7 Best WorkflowMax Alternatives for Agencies

Margarita Aranza

January 15, 2023

You’ve probably heard that WorkflowMax is retiring as of next year.

This news might have caught you off guard, but you don’t have to stress about other options, because we’ve got you covered. In this article we’re bringing you the best WorkflowMax alternatives for any and every agency out there. 

When looking for an agency management software, you should consider your team’s workflow, the project goals you want to achieve, and what features you’d like to have. Creative agencies and digital agencies have different needs than more traditional companies, so choosing the right tool is key. 

Keep on reading to see our full list of the best WorkflowMax alternatives for agencies. 

1. Productive – A WorkflowMax Alternative for End-to-end Agency Management

Productive is an end-to-end agency management software that helps your agency stay profitable by having all your data in one place. It offers a range of features that help you handle job management and complex project management, plan capacity, forecast resources, check performance reporting, stay on top of your budgets, send out invoices, and ultimately—optimize your agency’s performance.

Because Productive keeps all your process, information and data in one place, it serves as a single platform for agency management. In Productive, your business development team can also use the the Sales feature for contact management, client relationship management, and moving a deal from a lead to a new customer.
Key features include: 

Budgeting and Reporting – Make Data-driven Decisions

You can easily monitor budgets and profit margins with Budgeting. Whether you want a global overview of your profitability or narrow things down to a single service, with Productive you always know where you stand budget wise. You can forecast budget overruns and see both budget spend and future profit margins.

Get in-depth insights into key agency metrics

With our powerful Reporting feature, you can use real-time data to make well-informed and data-driven decisions. Productive has over 50 built-in report templates that focus on agencies, as well as customized reporting options. Financial management won’t be a struggle when you have detailed reports at your fingertips.

Time Tracking – Deliver Your Jobs on Time

Do time entries in Excel sound familiar? Not being able to sync with your colleagues because of overlaps or forgetting when you worked on that one task?

In Productive, time tracking is made to be simple. You can track time daily or weekly in your time sheets, and Tasks have a built-in timer so you can track time on tasks without having to go to your time sheets as you work. People track time as either billable or non-billable, against services that automatically get displayed in profitability reports. 

Resource Management – Monitor Your Team’s Availability

The satisfaction and well-being of your team is essential for your agency’s growth. If you know who’s overworked or who can take on more work, you can make sure you will deliver client work on time. Proper resource planning is the key to achieving optimal utilization rates and increasing your profitability. From scheduling to time off management, Productive allows a full overview of your team’s availability. 


Billing – Keep Track of Your Cash Flow

You can automatically track invoiced amounts by using tracked time on billable hours or services with our Billing feature. Productive lets you decide if you want to invoice an entire project or just a part of it—depending on what the actual costs were at the end of the project.

Project Management – Keep Everything In One Place, From Start to Finish

Working on one project with a lot of people in many different apps and tools can cause unnecessary confusion. On the other hand, having everything in one place can be a life-saver. Users can set up projects, collaborate with teammates in real time, and track progress from start to finish in Productive. Productive’s Projects module serves as an all-in-one project management tool for agency users, as what’s more—it’s linked to time tracking and budgets too.

Projects, Tasks and Docs are the core of the Project Management feature. You can assign people to work on tasks, give deadlines and check off the little things with TODOs. Project collaboration is possible through opening individual tasks, adding multiple subscribers to keep everyone informed, plus by using a range of project types. 


With our newest feature, Docs, real-time collaboration is easier than ever. You can work with your colleagues at the same time within one document to ensure seamless workflow. All your documentation is in one place, readily available and up-to-date. 

Having an integrated solution for project management embedded in your agency management software helps keep planning projects and delivering them transparently. Also, having the ability to run unlimited projects in your organization gives you the flexibility to run a range of project types as it suits your agency best. 


Productive has a bunch of active integrations like with Xero and Quickbooks accounting softwares, Jira, Slack, and Exact—to name a few. 


  • Plans start with the Essential plan at $9 per user per month, which includes essential features such as budgeting, project & task management, docs, time tracking, expense management, reporting, and time off management.
  • The Professional plan includes custom fields, recurring budgets, advanced reports, billable time approvals, and many more for $24 per user per month.
  • The Ultimate plan has everything that the Essential plan and Professional plan offer, along with the HubSpot integration, advanced forecasting, advanced custom fields, overhead calculations, and more for a custom price.
  • You can also check out the Enterprise Plan with custom pricing for companies that would include more than 50 active users per month.

Productive also offers a 14-day free trial, so you can check it out before you commit to a plan.

Choose the Best WorkflowMax Alternative

Switch to an all-in-one agency management tool and continue working on your projects without stress.

Book a demo

2. Asana – A Common Option for Teams of All Sizes

Asana is a widely popular work management tool that offers features for companies and teams of all sizes. With Asana, you can create custom workflows, set up task dependencies, and monitor your team’s workload in real-time.

Asana offers a range of integrations, e.g. with Xero, Figma, and Google Drive. The tool also offers many other integrations with different tools so you can pick and choose what works for you. 

Key features include:

  • Task management
  • Project tracking
  • Collaboration tools

SOurce: Asana

Asana is rightfully in the top choices of agency professionals looking for a WorkflowMax alternative. It offers fully transparent overview project work and an intuitive user interface.

Here’s a review a user left about Asana on Capterra:

Asana is an Awesome Project Management Software!

However, some have criticized its limited customization options and overwhelming learning curve and intial setup.

Another reason why agency professionals might not find Asana the ideal option is because it isn’t possible to manage all agency business processes in the tool, simply because it lacks features for sales, budget management and billing. 

3. Scoro – A Good Work Management Tool

Scoro is a work management tool that’s suitable for businesses of all sizes. It offers a range of features that can help you manage your projects, clients, and team members, including time tracking, invoicing, and reporting.

With Scoro, you can create customizable project templates, set up task dependencies, and monitor your team’s workload in real-time. You can also integrate with tools like Xero and HubSpot. 

Key features include:

  • Time management
  • Project management
  • Reporting & Finances

Source: Scoro

Scoro boasts a 4.5/5 review by users on G2, and is described by users as “a solid PM tool that suits our needs”. 

Scoro is one of the top alternatives for agency folk looking to swap their WorkflowMax subscription for a different work management tool.

The tool is praised for managing teamwork and daily schedules, and it offers a variety of agency work-related features. However, some customers have criticized its overly advanced features, which can be a challenge to learn and implement.

Related: 13 Best Scoro Alternatives for Growing Agencies

4. Apptivo – A Good Tool for Small Businesses

Apptivo is a business management software designed for small and medium-sized companies. Its features include task management, CRM, and invoicing. With Apptivo, you can create customizable project templates, set up task dependencies, and monitor your team’s workload in real-time.

Key features include:

  • CRM
  • Project management
  • Billing

source: apptivo

Here’s a review a user left on G2:

Excellent customer service and able to reach out to them at any time of the day. All their staff are well trained and they go beyond to help our issues.

While Apptivo users are generally happy, leaving an average rating of 4.3/5 on G2 and 4.4/5 on Capterra, this tool may present a challenge for some agency professionals if you’re seeking an all-in-one agency management solution, as their website claims to be a fit for Travel and Hospitality, Retail and Wholesale, Real Estate and Manufacturing.

5. ProWorkflow – A Good Fit for Agencies

ProWorkflow is a project management tool that’s suitable for businesses of different sizes. ProWorkflow is a common choice for agency professionals looking for a WorkflowMax alternative. Its features include task management, time tracking, and invoicing. 

With ProWorkflow, you can create custom workflows, set up task dependencies, and monitor your team’s workload in real-time.

Key features include:

  • Task management
  • Time tracking
  • Billing

source: proworkflow

A user review left about ProWorkflow on Capterra states that:

ProWorkflow is very easy to use to manage tasks and to track time.

Though some users have expressed frustration with its in-app search capabilities, such as looking for employee data, agency professionals might find it a fair alternative to WorkflowMax because it covers a range of agency-related features.

6. Basecamp – A Tool That Covers Your Basic Needs

Basecamp is a well-known project management tool that’s been around for over 20 years. It offers a range of features that can help you manage your projects, clients, and team members, including task management, collaboration tools, and project tracking. Basecamp has all of your basic project management needs covered. 

Key features include: 

  • Task management
  • Project tracking
  • Collaboration tools

source: Basecamp

Basecamp is legitimately among the top choices if you’re seeking a WorkflowMax alternative. However, some users question its flexibility to meet the specific needs of different teams and projects. Rated 4.6/5 by users on G2, Basecamp boasts all things task delivery and collaboration. In the words of a user review G2, Basecamp is a “useful tool for project management.”

The bottom line: you should evaluate whether Basecamp would be the right tool for end-to-end agency management. While it seems to nail team collaboration, certain critical features for running an agency end-to-end aren’t offered as part of the tool

7. Avaza – A Good Option for All Industries

Avaza is a project management tool that’s designed for businesses of all sizes. It offers a range of features that can help you manage your projects, clients, and team members, including time tracking, invoicing, and reporting. With Avaza, you can create customizable project templates, set up task dependencies, and monitor your team’s workload in real-time. 

Key features include:

  • Project management
  • Time tracking
  • Invoicing

source: avaza

Avaza users seem happy with features overall, leaving an average rating of 4.6/5 on Capterra. The tool claims to be adaptable for a range of different industries, including: consulting companies, IT and software services, legal companies and digital marketing agencies. Avaza’s main benefits revolve around streamlining collaboration and the platform offers many integrations, with tools such as Xero, QuickBooks, Stripe and Jira.

It may be a challenge for certain types of teams to decide on Avaza, as some opinions state that Avaza is somewhat pricey compared to competitors, and the tool doesn’t offer a free plan. For more info check out our guide about Avaza alternatives.


Even with WorkflowMax shutting down, your options certainly aren’t limited. The key is to know what your agency needs and which of these tools would work best for you and your team. 

If you’re looking for a tool that’s easy-to-use and good for time tracking and projects, you should check out the free plans that Asana and Avaza offer. Once you try out their features, you can asses if you want to upgrade to paid plans.
If you want a powerful end-to-end agency management tool, check out Productive. It’s a one-stop-shop for agencies, no matter the size because its scales with you as your agency grows. 

Book a demo for Productive today.

Connect With Agency Peers

Access agency-related Slack channels, exchange business insights, and join in on members-only live sessions.

Margarita Aranza

Marketing Assistant

Related articles