Agency Handy provides role-based access controls, allowing you to assign different levels of access to team members. You can designate roles like Super Admin, Admin, or Assignee, each with different levels of access. Super Admins can manage all settings, Admins handle client data and invoicing, while Assignees can only view and complete assigned tasks. 

Reporting and Analytics

Agency Handy’s comprehensive dashboard gives you insights into client numbers, order statuses, and financial summaries. Detailed reporting helps you track invoicing, monitor client interactions, and measure your business performance, keeping you informed and in control.

Best Use Case for Using Agency Handy

Here are some of the best use cases of Agency Handy:

Digital Agencies

Agency Handy is ideal for digital agencies that need seamless client onboarding and task management. With features like custom intake forms and real-time collaboration, it simplifies managing multiple campaigns and ensures timely project delivery.

Creative Agencies

For creative agencies that emphasize branding, Agency Handy offers extensive customization options. From personalized client portals to branded invoices, every interaction can be tailored to reflect your agency’s identity.

Advertising Agencies

Efficient workflows are essential in advertising agencies, and Agency Handy’s integrated communication tools excel in this area. Teams can collaborate in real-time and manage client approvals with ease, ensuring campaigns run smoothly.

Content Agencies

Managing content workflows is simplified with Agency Handy’s approval processes. These features streamline the creation and review of content, making it easier for teams to stay aligned and efficient.

Development Agencies

Development agencies need clear communication and streamlined task tracking to manage complex projects. With Agency Handy, teams can manage client feedback, track progress, and automate key tasks, ensuring smooth development cycles from start to finish.

SEO Agencies

Detailed reporting and tracking tools make Agency Handy perfect for SEO agencies. You can keep track of client data, monitor task progress, and generate reports, ensuring results are delivered consistently.

Video Editing Agencies

Video editing agencies can use Agency Handy’s client approval workflows and task management to streamline the production process. The ability to automate invoicing and manage client interactions makes it a valuable tool for handling high-volume projects.

Insurance Agencies

For insurance agencies, Agency Handy simplifies managing policies and client communication. With customizable intake forms and automated workflows, it’s an ideal insurance agency management system for small agencies looking to improve efficiency.

Pros of Using Agency Handy

• Kanban boards provide a clear view of task progress.
• The platform is intuitive, making navigation simple for everyone.
• A responsive support team quickly addresses any issues.
• Customizable options allow agencies to tailor the platform effectively.
• Agency Handy offers competitive pricing, suitable for all agency sizes.
• Enhance client interactions with a smooth, professional portal experience.

Note: 14-day Free Trial

Agency Handy Pricing

Agency Handy provides three pricing options, available with either monthly or annual payment plans.

Pricing Tiers	Monthly Billing	Yearly Billing	Storage	Users	Features
Solopreneur	$69/month	$49/month	1 TB	3	Unlimited Clients Unlimited Orders Custom Branding Task Management Invoicing Documentation Notes Communication Tools Client Approval Workflows
Teams	$149/month	$99/month	5 TB	10
Pro	$199/month	$149/month	20 TB	30

What Users Say About Agency Handy

Rating on G2: 5 out of 5

“Handy is a fantastic client portal tool for agencies due to its user-friendly interface, making it easy for clients to access and navigate through the platform.” – Andrew J.

Rating on Product Hunt: 5 out of 5

“A great tool for agency management. Agency Handy solves all my management problems easily. A hassle-free tool you should add to your list.”- Shamima Nasrin

Rating on Trustpilot: 3.8 out of 5

“I am extremely satisfied with Agency Handy. It has streamlined our client management process and has become an essential tool for our business operations.

Customer Management: Adding customers is incredibly straightforward, allowing us to maintain a well-organized database with ease.

Proposal Generation: The feature to send proposals is efficient and professional, saving us time and enhancing our client communication.

Invoicing System: Generating invoices is a breeze with Agency Handy. The system is reliable and helps us get paid faster.

Task Management: The Kanban-style task management has revolutionized how we handle our workload, providing clarity and boosting productivity.” – Vikas Patil

Why Should You Choose Agency Handy for an Agency Management System?

Agency Handy addresses common challenges faced by agencies, with features designed to streamline processes and boost efficiency. Here’s how it meets essential agency needs:

2. AgencyBloc: Ideal for Insurance Agency Compliance & Client Retention

AgencyBloc is a comprehensive insurance agency management system tailored specifically for the health, life, and senior insurance markets. It offers a powerful suite of tools to streamline your operations, from managing client relationships to automating commissions. 

With its insurance-specific CRM, you can easily track policies, renewals, and client interactions—all in one place. The integrated commission processing ensures accuracy, saving you time and reducing errors. 

Plus, the platform’s built-in workflow automation helps you stay on top of your daily tasks, making it easier to grow your book of business. AgencyBloc isn’t just a tool; it’s a solution designed to improve your agency’s efficiency and boost client satisfaction.

Features of AgencyBloc

Here are some of the standout features of why AgencyBloc is made specifically for insurance agencies:

• Insurance-Specific CRM: Manage client and policy information effortlessly. Customize workflows for smooth operations from start to finish.

• Automated Workflow Management: Automate reminders for renewals and critical tasks. Prevent missed deadlines and boost efficiency.
• Comprehensive Policy Management: Track and manage policies easily to stay compliant. Keep client information up to date for better relationships.
• Commission Processing: Automate commission calculations to avoid errors. Detailed tracking ensures every payout is accurate.
• Data Security and Compliance: HIPAA-compliant data management safeguards sensitive information. Industry-standard security ensures protection.
• Advanced Reporting and Analytics: Generate real-time reports for valuable insights. Use analytics to make informed decisions.

• Integrated Communication Tools: Engage clients through built-in VoIP and email marketing. Keep interactions organized in one platform.

Pros of Using AgencyBloc

• Tailored for health insurance agencies with specialized tools.
• Excellent customer service for quick issue resolution.
• Comprehensive reporting features for detailed insights.
• Streamlined commission tracking simplifies financial management.
• Customizable workflows to fit specific agency needs.

Cons of Using AgencyBloc

• Limited integration options with CRM and accounting software.
• Complex multi-step processes for commission tracking and reporting.

AgencyBloc Pricing

Here are the three-tiered pricing of AgencyBloc that covers all your needs: 

1. AMS+ (Agency Management System) — Custom pricing. Scalable and tailored to independent insurance agencies, GAs, IMO/FMOs, and call centers. Offers customer and policy management, automated workflows, and integrated VoIP. 
2. Commissions+ — Custom pricing based on transaction volume. Streamlines commission processing with customizable rate tables, bonus tracking, and missed commission identification. 
3. Quote+ — Custom pricing based on the number of groups quoted. Designed for brokers to compare group health insurance offerings, generate benefit proposals, and manage HIPAA-compliant enrollment forms.

Free trial: Information available upon request.

What Users Say About AgencyBloc

Rating on Capterra: 4.8 out of 5

““Works for me, I need user friendly”

Overall: I was able to use it immediately and the best part was that I had help from AgencyBloc to download my clientele.

Pros: How easily it was set up and the training that came with it

Cons: There are a few things I would like it to do for instance if I am working on a case I would like the projected due date to remind me in an email to me. I would also like an account to show the whole family, not each individual”- Jara C. 

3. Productive.io: Known For Project, Resource, and Financial Management

Productive.io transforms the way agencies manage their day-to-day operations. Imagine having everything you need—from sales pipelines to resource allocation and financial tracking—all in one place. That’s what Productive.io offers. 

It’s designed to streamline your workflow, making task management, time tracking, and budget oversight effortless. Whether you’re juggling multiple projects or keeping tabs on your team’s productivity, this platform has you covered. 

With built-in CRM, invoicing, and real-time collaboration tools, it ensures every aspect of your agency is connected and running smoothly. Productive.io isn’t just about managing tasks; it’s about empowering your agency to operate at its best, every step of the way.

Further Read: Productive.io Alternative

Features of Productive.io

Let’s look into the features of productive.io: 

• Advanced Project Management: Offers Kanban, list, and timeline views for task management. Customize project views to match your team’s workflow.

• Client Collaboration: Provide clients with access to feedback and updates. Strengthen relationships by keeping them aligned with project goals.
• Resource Planning and Allocation: Visual tools help manage workloads and forecast capacity. Optimize resource usage for better project efficiency.
• Integrated Time Tracking: Track billable hours directly within tasks. Automate time tracking for accurate invoicing and fewer manual errors.
• Detailed Financial Management: Supports fixed-price, hourly, and retainer pricing models. Real-time budget tracking keeps your finances in check.
• Customizable Sales Pipelines: Tailor sales pipelines to manage leads and opportunities. Forecast revenue and track deals to meet sales goals.
• Comprehensive Reporting and Analytics: Over 50 pre-built reports for performance and profitability. Real-time data drives informed decision-making.

• Seamless Integrations: Integrates with Slack, QuickBooks, and Google Calendar. Connect essential tools for a streamlined workflow.

Pros of Using Productive.io

• Excellent for tracking profitability on every client engagement.
• Responsive customer support that quickly addresses user concerns.
• Comprehensive feature set, including invoicing and sales funnel management.
• Intuitive interface, making it easy to navigate and use.
• Regular updates based on user feedback to improve functionality.

Cons of Using Productive.io

• Limited customization options for task management features.
• Basic CRM features may not suit advanced needs.

Productive.io Pricing

Productive.io pricing has four plan solutions:

1. Essential — $9 per user/month, billed annually:
   Includes basic features like project management, time tracking, and task management. Suitable for small teams or agencies.
2. Professional — $24 per user/month, billed annually:
   Offers advanced capabilities such as budgeting, resource planning, and custom reporting. Perfect for growing agencies seeking more robust tools.
3. Ultimate — Custom pricing:
   Designed for larger agencies, providing full-scale management solutions with advanced security and enterprise-level features.
4. Enterprise (50+ users) — Custom pricing:
   Tailored for large organizations with extensive needs, offering dedicated support and custom integrations.

Free trial: Yes, available for 14 days.

What Users Say About Productive.io

Rating on Capterra: 4.6 out of 5

“”A good but expensive option”

Overall: It’s good but certain aspects could be improved.

Pros: I like the split of booked and billed hours, as well as the ease of invoicing

Cons: It’s very expensive compared to similar products. The mobile app is clunky.”- Jaka M. 

4. Vertafore AMS 360: For Insurance Agency Accounting & Client Management

Vertafore AMS 360 is designed to empower insurance agencies with a 360-degree view of client information and real-time accounting. It simplifies the complexity of managing policies, renewals, and carrier communications, making it an essential tool for agencies aiming to stay efficient. 

With its intuitive interface and powerful integrations, this system keeps your operations running smoothly, ensuring no detail is overlooked. Whether you’re focused on enhancing productivity or minimizing errors, Vertafore AMS 360 offers the structure and reliability you need to excel. 

For agencies that demand precision and control, this platform is crafted to meet your highest standards.

Features of Vertafore AMS 360

Vertafore AMS 360 is an agency management system tailored for insurance agencies. Here are some of its key features:

• Comprehensive Client Management: Provides a 360-degree view of client data, including policies and claims. Quick access ensures personalized, efficient service.

• Insurance-Specific Accounting: Real-time accounting with commission tracking and direct bill reconciliation. Tailored for maintaining accurate insurance finances.
• Document Management: DOC360 helps store and manage client documents easily. Automated workflows ensure timely distribution and file tracking.
• Policy Management: Automatic renewal alerts and policy comparison tools simplify portfolio management. Import/export large schedules with ease.
• Carrier Communications: Integrates with carrier systems for seamless downloads. Improves communication efficiency between agencies and carriers.
• Sales and Marketing Tools: Automate campaigns and manage leads for new business. Includes proposal builders for commercial insurance.
• Risk Management: Activity tracking and certificate management help reduce E&O risks. Ensures compliance and liability protection.
• Mobile Access: Access client data and policies on the go with AMS360 Mobile. Stay productive and connected anywhere.

Pros of Using Vertafore AMS 360

• Efficient transaction processing for quick and easy operations.
• Integrated DocuSign simplifies sending documents directly from AMS360.
• A central hub for client profiles and policy management.
• Real-time activity tracking keeps all users informed instantly.
• Supports multiple insurance products, making it versatile for agencies.

Cons of Using Vertafore AMS 360

• Report generation is not intuitive, causing confusion.
• Too many clicks are required for routine tasks and processes.

Vertafore AMS 360 Pricing

To get the pricing for Vertafore AMS 360, you’ll need to contact Vertafore directly. 

What Users Say About Vertafore AMS 360

Rating on Capterra: 3.5 out of 5

“”Great product”

Overall: Overall, the platform is the perfect way to standardize manuals and make information easy to find, read, and manage.

Pros: I’ve used Vertafore software as a platform for company manuals at several different companies. The most helpful features are the saved links that can be renamed and organized, as well as the quick links offered on the home page.

Cons: Just because of the volume of data being searched, sometimes I have trouble with the search function if I am starting from scratch. I can usually find what I need eventually, but it sometimes takes longer than I like.”- Sue K.

5. Agency Systems: Perfect for Document Management & Complex Commercial Accounts

Agency Systems is tailored specifically for agencies needing comprehensive management tools. It streamlines operations with features like automated client onboarding, secure document management, and efficient policy tracking.

With its cloud-based infrastructure, you get the flexibility to work from anywhere while ensuring your data is secure and accessible. The integrated accounting features keep your finances in check. Customizable workflows and marketing automation help you stay ahead in a competitive market.

Whether you’re managing complex commercial accounts or handling day-to-day operations, Agency Systems provides the structure your agency needs. It offers the support necessary for your agency to thrive.

Features of Agency Systems

Agency Systems is a great platform, and here are the key features that make it so:

• Comprehensive Document Management: Easily attach documents with drag-and-drop and keyword search. Ensures secure, quick access to critical files.
• Download Manager: Supports 1,000+ carriers for automated policy downloads. Manages policy changes, premium increases, and cancellations efficiently.
• Integrated Accounting: Real-time accounting with trust accounting and general ledger capabilities. Simplifies tracking commissions and generating financial reports.
• Custom Workflows: Tailor standardized workflows to fit agency needs. Streamlines complex processes and reduces manual tasks.
• Producers Portal: Web-based portal provides access to clients, policies, and claims. Enhances agent productivity and responsiveness on the go.
• Client Mobile App: Clients can access policies, message agents, and create certificates. Offers convenient, on-demand engagement and service.
• Marketing Automation: Includes email drip campaigns and mass email scheduling. Automates client communication and supports agency growth.
• Secure Communication: The integrated message center allows secure messaging with clients. All communication is stored and easily retrievable for reference.

Pros of Using Agency Systems

• Efficient document management with drag-and-drop attachment functionality.
• Cloud-based hosting on AWS ensures reliability and security.
• Integrated marketing automation supports email drip campaigns effectively.
• Real-time accounting provides accurate financial tracking and reporting.
• Custom workflows for managing complex commercial insurance accounts.

Cons of Using Agency Systems

• Limited customization in certain workflows and processes.
• Some features may not align perfectly with specific business needs.

Agency Systems Pricing

AgencySystems offers quote-based pricing. You will need to contact them directly. 

What Users Say About Agency Systems

Rating on G2: 3.6 out of 5

“First Time User”

What do you like best about Newton by Agency Systems?

First time using Newton for a Pharmaceutical Client, reviewing GDP documents. So far the search functionality is giving me exactly what I needed, although the numerous document ID fields take a while to navigate. 

What do you dislike about Newton by Agency Systems?

It would help if there was a way to mass-save all relevant documents.”-Keith G.

6. Applied System: Great for Automation & Digital Transformation in Insurance

Applied Systems delivers a comprehensive suite tailored for insurance agencies, brokerages, and insurers, making it a powerhouse in the industry, with tools like Applied Epic for agency management and Applied CSR24 for customer self-service.

The platform offers everything you need to streamline operations and enhance client relationships. Its features—ranging from policy management to integrated digital payments—ensure that you can manage your agency efficiently from anywhere. 

What sets Applied Systems apart is its seamless integration with third-party applications and its focus on automation, helping you reduce manual tasks and increase productivity. Whether you’re focused on sales or customer service, Applied Systems provides the tools to keep your agency at the top of its game.

Features of Applied System

Here are the features of the Applied System:

• Comprehensive Agency Management: Applied Epic centralizes policy, client, and document management. Integrates accounting and financial tools for seamless agency operations.
• Client Self-Service Portal: Applied CSR24 gives clients 24/7 access to documents and payments. Enhances engagement through self-service claims and policy management.
• Advanced Data Analytics: Applied Analytics offers data visualization for tracking performance. Monitors productivity, retention, and sales for better decision-making.
• Digital Payment Processing: Applied Pay supports ACH and credit card payments. Automates reconciliation and ensures compliance with PCI and NACHA standards.
• Marketing Automation: Applied Marketing Automation delivers targeted campaigns with content libraries. Integrates with Epic for efficient communication and campaign management.
• Quoting and Submissions: Epic Quotes automates multi-carrier quoting and data validation. Reduces manual data entry with direct integration into Applied Epic.
• Application and Submission Management: Indio provides a digital platform for insurance applications. Offers smart forms, eSignatures, and collaboration for faster processing.
• Mobile Access: Applied Mobile allows agents to manage client info and claims. Keeps agents productive with on-the-go access to key tools and data.

Pros of Using Applied System

• The comprehensive suite integrates policy, client, and document management seamlessly.
• Strong CRM features enhance lead management and sales automation.
• Cloud-based solutions offer flexibility and easy remote access.
• Extensive reporting tools provide detailed insights and analytics.
• Integration with Salesforce supports robust sales and marketing processes.

Cons of Using Applied System

• Limited customization options for specific business workflows.
• Inconsistent integration performance with certain third-party systems.

Applied System Pricing

To obtain pricing information for Applied Systems, you need to contact their sales team directly. Applied Systems offers customized pricing based on your organization’s specific needs.

What Users Say About Applied System

Unable to find reviews on popular review platforms.

7. Kantata: Best for Resource Management & Financial Control

Kantata is a versatile agency management solution designed to bring clarity and control to your operations. It’s known for its strong resource management features, helping you assign tasks and manage finances with ease.

With real-time visibility into project and financial data, Kantata ensures you make smart, informed decisions. You’ll always know where your agency stands. The platform also offers customizable dashboards and integrates seamlessly with other tools, making it easy to fit into your existing workflow.

Whether you’re managing your internal team or working with external partners, Kantata provides the flexibility and insights needed to keep your agency on the path to success.

Features of Kantata

Here are some of Kantata’s standout features:

• Comprehensive Resource Management: Kantata excels in resource forecasting, allocation, and scheduling. The platform also includes a skills inventory, ensuring that the right resources are matched with the right tasks, enhancing project efficiency.

• Advanced Financial Management: Kantata provides robust tools for project accounting, invoicing, and revenue forecasting. These features ensure accurate financial tracking, helping your organization maintain profitability and manage cash flow effectively.
• Flexible Project Management: The platform offers detailed project estimation and health monitoring tools. Additionally, its time and expense management features keep projects on track and within budget, ensuring smooth project execution.
• Enhanced Team Collaboration: Kantata supports contextual collaboration, allowing for task assignments and role-based permissions. This ensures that teams can collaborate efficiently while maintaining strict data security protocols.
• Powerful Business Intelligence: With over 60 service-centric reports, Kantata provides real-time insights into critical metrics like revenue, margins, and resource capacity. 
• Seamless Integrations: Kantata integrates effortlessly with popular CRM, financial, and HR systems. The platform also offers API access and workflow customization, allowing you to tailor integrations to fit your specific business needs.
  

• Security: Kantata prioritizes data protection through role-based access controls. This ensures that sensitive business information remains secure, giving you peace of mind when managing your operations.

Pros of Using Kantata

• Seamless integration with popular tools enhances overall productivity.
• Reporting functionality helps forecast team availability effectively.
• High level of customization for data visualization and reporting.
• Strong support system with responsive customer service and training.
• Comprehensive project management covers the entire professional services lifecycle.

Cons of Using Kantata

• Limited automation features despite being a professional services tool.
• User interfaces can be clunky, requiring significant learning time.

Kantata Pricing

Kantata provides pricing options customized to fit your organization’s unique requirements. You’ll need to share information about your company size and industry through their website.

What Users Say About Kantata

Rating on Capterra: 4.2 out of 5

“ “Kantata”

Overall: My overall experience has been pleasant using Kantata. I continue to use their product today.

Pros: The features I like and use the most on Kantana are the project planning features. It is reliable and well put together.

Cons: I don’t think there is anything about Kantana that I don’t like. It is put together well and reliable.” – Brandi A. 

How is the Agency Management System Any Different From a CRM?

There’s a fine line between agency management systems and CRM software. The table below highlights the key differences to help you understand better:

Feature	Agency Management System (AMS)	Customer Relationship Management (CRM)
Target Audience	Designed specifically for managing entire agencies	Used by businesses across various industries and sizes
Scope of Functions	Manages comprehensive agency operations beyond client relations	Focuses primarily on client relationships and sales management
Customization	Tailored to agency-specific needs and workflows	Requires significant customization for industry-specific use
Automation	Automates complex workflows, projects, and task management	Automates basic sales processes and customer interactions
Data Management	Centralizes all agency-specific data like projects and tasks	Manages general client data, notes, and communications
Reporting and Analysis	Provides detailed reports on projects, budgets, and performance	Focuses on sales performance and client interaction metrics
Industry-Specific Tools	Includes tools for project management and resource planning	Lacks industry-specific tools, often needs additional integrations
Overall Purpose	Comprehensive management of all aspects of an agency	Primarily supports sales and client relationship management

How to Choose the Right Agency Management System

You may want to consider a few criteria before choosing the right agency management system. Let’s check them out:

Identify Your Pain Points and Goals

Start by evaluating your agency’s current challenges and goals. Understanding these will guide you in selecting the right agency management system. Focus on areas where you need the most improvement.

Determine Your Needs and Wants

List the essential features your agency requires in an agency management system. Separate your must-haves from the nice-to-haves. This clarity will help you narrow down your options effectively.

Research Potential Vendors

Investigate different agency management system providers and their offerings. Look for platforms that align with your identified needs. Reading reviews and requesting demos can provide deeper insights.

Assess Costs and Budget

Consider the pricing structure and what’s included in the agency management system. Look for hidden costs like migration or training fees. Ensure the system fits within your budget while offering necessary features.

Plan for Implementation and Support

Understand the implementation process and the level of support provided. A smooth implementation is crucial for a successful transition. Ongoing support ensures long-term success with the agency management system.

These steps will guide you in choosing the right agency management system that meets your needs and supports your agency’s growth.

How to Implement an Agency Management System in Your Agency

Now that you know the best agency management systems, how they differ from CRMs, and how to choose the right one, let’s explore how to implement it in your agency.

Set Clear Implementation Goals

Start by defining specific goals for your agency management system implementation. Identify your top priorities, like improving client management or streamlining operations. Clear goals will guide the process and ensure successful adoption.

Assemble Your Implementation Team

Choose the right people for your agency management system implementation team. Ensure they represent key areas of your agency for balanced input. This team will drive the project and ensure smooth execution.

Develop a Realistic Timeline

Create a timeline that aligns with your agency’s needs. Set realistic deadlines for each implementation phase. A well-planned schedule keeps the project on track and reduces stress.

Ensure Open Communication

Maintain open communication between your team and the agency management system provider. Regular updates prevent misunderstandings and keep everyone aligned. Effective communication is crucial for overcoming challenges during implementation.

Focus on Data Migration

Prepare for data migration by cleaning and organizing your existing data. Work closely with experts to ensure accurate and secure data transfer. Proper data migration sets the foundation for effective agency management system use from day one.

Be Ready to Problem-Solve

Anticipate potential challenges and be proactive in addressing them. Collaborate with your agency management system provider to navigate any obstacles. Problem-solving ensures a smooth transition to the new system.

So, What’s the Best Agency Management System?

Agency Handy is the best agency management system, offering essential features like service catalogs, client onboarding, invoicing, and task management. 

These tools help simplify your agency’s day-to-day operations, from managing clients to handling billing. It’s a system that makes running an agency more efficient.

What sets Agency Handy apart is its customization options. You can adjust color schemes, add logos, and even create branded client portals. This flexibility allows you to deliver a consistent and professional experience that reflects your agency’s unique style.

Other great options include AgencyBloc and Vertafore AMS 360, which are particularly useful for insurance agencies. 

AgencyBloc focuses on commission tracking and automated workflows, while Vertafore AMS 360 offers real-time accounting and carrier integration, helping improve client retention and overall productivity.

Conclusion

In conclusion, choosing the right agency management system depends on your agency’s unique needs and goals. Whether you need client management, seamless communication, or customizable solutions, there’s a platform that fits your requirements. 

By evaluating the features and benefits of each system, you can find the best fit to help your agency grow and succeed.

FAQs

1. How can an agency management system improve client communication and retention?

An agency management system enhances client communication by centralizing all interactions in one platform, making it easier to track and follow up on client needs. Automated reminders and personalized client portals ensure timely and consistent communication. These features and efficient service delivery can significantly improve client satisfaction and retention.

2. Is an agency management system scalable for growing agencies?

Yes, most agency management systems are designed to be scalable, allowing them to grow alongside your agency. As your client base and team expand, the system can accommodate increased data, users, and more complex workflows. This scalability ensures that the system remains effective even as your operational demands increase.

3. What industries benefit most from using an agency management system?

Agency management systems are highly beneficial for a range of industries, including digital marketing, insurance, creative agencies, and consulting firms. These systems help streamline processes, manage client interactions, and automate workflows, making them valuable tools for agencies that need to handle complex operations and client data efficiently.