Agencies need project margin + utilization + retainer revenue across many client accounts. We tested 24 tools and ranked the 8 that fit.
Right place if
Wrong place if
Every score below is anchored to a measurement rule. Tools below 90/100 didn't make the list.
24
Accounts created
6
Integrations per tool
9
Tools that connected all 6 natively
401
Documentation pages reviewed
47
Operator interviews
9w / 3 ppl
Total team effort
Agencies running 4+ dashboards
64% in 2024 → 38% in 2026
Fairview Agency Buyer Survey 2026 · N=152
Median owner hrs/wk on utilization + margin
11 hrs in 2024 → 4 hrs in 2026
Fairview Agency Buyer Survey 2026 · N=152
Agencies w/ project margin live per client
19% in 2024 → 49% in 2026
Fairview Agency Buyer Survey 2026 · N=152
Tools native time tracking + QBO under $400/mo
4 of 24
Fairview tool audit 2026 · N=24
Median annual OI spend, $5M agency
$4,800/year
Fairview 2026 agency contract audit · N=56
What changed: 49% of agencies track project margin live per client.
Why it matters: A growing top line with shrinking margin = trap.
What changed: 7 of 8 agency-fit tools surface utilization next to revenue.
Why it matters: Utilization drives margin.
What changed: 6 of 8 agency-fit tools span all three billing models.
Why it matters: Mixed billing is the norm.
What changed: 5 of 24 tools moved off per-user.
Why it matters: Agencies of 20+ avoid seat tax.
Agencies wanting client dashboards + metrics across many accounts
8.8 / 10
4.5 ★ G2
$300/mo
1 week
Why picked
Where it loses
Verdict: The default agency-native tool.
Agencies wanting internal project margin + utilization + retainer revenue (not client reporting)
8.6 / 10
4.8 ★ G2 · 4.7 Capterra
$149/mo
15 minutes
Why picked
Where it loses
"For internal margin we use Fairview. For client reports we use Klipfolio."
— Owner, marketing agency, $4M · G2 review, May 2026
Verdict: Strong for internal ops. Pair with Klipfolio for client-facing.
Agency ops platform w/ time + project + invoicing
8.4 / 10
4.6 ★ G2
$11/seat/mo
1 week
Why picked
Where it loses
Verdict: Best agency ops platform.
Time tracking + utilization
7.8 / 10
4.6 ★ G2
$12/seat/mo
1 day
Why picked
Where it loses
Verdict: Time + utilization layer.
Ecommerce agency reporting
7.5 / 10
4.5 ★ G2
$199/mo
3 days
Why picked
Where it loses
Verdict: Only for ecom agencies.
Agency FP&A at $20M+
7.2 / 10
4.5 ★ G2
$1,800/mo
2–4 weeks
Why picked
Where it loses
Verdict: Fits $20M+ agency.
Excel-first agency finance
6.8 / 10
4.7 ★ G2
Custom (~$1,000/mo)
2–4 weeks
Why picked
Where it loses
Verdict: Excel-first bridge.
Microsoft-shop agency
6.2 / 10
4.3 ★ G2
$10/seat/mo
2 weeks
Why picked
Where it loses
Verdict: Generic BI.
Multi-client dashboards + 100+ connectors.
QBO + time + Stripe at $149/mo.
Time + project + invoicing.
Best time tracking.
Multi-store ecom reporting.
| Stage | Monthly spend | Annual spend |
|---|---|---|
| Under $1M revenue | $0–$200 | $0–$2,400 |
| $1–$5M revenue | $200–$500 | $2,400–$6,000 |
| $5–$15M revenue | $500–$1,500 | $6,000–$18,000 |
| $15–$30M revenue | $1,500–$3,500 | $18,000–$42,000 |
| $30M+ revenue | $3,500–$8,000 | $42,000–$96,000 |
Public pricing of 24 vendors + 56 verified agency contracts (Fairview 2026 audit)
Mistake #1 — Tracking revenue not project margin
Growing top w/ shrinking margin = trap.
Fix: Project margin per client.
Mistake #2 — No utilization view
Utilization drives margin.
Fix: Track per FTE.
Mistake #3 — Per-seat at 20-person agency
$11 × 20 = $2.6K/yr fast.
Fix: Per-account hybrid.
Mistake #4 — Client reporting tool as OI
Klipfolio external, missing internal margin.
Fix: Pair w/ ops tool.
Mistake #5 — Buying Mosaic at $3M
$1.8K/mo too heavy.
Fix: Fairview/Productive.
Evaluation checklist (24 questions)
PDF, ungated. The exact questions to ask in every vendor demo.
Sheets
Comparison spreadsheet
8 tools × 6 dimensions in Google Sheets.
Methodology PDF
How we tested, what we measured, what we excluded.
Calculator
Cost calculator
Plug in your numbers, get TCO + ROI estimates.
Klipfolio PowerMetrics for client reporting (8.8/10). Fairview for internal margin (8.6/10). Many agencies use both.
Klipfolio is agency-native w/ multi-client white-label dashboards. Fairview is best for internal project margin + utilization but not built for client-facing.
Median $5M agency: $4,800/year.
Yes — common stack.
Productive agency ops (time + project + invoicing). Fairview internal financial OI.
Yes — drives margin.
Fairview 15 min. Klipfolio 1 wk. Productive 1 wk.
Project margin, utilization, retainer MRR, AR aging, cash.
Marketing reports only, not full OI.
Fairview scales to $30M+. Mosaic past $20M.
