CRMs with Project Management for Agencies — 4 Real Options
Why Agencies Need PM and CRM in One Place
Most small agencies run two parallel systems that never talk to each other: a CRM for sales (tracking leads, proposals, new business) and a project management tool for delivery (tracking tasks, deadlines, team workload).
This separation creates a blind spot at the most critical moment: the handoff from sales to delivery. When a deal closes in HubSpot, someone has to manually create a project in Asana, re-enter the client details, copy scope notes from the proposal, and set up tasks. Information gets lost. Deadlines get missed. The client's first experience after signing is disorganized.
The symptoms of a disconnected CRM + PM setup:
- Account managers do not know what the delivery team promised during sales
- Project managers do not know the client's original budget and expectations
- Revenue reports require manually matching CRM deals to PM projects
- Capacity planning is impossible because PM workload and CRM pipeline are in different systems
Monday.com: PM-First with CRM Bolted On
Monday.com added CRM functionality to its project management core. For agencies where delivery is the primary workflow and sales is secondary, this ordering works well.
How PM + CRM integration works: CRM deals and project boards live in the same workspace. When a deal is won, you can create a linked project board automatically. Client contact information is shared between CRM and PM views.
Agency workflow example:
- Lead enters CRM board via web form
- Discovery call logged, proposal attached to deal record
- Deal moves to 'Won' — triggers creation of a project board from a template
- Project manager assigns tasks, sets milestones, tracks time
- Client dashboard shows project progress alongside communication history
Pricing for agencies: Pro plan ($20/seat/month) is the minimum for automation. A 6-person agency pays $120/month. Time tracking requires the Pro plan.
Limitation: No built-in invoicing. You need a separate tool for billing.
ClickUp: All-in-One Ambition with a Learning Curve
ClickUp attempts to be everything — PM, CRM, docs, whiteboards, and more. For agencies willing to invest in setup, it can replace multiple tools.
How PM + CRM works: ClickUp uses a hierarchy: Workspace > Space > Folder > List > Task. A 'CRM' space with deal lists functions as a sales pipeline. Project delivery lives in separate spaces with linked tasks. Custom fields, automations, and views (board, timeline, Gantt) tie everything together.
Agency workflow example:
- Create a CRM Space with a pipeline list (Lead > Proposal > Negotiation > Won/Lost)
- When status changes to 'Won,' automation creates a project folder from a template
- Tasks in the project folder are assigned to team members with due dates
- Time tracking is built in — team members log hours on tasks
- Dashboard rolls up CRM deals, project status, and team workload in one view
Pricing: Business plan ($12/user/month) includes automations and time tracking. A 6-person agency pays $72/month.
Limitation: The flexibility is both a strength and a weakness — setup requires significant configuration time. No invoicing.
Teamwork: Built Specifically for Client Work
Teamwork is designed specifically for agencies and professional services firms. Unlike Monday.com or ClickUp, which are general-purpose tools adapted for agencies, Teamwork starts from the agency workflow.
How PM + CRM works: Teamwork's CRM module (Teamwork CRM) integrates natively with project management. Deals are linked to projects. Time tracking, budgets, and profitability reporting are built into the project view. Client portals allow clients to see project progress without giving them access to your internal tools.
What sets it apart for agencies:
- Budget tracking per project with burn rate alerts
- Billable vs. non-billable time categorization
- Client-facing project views (no need for a separate reporting tool)
- Resource management with availability and utilization metrics
Pricing: Deliver plan ($13.99/user/month) for PM; CRM is a separate product ($8/user/month). A 6-person agency with both: approximately $132/month.
Limitation: Two separate products (PM + CRM) even though they integrate well. Invoicing requires integration with Xero or QuickBooks.
ClearCRM: CRM + PM + Invoicing in One Platform
Where the tools above require combining 2-3 products, ClearCRM bundles CRM, project management, and invoicing into a single platform without per-seat pricing.
The agency workflow in ClearCRM:
- Leads enter the CRM pipeline from your website or manual entry
- Proposals and scope documents are attached to the deal record
- When a deal closes, it converts to a project — all client data, scope notes, and budget carry over automatically
- Tasks are assigned to team members with deadlines and time tracking
- Invoices are generated from the project — time tracked, milestones hit, or flat fees
- Dashboard shows pipeline value, active project status, and revenue in one view
Why this matters for agencies: The handoff problem disappears. There is no manual re-entry between systems. The client's journey from lead to invoice happens in one place.
Pricing advantage: Flat rate with no per-seat fees. A 6-person agency pays the same as a 2-person agency — which is dramatically cheaper than per-seat alternatives at scale.
Try ClearCRM for your agency — free trial
Best fit
Trying to replace a messy stack of CRM, invoicing, and project tools?
ClearCRM makes most sense when a small service team wants fewer subscriptions and one operating system for delivery work.
- Best for agencies, consultants, and client-service teams
- Useful when handoffs between sales and delivery are messy
- Worth reviewing if per-seat pricing is killing ROI elsewhere
Frequently Asked Questions
Do I really need a CRM as a small business?
If you manage more than 20 clients or have any kind of sales pipeline, a CRM will save you time and prevent missed follow-ups. Below 20 clients, a spreadsheet may suffice.
What's the cheapest CRM with invoicing included?
ClearCRM includes CRM, project management, and invoicing in one subscription with no per-seat fees — making it one of the most affordable options for small teams.
How long does CRM setup take?
Most modern CRMs designed for small businesses take 1-3 hours to set up. Import your contacts, configure your pipeline stages, and you're ready to go.