Agencies need project margin + utilization + retainer revenue across many client accounts. We evaluated 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.
This is a desk evaluation, not a hands-on test. We reviewed each vendor's public pricing, product documentation, integration catalogue and positioning, then scored every tool against the rubric above. Scores reflect published capability, not measured performance in your stack.
Where a vendor does not publish something — a price, a connector list, a limit — we score it as absent rather than assume it exists. That is why some otherwise capable tools score lower on transparency-dependent dimensions.
Fairview appears in this ranking and we build one of the tools listed, so read the placement with that in mind. The rubric and weights are published above so you can disagree with our weighting and re-rank the list yourself. We take no affiliate commission from any vendor here. Our full policy is at editorial standards.
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
Scored below, not rated externally
$149/mo
15 minutes
Why picked
Where it loses
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, on request. The exact questions to ask in every vendor demo.
Sheets
Comparison spreadsheet
8 tools × 6 dimensions in Google Sheets.
Methodology PDF
How we scored, what each dimension means, 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.
