Managing workflows at a small agency often feels like trying to paddle upstream without an oar. With tight budgets, lean teams, and a million moving parts, small agencies need workflow tools that are simple, cost-effective, and powerful. Let’s explore five popular options—and see which one comes out on top.
1. Asana: The Flexible Starter Kit
Asana has earned its place in many agencies’ toolkits thanks to its intuitive design and versatile functionality.
Key Features:
- Easy-to-use task management.
- Collaborative tools like deadlines and team boards.
- Integrations with Slack, Google Drive, and more.
Cost:
Free for minimal features; premium plans start at $10.99 per user/month. Must pay annually up front for these price tiers.
Where It Falls Short:
While Asana’s simplicity is its strength, it’s also a weakness for agencies juggling complex projects. Reporting features are limited in lower-tier plans, and as your team grows, the per-user pricing structure becomes costly.
2. Trello: The Kanban Classic
Trello’s boards are a digital dream for teams managing projects visually. It’s simple, effective, and mobile-friendly.
Key Features:
- Kanban boards for project tracking.
- Integrations like calendars and analytics through power-ups.
- Straightforward interface with drag-and-drop functionality.
Cost:
Free plan available; $5/user for the minimum, business class starts at $12.50 per user/month. Must pay annually up front for these price tiers.
Where It Falls Short:
Trello excels at simplicity but falters when handling detailed workflows or offering robust reporting tools. Power-ups are limited in the free plan, and upgrading quickly inflates costs.
3. Monday.com: The Customizable Giant
Monday.com boasts versatility and customization for teams willing to dig deep into its features.
Key Features:
- Configurable dashboards and workflows.
- Time tracking and team workload management.
- Advanced automation capabilities.
Cost:
Plans start at $9 per seat/month for basics, $12/month for Standard. Must purchase a minimum of 3 seats. Must pay annually up front for these price tiers.
Where It Falls Short:
Customization comes at the cost of complexity With Monday.com. Teams often find themselves overwhelmed by the setup process. Additionally, while pricing starts low, adding features quickly drives up the cost—making it less ideal for agencies with fluctuating workloads.
4. ClickUp: The Affordable Jack-of-All-Trades
ClickUp aims to consolidate tools with its robust feature set, offering some value for small teams.
Key Features:
- Task management, docs, and goal tracking in one place.
- Flexible views (list, board, Gantt, etc.).
- Affordable per user pricing.
Cost:
Free plan available; unlimited plan starts at $7 per user/month for bare bones. Must pay annually up front for these price tiers.
Where It Falls Short:
ClickUp’s affordability is a huge draw, but its extensive feature set can overwhelm teams looking for simplicity. Additionally, its interface can feel cluttered, particularly when scaling beyond small team sizes.
5. Net Net: The Smart, Scalable Solution
Now, let’s talk about the workflow tool that outshines the rest: Net Net. Granted, we may seem biased, but we built Net Net to be purpose driven for smaller firms to manage all their workflow in a single tool. Designed specifically for small agencies, it combines CRM, task & project management, team chat and the most useful effort-based reporting into one intuitive platform. What else sets it apart? Its active job pricing model—meaning you only pay for the work you’re actively managing.
Key Features:
- Comprehensive CRM for tracking customers and leads.
- Instant conversion of estimates into active jobs.
- Real-time reporting and effort tracking.
- Seamless collaboration with integrated team chat.
- Pricing tied to active jobs, not per user.
Cost:
First Job Free for life! Flexible pricing based on active jobs rather than per-user fees, making it ideal for agencies with fluctuating workloads. About $1/day/active Job (project or retainer). No user fees.
Why It’s the Best:
Net Net eliminates the inefficiencies of per-user pricing, ensuring you’re only paying for what you use. It scales seamlessly as your agency grows, and its all-in-one functionality means fewer logins and less time spent juggling multiple tools. Unlike all the other tools, which add costs as your team expands, Net Net’s model keeps budgets predictable and manageable.
Which Tool Is Right for You?
Here’s how they stack up:
| Tool | Best For | Starting Cost |
|---|---|---|
| Asana | Flexible task management | Free ($10.99/user) |
| Trello | Kanban-style organization | Free ($12.50/user) |
| Monday.com | Customizable workflows | $8/seat/month |
| ClickUp | Affordable versatility | Free ($5/user) |
| Net Net | Smart, scalable all-in-one tool | Active job-based ($30/month/Job) |
The Bottom Line (Your Net Net)
Workflow management is the backbone of a thriving small agency, and choosing the right tool is crucial. While other tools offer their own strengths, Net Net’s active job pricing, robust features, and scalability make it the ultimate choice. Ready to transform your agency into a lean, mean, productivity machine? With Net Net, you’re not just managing workflows—you’re mastering them.
