Top 15 Tools for Agencies to Take your Business into New Heights

Running an agency is not an easy thing. In a small amount of time, you are required to make decisions and do work that in the ye olde years, would require days to do. But you don’t have that luxury any more. Competition is fierce and the clients are more demanding than ever.

Doing business has changed significantly and you must adapt to survive. You can’t rely solely on intuition or paper. You need advanced software that will streamline your work and make your life easier. You need the proper tools.

Why are tools necessary for agencies

Just like how a plumber won’t be able to tighten a single screw without a proper wrench, so do marketing agencies need the appropriate tools to do their work. And we are not talking only about marketing tools, like ads management or analytics. Running a business is a multifaceted task, and you need tools for each aspect of it.

With the best tools for marketing agencies you can:

Efficiently scale your business: Tools automate workflows, manage projects and make communications simple. This way you can manage multiple clients at the same time, without burning your staff out or overloading them.

Make data-driven decisions: Tools give you in-depth analytics and reports that allow you to track campaign performance, measure ROI (Return on Investment), and identify areas for improvement. Data insights guide informed decisions and optimize future campaigns. In short, they make your business better.

Improve collaboration: Our world is getting more interconnected every day. We are far from the peak of it. Many agencies work with remote teams and freelancers. Marketing tools provide a centralized platform for teams to share files, assign tasks, and stay on the same page, fostering seamless collaboration.

Boost client satisfaction: Many tools offer features like social media scheduling, automated reporting, and client portals. This allows agencies to demonstrate campaign progress to clients transparently and efficiently, leading to greater client satisfaction.

Gain a competitive advantage: The world of business is a cutthroat one. It’s no different in marketing. The right tools will allow you to stay ahead of the curve by offering cutting-edge features like social listening, A/B testing, and competitor analysis. These capabilities allow agencies to develop winning strategies for your clients.

How to choose a Tool for my agency

You pretty much already know that you need specialized tools and software to run your agency. But there are a multitude of options out there. Choosing the right one is not as easy as it seems and it’s certainly not free. It’s an investment, in both time and money so you need to think carefully before making a final decision.

1. Identify your needs: It goes without saying, you can’t choose a tool if you don’t know what you need it to do. Start by clearly defining your agency’s needs. What services do you offer? What are your team’s pain points? Are there specific areas you want to improve, like social media management or client reporting?

2. Consider Scalability & Integrations: Your ultimate goal is to grow your business. Your tools need to be able to follow you on that. Consider if the tool can scale with your agency’s growth. Does it integrate with other tools you already use, like CRM or email marketing platforms? Seamless integrations create a more efficient workflow.

3. Features: Not all tools offer the same things. Make a list of the essential features you need, such as social media scheduling, analytics, project management, or client collaboration. Prioritize these features when comparing tools.

4. Budget & Team:  Think about your team size, skillset, and technical comfort level. Will they need a user-friendly interface? How many clients do you manage, and what level of client access is required? And of course, consider your budget. How much are you willing to spend? Remember, the tool must offer value greater than what you are paying for. Just like we said, it’s an investment.

What are Agency Partner Programs & How to Benefit from Them?

In a nutshell, agency partner programs are initiatives established by companies that build a mutually beneficial relationship with marketing agencies. The agency receives the resources and support they need to effectively sell and implement the company’s products or services to their clients. In exchange, they gain a commission. 

Agency partner programs can be very beneficial. They offer:

1. Increased Revenue: Partner programs add an extra revenue stream to agencies. They typical offer commission structures or revenue sharing based on the sales generated through the program.

2. Enhanced Expertise: Partnership programs usually provide access to training materials, certifications, and ongoing support. This will allow you to develop deep expertise in the partner’s product or service.

3. Exclusive Tools & Resources: Partners often receive access to exclusive tools, marketing materials, and sales support. These resources can streamline the sales process and give agencies a competitive edge when pitching to clients.

4. Increased Client Retention: By offering a wider range of solutions through partnerships, agencies can better cater to their clients’ needs, leading to higher client retention rates.

5. Networking Opportunities: Partner programs often connect agencies with other marketing professionals and potential clients, fostering valuable networking opportunities.

Best SEO Tools for Agencies

Semrush

Best for: Overall SEO tool

Pricing: starts at 139.5$/month

A common top-listed SEO software in almost every article, Semrush offers a wide range of features that cover all needs a marketing agency might have.

While Semrush has a wide range of capabilities, its core functionality revolves around keywords, search engine results page (SERP) analysis, and page ranking metrics. The detailed dashboard provides a comprehensive overview of website performance, including metrics like domain authority, backlinks, traffic, organic keywords, and average time on site. Users can delve deeper into specific metrics using dedicated widgets or generate reports.

Some of Semrush’s key features include:

• Keyword Gap: This tool compares webpages or domains to identify missed keyword opportunities.
• Backlink Gap: This feature allows users to compare the backlink profiles of different webpages or domains.
• Keyword Magic Tool: This tool automatically generates keyword suggestions based on a given search term.
• Position Tracking: This feature provides customizable daily updates on how a website and its competitors rank for specific keywords.

While Semrush excels in keyword and SERP monitoring, it may lack some of the advanced content optimization capabilities offered by other SEO products. However, Semrush offers additional extensions, such as a free AI Writing Assistant app, to address these gaps. It also integrates with Zapier, allowing for expanded automation and integration with other tools.

Ahrefs

Best for: Competitor research

Pricing: Starts at 119€/month

Ahrefs is another popular tool for SEO, offering features similar to other rank trackers. Users can monitor website or webpage ranking for specific keywords over time, conduct site audits, and analyze historical ranking data with customizable visualizations. Ahrefs also boasts unique features like Web Explorer, which displays ranking statistics for various web pages across the internet for chosen keywords.

For competitor analysis, Ahrefs stands out compared to tools focused solely on content optimization or keyword research. Its Content Gap tool provides a comprehensive comparison of keywords competitors rank for, including the SERP features they dominate, such as Google image packs. Additionally, the Link Intersect tool reveals which pages link to competitors’ sites.

By identifying potential competitors through these tools or by exploring top-ranking websites for targeted keywords, users can delve deeper into specific domains and webpages. Analyzing which pages within a domain earn the most backlinks, traffic, and keyword value offers valuable insights into the content that succeeds within a particular industry. Ahrefs’ traffic value metric proves particularly useful here, displaying the potential revenue generated by ranking for specific keywords.

While not a single solution for all SEO and content needs, Ahrefs serves as a powerful ranking tool with effective competitor analysis features.

Screaming Frog

Best for: Technical SEO

Pricing: Starts at 239€/year

Originally UK SEO, Screaming Frog developed a desktop application for their clients called Screaming Frog Spider. It’s a desktop application for Windows, Mac, and Linux that crawls websites and analyzes technical SEO aspects.

Identify Indexability Issues: A crucial aspect of technical SEO is ensuring important pages are indexed by search engines. Screaming Frog allows users to sort website URLs by indexability status, quickly highlighting non-indexed pages for further investigation.

Review Page Titles: Screaming Frog can filter URLs based on page title characteristics. Users can identify missing titles, duplicates, overly long titles (exceeding 60 characters), and more.

Prioritize Tasks: Technical SEO audits can be extensive. Screaming Frog prioritizes identified issues to help users focus on the most impactful areas for improvement. Issues are also grouped by type (e.g., warning) to indicate potential problems rather than definitive errors.

Provide Clear Explanations: Understanding technical SEO issues can be challenging, especially for new users. Screaming Frog offers clear explanations for identified issues to guide users towards solutions.

Best Social Media Management Tools for Agencies

Sprout

Best for: Overall social media management tool

Pricing: Starts at 199$/seat & month

Sprout Social empowers users to manage social media for multiple clients. It offers a comprehensive suite of tools including publishing, social listening, messaging, engagement tracking, analytics, and reporting. Users can create, schedule, manage, and publish social media posts across various platforms and profiles, all from a single location. Additionally, Sprout Social simplifies campaign performance tracking. Its “send time optimization” feature helps users publish social posts at the most opportune moments to maximize engagement.

Sendible

Best for: Unified management

Pricing: Starts at 24€/month

Sendible caters to agencies by streamlining social media management for multiple clients. It establishes a unified inbox, allowing effortless oversight of all client accounts from a centralized hub. Sendible empowers agencies with robust functionalities for social media monitoring, publishing, and in-depth analytics. It even goes a step further by offering content recommendations. By analyzing client social media profiles, Sendible suggests content tailored to resonate with their specific audience.

HeyOrca

Best for: Content scheduling

Pricing: Starts at 59$/month

HeyOrca has captured the trust of agency professionals and garnered the affection of social media managers worldwide. It streamlines social media scheduling, fosters collaboration with diverse clients, facilitates approval requests, and offers client-friendly reporting – all within a unified platform. HeyOrca’s visual scheduling feature boasts a “what you see is what you get” interface, ensuring client expectations are aligned. To guarantee client satisfaction with scheduled content, automatic approval reminders can be set up or a shareable link can be provided for easy feedback.

Best Call Tracking Tools for Agencies

Nimbata

Best for: Overall call tracking solution

Pricing: Starts at 35$/month

Nimbata consistently ranks among the top call tracking platforms in 2024, and for good reason. Built by marketers, for marketers, it empowers businesses to unlock valuable insights hidden within phone leads and calls. This data becomes the cornerstone for informed decision-making. One of the top solutions for call tracking for agencies.

Nimbata simplifies call recording, transcription, reporting, and tagging. Businesses can leverage this data to pinpoint weaknesses in their phone marketing strategies and optimize key areas for maximum impact. Comparisons with other call tracking tools are encouraged to ensure Nimbata aligns perfectly with your needs.

Nimbata boasts several key advantages:

• Superior Customer Service: Nimbata prioritizes customer satisfaction with dedicated live chat support available to all users, regardless of their plan.
• Extensive Reporting: A customizable dashboard and over 35 pre-built reports empower users to glean valuable insights.
• Timeline Tracking: Unique timeline reports track the entire lead journey, revealing both successful and underperforming aspects of your lead generation process.
• Seamless Integrations: Nimbata integrates seamlessly with numerous apps and tools, ensuring smooth communication and data exchange across your ecosystem.
• Flexible Pricing: Nimbata offers an affordable and flexible pricing model. Users only pay when calls are answered. Additionally, a 14-day free trial allows for hands-on exploration before committing.

In conclusion, Nimbata stands out for its affordability, superior customer service accessible to all users, and a flexible pricing model based on answered calls.

Invoca

Best for: AI powered analytics

Pricing: Must ask for quote

Invoca steps up customer experience and revenue generation through its AI-powered call tracking and analytics platform. By analyzing conversations with sophisticated AI, Invoca provides businesses with invaluable insights into caller behavior and call outcomes. These insights empower businesses to optimize the customer experience and drive more sales.

Invoca shines brightest for businesses prioritizing exceptional customer experiences. Its best feature is dynamic, data-driven call routing, ensuring callers connect with the most appropriate agent. Rich AI-powered insights further elevate the experience by helping businesses optimize both caller interactions and contact center efficiency. However, a potential drawback to consider is the requirement for an annual contract.

CallRail

Best for: Agencies in home services, real estate, legal services, financial services, healthcare, and automotive.

Pricing: Starts at 45$/month

CallRail empowers businesses to understand their marketing effectiveness by tracking phone call activity generated by campaigns. This call tracking and analytics tool offers valuable features like call recording, call forwarding, and in-depth call analytics. By leveraging this data, businesses gain insights into customer interactions, allowing them to optimize marketing strategies for better results.

Best CRMs for Agencies

Hubspot

Best for: Overall CRM 

Pricing: Starts at 90$/month for the Sales Hub

HubSpot Sales Hub offers a comprehensive solution for managing your sales pipeline, optimizing email campaigns, and tracking deals. Its core features include contact management, sales automation tools, insightful analytics and forecasting, and integrated email marketing. Overall, Hubspot is one of the most widely used CRM systems, making it easy to work with clients and integrate a multitude of tools with it.

Pipedrive

Best for: Lead management

Pricing: Starts at 14€/month

A popular choice for agencies, Pipedrive stands out as a sales CRM known for its user-friendly visual interface and powerful automation features. This CRM boasts a customizable, visual pipeline for clear deal visualization, streamlining the sales process. Pipedrive further empowers agencies with workflow automation, allowing for automatic email sequences, follow-up tasks, and even meeting scheduling directly within the platform. Additionally, Pipedrive integrates seamlessly with various tools like Zapier, Trello, and Slack, ensuring smooth data flow across your agency’s tech stack.

Podio

Best for: Communication

Pricing: 11.2$/month

Podio simplifies agency communication through a reliable and customizable low-code CRM solution. This centralized hub brings all project content, conversations, and workflows together, fostering team alignment. Each stage can be tailored to specific project needs and team preferences, ensuring a smooth workflow. Podio’s intuitive interface facilitates task delegation and project deployment, while the platform offers additional features like a central information dashboard, an open-plan online office feel, custom integrations and app creation, targeted add-ons, and mobile applications. These functionalities translate into simplified coordination and collaboration, with all contacts, content, and conversations organized in one location. Additionally, Podio streamlines project budget tracking and automation, keeping your team on top of tasks with enhanced operational accuracy. 24/7 technical support provides further peace of mind.

Best Invoicing Tools for Agencies

FreshBooks

Best for: Small & medium sized businesses

Pricing: Starts at 7.5$/month

FreshBooks simplifies financial management for small and medium businesses. This online accounting software offers invoicing, payments, and detailed analytics to streamline finances. FreshBooks caters to entrepreneurs and teams seeking efficient invoicing solutions, including recurring options, customization, and automated reminders. It integrates with over 100 third-party apps for a comprehensive financial toolkit.

Scoro

Best for: Online invoicing dashboard

Pricing: Starts at 26$/month

Scoro stands out for its clean and user-friendly dashboard, putting everything you need at your fingertips. This all-in-one management tool streamlines invoicing with features like creating visually appealing invoices, sending automated payment reminders, and ensuring timely client payments. Scoro empowers you to monitor project profitability at a glance and automates overdue invoice reminders, further enhancing cash flow management. The platform even allows you to set up recurring payment plans for clients, ensuring a smooth and efficient financial experience.

Deel

Best for: Payroll & invoicing

Pricing: Starts at 49$/month

Deel simplifies invoicing and payments for global freelancers and remote teams. It handles invoicing in over 120 currencies and automates tax forms, ensuring compliance and smooth international transactions. Deel’s user-friendly interface offers flexible payment options and real-time invoice tracking, along with robust compliance tools – all in a single platform. With a flexible pricing structure, Deel caters to both freelancers and businesses.

Conclusion

Just like the plumber we mentioned earlier, so you know are equipped with the knowledge to choose the right tool for your agency. Always remember, tools aren’t a luxury. They are a necessity. They offer efficient operations, data-driven decisions, seamless collaboration, satisfied clients, and a competitive edge. They are the wrench to the loose screw.

In this article, we talked about the importance of tools for marketing agencies and examined a wide range of options in multiple fields. By leveraging the appropriate tools you will be able to scale tour agency and foster strong relationships with clients and partners.