Best Project Management Tools for Agencies with Approvals and Feedback Loops
Agency approvals need more than a task board. The useful tools let clients comment safely, mark changes clearly, keep revision history, and move work from draft to approval without exposing the whole workspace. We picked for proofing, guest access, approval states, version control, automation, and how well each tool fits multi-client delivery. The tool entries follow AgencySoftware’s fixed data and ranking, so ClickUp is the highest-ranked dedicated project management tool here, followed by Asana and Teamwork. For agencies comparing a work OS as well, Monday.com is the higher-scoring visual workflow option at 86.0. The trade-off is that approvals are more DIY than Teamwork Proofs or Asana approval tasks.
Reviewed by Marcus Taylor · how we score · Last updated 2026-06-30 · compare tools · affiliate disclosure
At a glance
| Tool | Index | Ease | From | Free | Best for |
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Choosing the right tool
Start with the approval record, not the task list. You need to know who requested changes, who approved the final version, and which file was signed off. Teamwork is strongest for client-facing proof approvals; the catch is Proof limits apply on lower plans.
Check proofing limits before you invite every client. ClickUp supports proofing on images, videos and PDFs, but Free and Unlimited include 100 Proofing uses, while Business and above include unlimited Proofing. It is good value if your volume fits those limits.
Do not assume guest access means client-safe access. Asana Starter includes unlimited free guests, and Monday.com Standard adds guest access, but permissions still need testing. Run a dummy client project before adding live accounts.
Match the tool to the decision style. Asana is the cleaner fit if you need Approve, Request changes and Reject outcomes, but native approvals and proofing sit on Advanced and above. ClickUp is better if you want cheaper proofing inside a broader workspace.
Use Monday.com if you want to design the approval pipeline yourself. Standard adds guest access, timeline and Gantt views, calendar view, and 250 automation or integration actions per month. Pro adds private boards, time tracking, and 25,000 actions, but file annotations are a trial feature that may require payment later.
Tie revisions to margin if you bill by the hour. Teamwork connects client work, time logging, permissions and invoice-building from logged time starting on Accelerate. That is useful for retainers, but it can be more agency-specific than a small team needs.
FAQ
Which project management tool is best for agency client approvals?
Choose Teamwork if approvals need to sit close to client delivery, proofing, time and invoicing. Choose ClickUp if you want lower-cost proofing and configurable workflows. Choose Asana if the approval decision itself needs clear states. Monday.com is the strongest visual DIY builder, but it is more work to set up.
Is ClickUp better than Asana for approval workflows?
ClickUp is better if you want affordable proofing across images, videos and PDFs, plus docs, forms and flexible task workflows. Asana is better if you need formal approval outcomes such as Approve, Request changes and Reject. The catch is Asana’s native approvals and proofing are on Advanced and above, not Starter.
Does Asana Starter include native approvals and proofing?
No. Asana Starter includes unlimited free guests, but native approvals and proofing are available on Advanced, Enterprise, Enterprise+, and legacy Business or Enterprise tiers. That makes Starter useful for client visibility, but not for a full built-in approval workflow.
Where does Monday.com fit for agency approvals?
Monday.com fits agencies that want a custom visual approval pipeline with boards, dashboards, guest access and automations. File annotations support comments on images, files and video, but monday says annotations are a trial feature and may require payment in the future. It is flexible, but less ready-made than Teamwork Proofs.
How are the tools in this ranking scored?
We score tools on ease of use, feature depth, how well they scale with client work, and price and value. The same underlying tool data powers our reviews, rankings and comparison pages.