Top 7 time-saving tools for marketing agencies

If you run or work in a marketing agency, chances are your to-do list feels endless and the clock is always ticking. Tight deadlines, growing client demands and scattered workflows are the norm and trying to juggle it all without sacrificing quality can feel impossible.

So, how do high-performing agencies stay productive without burning out?

The answer lies in using the time-saving tools for marketing agencies to do more with less. From automating repetitive tasks to simplifying collaboration and reporting, the right platforms can transform how your agency operates.

Tools to save your marketing agency time and money

But this isn’t just another list of marketing tools – these tools are field-tested by a real agency team. We’ve curated seven tools that we actually use and trust to streamline work, boost productivity and reclaim time.

Let’s break down the 7 best time-saving marketing tools that genuinely help teams focus more on strategy, creativity and client success – and less on admin headaches.

1. Project Management & Collaboration – Teamwork

The Problem it Solves:

Chaotic workflows, missed deadlines and scattered internal communication that slow down even the best teams.

Key Features & How it Saves Time:

Teamwork is built for agency workflows. Its task templates, time tracking and client-specific views help standardise delivery and reduce unnecessary back-and-forth. The Gantt chart feature provides real-time clarity on project timelines, while built-in collaboration tools reduce the need for constant check-ins and status updates.

Real-Team Experience:

By implementing Teamwork, our Account Managers eliminated dozens of status meetings per month. Using custom templates, we trimmed onboarding time for new projects by nearly 40%, freeing up resources to focus on strategic planning.

Who It’s Best For:

Agencies managing multiple clients or complex campaign workflows.

Potential Downsides:

Can take a week or two to fully onboard new users.

2. Social Media Management – Buffer

The Problem it Solves:

Posting manually to multiple social media platforms eats up valuable time and leads to inconsistency.

Key Features & How it Saves Time:

Buffer allows agencies to schedule posts, monitor engagement and analyse performance from one intuitive dashboard. Its calendar view simplifies content planning, while the approval workflows streamline team collaboration. You can schedule weeks of content in hours.

Real-Team Experience:

Our social team used Buffer to manage 10+ clients’ social accounts simultaneously. Weekly scheduling time dropped from 10 hours to just under 3 and post consistency improved noticeably across the board. The approval feature allowed internal teams to spot errors before the post went out, saving embarrassing conversations with the client.

Who It’s Best For:

Small to mid-sized agencies with ongoing social media management needs.

Potential Downsides:

Limited advanced analytics in lower pricing tiers.

3. Content Creation & Design – Canva

The Problem it Solves:

Waiting on designers for simple graphics delays campaigns and costs valuable time.

Key Features & How it Saves Time:

Canva empowers marketers to create on-brand graphics, videos and presentations without needing a design team. Features like drag-and-drop editing, brand kits and collaborative commenting make it easy to deliver assets quickly.

Real-Team Experience:

With Canva, our Marketing Manager reduced turnaround time on client social assets by over 60%. It’s especially useful for rapid A/B testing of visuals or when clients need quick updates.

Who It’s Best For:

Agencies producing high volumes of content or working with lean design teams.

Potential Downsides:

Not ideal for highly custom design work.

4. SEO & Analytics – Ahrefs

The Problem it Solves:

Manual SEO audits, competitive research and keyword tracking can take hours.

Key Features & How it Saves Time:

Ahrefs combines site audits, rank tracking, keyword research and backlink analysis into one powerhouse platform. Its automated reports and clear dashboards allow SEO pros to surface insights without sifting through spreadsheets.

Real-Team Experience:

Our Digital Marketing Lead uses Ahrefs to prep client reports in 30 minutes, down from 3+ hours previously. It’s also key for identifying quick-win keywords and technical fixes in real time.

Who It’s Best For:

Agencies offering SEO services or growth marketing retainers.

Potential Downsides:

Premium pricing might not suit very small teams.

5. Client Communication & Feedback – co.agency

The Problem it Solves:

Feedback loops via email or spreadsheets are inefficient and prone to miscommunication.

Key Features & How it Saves Time:

co.agency offers a client-friendly portal that centralises project updates, asset approvals, and messaging. It integrates directly with your workflow, reducing the number of tools and touchpoints needed.

Real-Team Experience:

Since switching to co.agency, our Account Managers reduced client email volume by over 60%. It’s also helped speed up approval timelines, particularly for creative work.

Who It’s Best For:

Agencies that struggle with client communication or approval bottlenecks.

Potential Downsides:

Some clients may still prefer more traditional modes of contact such as phone calls.

6. CRM & Marketing Automation – HubSpot

The Problem it Solves:

Disjointed lead tracking and manual follow-ups waste time and lose opportunities.

Key Features & How it Saves Time:

HubSpot’s CRM, email automation, and lead nurturing workflows eliminate repetitive tasks. You can automatically segment contacts, trigger campaigns and track client interactions all in one place.

Real-Team Experience:

By automating lead responses and proposal follow-ups, our agency cut new client onboarding time by 35%. Sales and marketing teams now share a single source of truth, meaning attribution has never been clearer.

Who It’s Best For:

Agencies juggling lead gen, client management and outbound campaigns.

Potential Downsides:

Pricing scales quickly as features are added.

7. Reporting & Data Visualisation – Looker Studio

The Problem it Solves:

Manual report building eats up time and increases risk of human error.

Key Features & How it Saves Time:

Formerly known as Google Data Studio, Looker Studio allows agencies to create automated, visually rich dashboards using data from Google Analytics, Search Console, social channels and more. Reports update in real time and can be shared with clients via secure links.

Real-Team Experience:

We use Looker Studio for all our monthly reporting – setup takes an hour, and then it’s hands-off. Clients love the visual clarity and internal reporting time dropped by 70%.

Who It’s Best For:

Agencies needing to report across multiple channels and clients.

Potential Downsides:

Setup can be time-consuming for more complex integrations and sometimes require paid plans.

Finding the right tools

Every marketing agency hits the same wall eventually: too many tasks, too little time. But by leveraging the right time-saving digital marketing tools, agencies can dramatically reduce manual effort, improve consistency and free up time for more valuable strategic work.

The tools above aren’t just good on paper — they’ve proven themselves in real-world agency workflows. Whether you’re managing campaigns, designing content or building reports, the right tech stack can supercharge productivity and reduce burnout.

But remember: the best tools for agencies are the ones that fit your team’s workflows. Don’t be afraid to trial, test and refine your toolkit over time.