ChatGPT answers, unedited

For a small agency onboarding its first client, I’d keep the stack simple and avoid paying for three separate tools.

My shortlist

What I'd choose

Start with ClickUp if you're extremely price-conscious. Its Free Forever plan allows unlimited members and guests, although free-plan guests have full permissions; paid plans add more granular guest controls. ClickUp's current paid Unlimited plan is listed at $7/user/month, with Business at $12/user/month on its pricing materials. ClickUp ClickUp

Consider Teamwork.com if client approvals and client-facing work are central to your agency. Its free plan supports up to 5 users, and its Basics plan is currently $9.99/user/month billed annually. More importantly, Teamwork has dedicated client-user accounts that don't incur an additional subscription cost, plus file Proofs for approvals on applicable plans. Teamwork Teamwork Support Center

For a first client, I'd probably set it up like:

One platform → one client project →

• Project timeline/calendar
• Tasks with owners and due dates
• Internal comments/chat
• Client-facing tasks
• File uploads
• Approval status: Draft → Internal Review → Client Review → Approved → Scheduled
• Weekly client status/update

That keeps you from ending up with Slack + Trello + Google Drive + email + a separate approval app before you've even got multiple clients.

If you tell me your agency type (marketing, web design, social media, video, branding, etc.) and how many people are on the team, I can recommend the cheapest setup and show you exactly how I'd structure the client workspace.

Consider Teamwork.com if client approvals and client-facing work are central to your agency. Its free plan supports up to 5 users, and its Basics plan is currently $9.99/user/month billed annually. More importantly, Teamwork has dedicated client-user accounts that don't incur an additional subscription cost, plus file Proofs for approvals on applicable plans.

For a first client, I'd probably set it up like:

One platform → one client project →

For a small agency onboarding its first client, I’d keep the stack simple and avoid paying for three separate tools.

My shortlist

What I'd choose

Start with ClickUp if your priority is keeping costs extremely low while getting your internal agency organized. Its Free Forever plan exists, and the paid Unlimited plan is currently $7/user/month when billed annually. ClickUp ClickUp Help

I'd structure it like:

• Workspace: Agency
• Folder: Client A
• Lists: Onboarding / Active Projects / Content / Approvals
• Tasks: individual deliverables
• Client: invited only to the relevant project/list
• Approvals: use task comments/statuses and attach the final asset
• Scheduling: integrate your calendar/meeting scheduler rather than buying another project-management system

Teamwork.com is probably the more agency-native alternative. Its free plan supports up to 5 users and includes client organization, while paid plans include client users and Proofs for approving files. Its Basics plan starts at $9.99/user/month annually. Teamwork

HoneyBook makes more sense if “client onboarding” means proposals → contracts → scheduling → invoices → payments. Its Essentials plan is $49/month annually and adds scheduling, automations and up to two team members; the platform also has client portals and contracts/proposals. HoneyBook HoneyBook Help Center

My practical recommendation

For your first client, I'd actually do:

ClickUp + Google Workspace + a calendar scheduler

rather than trying to find one platform that does everything.

Once you have several clients and are doing lots of visual review/approval rounds, I'd look seriously at Teamwork.com, because its agency-oriented workflow includes client access and native Proofs. Teamwork

If you tell me how many people are on your agency team, what kind of agency it is (marketing/design/dev/etc.), and whether you need clients to approve images/video/PDFs, I can narrow this to the cheapest setup that will work well.

For a small agency with its first client, I’d start with Plutio if you want one cheap system covering scheduling, team collaboration, and client-facing approvals. Its current plans are flat-rate rather than per-seat, and it includes client portals, scheduling, project management, and approval/feedback workflows. Plutio Capterra

• Plutio: Best if you want everything in one place; roughly $19–$39/month depending on plan/source. Capterra
• ClickUp: Cheaper starting point ($7/user/month paid), excellent team/project management, but client approval workflows may require more setup. clickup.com
• Teamwork: More agency-focused, with client portal and time tracking, but pricier as the team grows. stackfyi.com

My practical pick: Plutio for client-facing simplicity; ClickUp if minimizing cost is the priority.

For a small agency onboarding your first client, I’d avoid expensive “agency OS” tools at the start. You mainly need:

1. Scheduling (kickoffs, reviews, recurring calls)
2. Team workspace (tasks, files, communication)
3. Client approvals (proofing, feedback, sign-off)

My picks:

My recommendation for a first client

Option A — lowest cost, good enough

• clickup.com: project board + deadlines + client workspace
• calendly.com: booking calls
• drive.google.com: files
• Email or Slack for communication

You can probably run your first few clients for almost nothing.

Option B — more polished client experience

• tryapprove.com if you want clients to have one place for onboarding, deliverables, approvals, and invoices. TryApprove TryApprove

Option C — creative/content/design agency

• thickethq.com is worth looking at because it is designed around client engagements rather than generic task management. Thicket

For a first client, I’d personally start with ClickUp + Calendly + Drive and only move to an all-in-one client portal once you have 3–5 active clients. It keeps costs low while you learn your workflow.

If you tell me your agency type (marketing, web design, video, branding, dev, consulting, etc.) and team size, I can narrow it down.

For a small agency onboarding its first client, I’d optimize for one system rather than stitching together Calendly + Slack + Google Drive + approval software.

My pick: Teamwork.com

Teamwork.com is probably the best fit if your agency is doing recurring client work.

• Scheduling/project management: tasks, boards, lists, Gantt, templates and time tracking.
• Team collaboration: keep conversations, files, tasks and deadlines around each client project.
• Client collaboration: clients can be invited as free client users, with permissions restricted to what they need. Teamwork Support Center Teamwork Support Center
• Approvals: its higher plans support Proofs for reviewing/approving creative work. Teamwork
• Price: there's a free plan for up to 5 users, while the paid Basics plan is currently $9.99/user/month annually. Teamwork

teamwork.com

If you want the absolute cheapest: ClickUp

ClickUp is my alternative. Its free plan is unusually capable, and its paid Unlimited tier is around $7/user/month according to its current agency comparison. ClickUp It handles tasks, docs, calendars, chat and client/guest access well.

The catch: client approvals and client-facing workflows can feel more like you're configuring a project-management tool rather than using a purpose-built agency system.

clickup.com

If client onboarding/scheduling matters most: Bonsai

Bonsai is attractive for a first client because it combines projects, CRM, proposals/contracts, scheduling, client portal, invoices and payments. Its Essentials plan is currently $19/user/month annually. Bonsai

I'd choose it if you're also trying to replace your proposal → contract → invoice → client portal workflow.

hellobonsai.com

What I'd do in your shoes

My recommendation: start with Teamwork.com Free if you're literally onboarding client #1. You can get your internal team and client into the same project without paying for client seats, and upgrade only when the limitations actually matter. Teamwork Teamwork Support Center

If by “scheduling” you mean clients booking meetings with you rather than scheduling project tasks, I'd lean Bonsai or HoneyBook instead. HoneyBook's Scheduler lets clients book from your real-time availability, and its plans start at $29/month annually. HoneyBook HoneyBook Help Center

honeybook.com

If you tell me what kind of agency you are (marketing, web/design, video, SEO, etc.) and how many people are on the team, I can give you a very specific $0–$50/month stack for your first client.

For a small agency onboarding your first client, I’d avoid building a complicated stack. You mainly need:

1. Scheduling (calls, onboarding, reviews)
2. Team collaboration (tasks, deadlines, files)
3. Client approvals (clear “approved / changes requested” trail)

My recommendation: start with a lean stack under ~$20–50/month and upgrade only when you have multiple clients.

Best cheap setups

Option 1 — Best overall starter stack (my pick)

ClickUp + Calendly + Google Drive

• ClickUp — project management, client spaces, tasks, docs, comments, basic approvals
• Calendly — client calls and onboarding scheduling
• Google Drive — assets, contracts, deliverables

Why:

• Cheap/free tiers are enough for your first client
• Looks professional
• Easy to create a client portal-style workflow
• Can scale into more complex agency operations

ClickUp is frequently recommended for agencies because it combines tasks, docs, client access, and time tracking features in one place. VettedSaaS

Example workflow:

• Client signs → create Client Workspace
• Add onboarding checklist
• Schedule kickoff call
• Upload brief
• Create deliverables
• Client reviews → comments → approves

Option 2 — Cheapest “looks professional” setup

Notion + Calendly + Google Drive

Best if you are:

• A design/content/marketing agency
• Doing fewer projects
• Want a beautiful client-facing dashboard

Use Notion for:

• Client hub
• Meeting notes
• Brand guidelines
• Project timeline
• FAQ
• Content calendar

Downside:

• Approvals are weaker than dedicated agency tools. VettedSaaS

Option 3 — Agency-specific all-in-one

Bonsai

Good if you want:

• Proposals
• Contracts
• Client portal
• Time tracking
• Invoicing
• Projects

It is designed around freelancers and small agencies, with client-facing workflows built in. Listicler

I’d choose this if your agency is already charging retainers or project fees and you want fewer separate tools.

Option 4 — If approvals are the biggest pain

Use a normal project tool plus a dedicated approval tool.

Examples:

• TryApprove — client portals, approvals, visual feedback workflows TryApprove
• Filestage — stronger review/approval workflows for creative teams

Probably overkill for client #1, but useful when you have lots of revisions.

What I would do for your first client

Month 1 setup:

Cost: likely $0–30/month to start.

Avoid:

• Monday.com too early (can get expensive as seats grow)
• Slack as your main client system (information disappears)
• Building a custom portal before you have repeatable processes

Once you reach ~5–10 active clients, then consider moving to an agency platform like Bonsai, Teamwork, or a more specialized approval system. Listicler

If you tell me your agency type (web design, marketing, video, SEO, ads, dev, etc.) and team size, I can suggest a tighter stack.

For a small agency onboarding its first client, I’d keep the stack very lean. My top pick would be Plutio if you want the client-facing experience to feel professional; ClickUp if your priority is keeping costs as close to $0 as possible.

My recommendation

🥇 Plutio — best all-in-one agency starter

plutio.com is probably the closest fit to what you described.

It combines:

• Project/task management — team collaboration and client tasks
• Client portal — client can log in and see project information
• Proposals/contracts & approvals
• Scheduling
• Time tracking
• Invoicing/payments
• Automated workflow from approved proposal → project/tasks

Its current pricing starts around $19/month, with higher tiers adding team members and unlimited clients. Plutio Capterra

Why I'd choose it for a first client: you can avoid assembling five different tools and give the client one place to interact with you.

🥈 ClickUp — best cheap option

clickup.com is my choice if you're willing to build a slightly more DIY workflow.

The free plan includes unlimited tasks, members, collaborative Docs, Kanban boards and calendar functionality. The paid Unlimited plan is currently $7/user/month annually or $10 monthly. ClickUp

It also supports external guests, and its Planner works with Google/Outlook calendars. ClickUp Help ClickUp Help

The catch: client approvals aren't as naturally agency-oriented as Plutio. You can build an approval workflow with statuses, forms, comments, etc., but you'll be configuring it yourself.

🥉 Bonsai — good if you're also doing contracts/invoicing

hellobonsai.com is worth considering if your agency needs proposals, contracts, invoices and payments as much as project management.

But for a team-based agency, I'd lean toward Plutio or ClickUp. Bonsai is more freelancer-oriented, and some of its more agency/client-facing capabilities are pushed into higher tiers. Plutio Plutio

What I'd actually do

For your first client, I'd choose:

The big advantage is that you're not teaching the client to use Asana + Calendly + Google Drive + Slack + DocuSign + Stripe separately.

If $19/month feels too high right now: start with ClickUp Free and Google Calendar, then move to Plutio once you have a couple of paying clients.

If you tell me what kind of agency you run (marketing, web design, video, AI automation, social media, etc.) and how many people are on the team, I can give you a very specific $0–$30/month starter stack and the exact client onboarding workflow I'd use.

For a small agency onboarding its first client, I’d keep it simple and avoid paying for a giant stack.

My pick: clickup.com

Best value if your priority is team collaboration + client approvals.

• Free plan: unlimited tasks and unlimited free-plan members, with Docs, Kanban boards, Calendar, forms, etc. ClickUp
• $7/user/month annually for Unlimited adds unlimited storage, guests with permission control, time tracking, integrations, and more. ClickUp
• Great for building a client workspace with: - Project/task management
• Content calendars
• Client feedback/approval tasks
• Internal comments and @mentions
• Docs/SOPs
• Client guest access

The downside: ClickUp isn't primarily a client-management/approval platform, so you'll need to design your workflow yourself.

If you want an agency-specific all-in-one: hellobonsai.com

This is probably my second choice, and potentially the better choice if you also want proposals, contracts, invoices, scheduling, and a client portal.

Its Essentials plan is $19/user/month annually and includes scheduling, proposals/contracts, forms/questionnaires, invoicing/payments, and a client portal. Premium adds workload management, Gantt, client tasks/messaging, and integrations. Bonsai

Bonsai's scheduling also connects to Google, Apple, Office 365, Exchange, and Outlook calendars. Bonsai Help Center

What about Dubsado?

dubsado.com is excellent if your biggest concern is client onboarding and administration rather than day-to-day team project management.

Its Starter plan is $35/month, while Premier is $55/month and adds scheduling, workflows, proposals, and Zapier. Up to three additional team members are included. Dubsado Dubsado Help Center

So I'd rank them:

For your situation, I'd start with ClickUp Free. Don't overbuild the agency infrastructure before you have several clients. Create one reusable Client Template with Onboarding → Strategy → Production → Client Review → Revisions → Approved → Delivered, and give the client guest access only where needed.

If you tell me what kind of agency you run (marketing, design, web, social media, video, etc.) and how many people are on the team, I can recommend the cheapest exact stack—including scheduling, approvals, file sharing, and client communication.

For a small agency onboarding its first client, I’d avoid buying a full “agency operating system” too early. You mainly need:

1. Scheduling — kickoff calls, reviews, deadlines
2. Team collaboration — tasks, files, internal discussion
3. Client approvals — clear feedback + sign-off trail

My shortlist:

Best cheap starter stack: ClickUp + Calendly + Google Drive

Estimated cost: $0–$15/month to start

• Project management: ClickUp

• Free plan is enough for a first client
• Tasks, comments, docs, timelines, client guests
• Good if you expect to grow into multiple clients
• Scheduling: Calendly

• Free plan handles basic booking links
• Client can schedule kickoff/review calls
• Files: Google Drive

• Simple client folders, permissions, shared docs
• Approvals: Use ClickUp comments/statuses initially:

• “Needs review”
• “Client changes requested”
• “Approved”

This is the setup I’d pick for a first client because it is cheap and won’t force you to migrate immediately.

Best “looks professional to clients” option: TryApprove

TryApprove is more client-facing: it combines onboarding, client portals, approvals, project tasks, and invoicing. Its free tier includes client onboarding, portals, approvals, and limited projects; paid plans add more team features. TryApprove TryApprove

Good if your agency delivers:

• designs
• marketing assets
• websites
• content
• videos

The client experience is cleaner than inviting someone into your internal project board.

Best all-in-one agency feel: Thicket

Thicket is built specifically around agency/client engagements: one project can hold briefs, tasks, schedules, conversations, files, and client approvals. It offers a free plan and paid plans starting around the lower end of agency software pricing. Thicket

Good fit if you want:

• one workspace per client
• client access without exposing internal work
• repeatable onboarding templates

What I would NOT buy yet

Avoid these until you have several clients:

• expensive CRM + PM bundles
• enterprise tools like Monday.com or Asana paid tiers (great tools, but cost grows with seats)
• dedicated proofing tools unless clients constantly request revisions

My recommendation by agency type

• Marketing / consulting agency: ClickUp + Calendly + Drive
• Design / creative agency: TryApprove or Thicket
• Social media agency: a social approval platform may be worth it; tools like Ovia focus on review-to-scheduling workflows for social content. Ovia
• Web development agency: ClickUp + GitHub + Drive + a simple approval workflow

For your first client, I’d start with:

Client portal: ClickUp
Calls: Calendly
Documents: Google Drive
Contracts: PandaDoc or simple e-signature tool
Invoice: Stripe or QuickBooks

Then upgrade only when the client workflow starts hurting.

For a small agency onboarding its first client, I would avoid buying a full “agency operating system” too early. You mainly need:

1. Scheduling — kickoff calls, reviews, deadlines
2. Team collaboration — tasks, files, internal communication
3. Client approvals — clear “approved / changes requested” trails

My recommendations by budget:

Best cheap starter stack: ClickUp + Calendly + Google Drive

Approx. cost: $0–$15/month to start

• Project management: ClickUp - Good free tier
• Client tasks, timelines, docs, comments, dashboards
• Add clients as guests instead of exposing internal workspaces
• Often a good “one tool for everything” choice for early agencies. ClickUp
• Scheduling: calendly.com - Easy client booking links
• Connects to Google/Outlook calendars
• Files: drive.google.com - Simple client folders and asset collection

Best for: marketing agencies, web studios, design/dev shops starting with 1–5 clients.

Best polished client experience: HoneyBook

Approx. $39/month range

HoneyBook is stronger if your onboarding includes:

• proposals
• contracts
• invoices
• questionnaires
• client communication

It feels more professional to the client than a raw project board. It is especially popular with small creative businesses. AgencyPro

Best for: branding, photography, consulting, creative services.

Best “agency portal” approach: Thicket

Around $25–$49/month depending on plan

Thicket is built around keeping each client engagement together: briefs, tasks, schedules, files, communication, and approvals. Thicket

Best for: agencies that want clients to feel like they have a dedicated workspace.

Cheapest DIY setup: Notion + Loom + Calendly

$0–$10/month

• Notion — client hubs, briefs, checklists
• loom.com — async walkthrough videos
• Calendly — meetings

This works surprisingly well for your first few clients, though approvals become manual. AgencyPro

My pick for a first client

I’d start with:

Internal: ClickUp
Client-facing: simple ClickUp guest access + Google Drive folder
Meetings: Calendly
Approvals: ClickUp task status (“Waiting for Client Approval”) + comments

Upgrade later to HoneyBook, Thicket, or a dedicated client portal when:

• you have 5–10 active clients
• clients are asking “where do I upload things?”
• approval chasing is taking hours each week

Avoid paying for Monday.com, Asana premium, or complex agency CRMs until your workflow is proven. For a first client, simplicity beats having every feature. vettedsaas.com

I’d start with:

Internal: ClickUp
Client-facing: simple ClickUp guest access + Google Drive folder
Meetings: Calendly
Approvals: ClickUp task status (“Waiting for Client Approval”) + comments

If you're a small agency onboarding your first client, I'd optimize for one cheap system that the client can actually use, rather than assembling 3–4 separate apps.

My pick: Plutio

Plutio is probably the best fit for your situation.

• $19/month on the Core plan, with projects, tasks, scheduling, forms, proposals, contracts, time tracking, invoicing and a client portal. Plutio Plutio
• Clients get their own portal and don't need a Plutio subscription. You control exactly which projects/files/tasks they can see. Plutio
• Scheduling is built in, so you don't need Calendly.
• For actual team collaboration, the important catch is that Core is solo-only. Pro is $49/month and includes up to 30 contributors. Plutio
• It also handles proposals/contracts/approvals, which is useful when you're onboarding your first client.

So I'd start with Plutio Core if you're currently just you, then move to Pro once you actually have a team member who needs access.

Two alternatives I'd consider

Bonsai is excellent if your agency is more service/freelance oriented.

Bonsai

Its Essentials plan is $19/user/month annually and adds scheduling, proposals/contracts, forms, invoicing and a client portal. Premium is $29/user/month annually and adds workload management, Gantt, client messaging/tasks and reporting. Bonsai

I'd choose Bonsai if billing, proposals and client management are as important as project collaboration.

ClickUp is my choice if internal team/project management is the priority. It has strong task management and client/guest access, but you'll probably end up adding separate tools for polished client approvals, contracts, scheduling, etc. ClickUp's guest pricing/permissions can also get more complicated as your client access becomes more sophisticated. ClickUp Help ClickUp Help

What I'd do for your first client

The big advantage is that your client experiences one professional workspace instead of "here's our ClickUp, here's our Calendly, here's a Google Drive folder, and here's a separate approval link."

My ranking for a brand-new small agency:

1. 🥇 Plutio — best value/all-in-one
2. 🥈 Bonsai — best if you're heavily focused on client/billing workflows
3. 🥉 ClickUp — best if internal project management is the main concern

If you tell me how many people are on your agency team and what kind of work you do (marketing, web design, social media, branding, etc.), I can give you a specific $20–50/month stack and client onboarding workflow rather than just comparing software. Plutio citeturn0search3

Bonsai

Its Essentials plan is $19/user/month annually and adds scheduling, proposals/contracts, forms, invoicing and a client portal. Premium is $29/user/month annually and adds workload management, Gantt, client messaging/tasks and reporting. Bonsai

I'd choose Bonsai if billing, proposals and client management are as important as project collaboration.

ClickUp is my choice if internal team/project management is the priority. It has strong task management and client/guest access, but you'll probably end up adding separate tools for polished client approvals, contracts, scheduling, etc. ClickUp's guest pricing/permissions can also get more complicated as your client access becomes more sophisticated. help.clickup.com help.clickup.com

What I'd do for your first client

The big advantage is that your client experiences one professional workspace instead of "here's our ClickUp, here's our Calendly, here's a Google Drive folder, and here's a separate approval link."

My ranking for a brand-new small agency:

For a small agency onboarding its first client, I’d avoid stitching together 4–5 tools. You want one place for the team, a professional client experience, and enough approval workflow without a big monthly bill.

My pick: Bonsai

Bonsai is probably the best all-in-one value for your situation.

Its Essentials plan is $19/user/month when billed annually and includes:

• Project/task management
• Client portal
• Scheduling
• Proposals and contracts
• Invoicing/payments
• Forms/questionnaires
• Client collaboration
• File sharing

Bonsai Bonsai Help Center Bonsai Help CenterThat's particularly attractive for a first client because you can make the client portal the single front door rather than having the client bounce between Slack, Trello, Calendly, Google Drive, etc.

How I'd rank the options

When I'd choose ClickUp instead

ClickUp is excellent if your agency is primarily concerned with getting the team organized.

Its free plan supports unlimited members, tasks, collaborative docs, Kanban boards and calendar views; the Unlimited plan is currently listed at $7/user/month annually. ClickUp

The catch: I'd consider ClickUp more of a work-management system than a polished client-management system. You may eventually want a separate client-facing approval/proposal/payment tool.

When I'd choose HoneyBook

HoneyBook is compelling if your "onboarding" includes proposal → contract → payment → scheduling → client portal.

The Starter plan is $29/month annually, while Essentials is $49/month annually and adds the Scheduler, automations and up to two team members. HoneyBook Help Center HoneyBook Help Center

HoneyBook can also combine scheduling, signatures and payment in the client workflow, which is very nice for a service agency. HoneyBook Help Center

What I'd actually set up

For your first client, I'd keep it extremely simple:

Bonsai
→ Client portal
→ Project
→ Tasks/milestones
→ Client files
→ Client communication
→ Scheduling
→ Proposals/contracts/invoices

Then use Slack internally only if your team actually needs real-time chat.

For approvals, I'd create a simple workflow:

Draft → Internal Review → Client Review → Changes Requested → Approved → Final

That gives you a professional process without buying an expensive agency-management platform.

Bottom line: I'd start with Bonsai Essentials if you want one cheap system covering the client relationship, scheduling and project work. If your agency's biggest pain is internal task/project management, go with ClickUp instead and add a dedicated client-approval tool later. Bonsai ClickUp

If you tell me how many people are on your team + what kind of agency you run (marketing, design, web, video, etc.), I can give you a $20–$50/month stack I'd use for your first 5 clients.

For a small agency onboarding its first client, I’d keep the stack very lean. My top pick is plutio.com.

My recommendation: Plutio

At $19/month, Plutio puts a surprising amount into one system:

• Scheduling: clients can book meetings through your availability.
• Team collaboration: projects, tasks, boards, calendars, assignments, time tracking.
• Client approvals: proposals/contracts can be signed, and clients get a portal for project communication/files.
• Client onboarding: forms/questionnaires, contracts, proposals and automated workflows.
• Billing: invoices and payments are built in, which becomes useful once you have retainers.
• No tool sprawl: you're not paying separately for Calendly + Asana/ClickUp + a client portal + proposal software. Plutio Plutio

Important catch: the $19 Core plan is designed for a solo operator and doesn't include additional contributors. If you already have a small team that needs to work inside the platform, Pro is $49/month and includes 30 contributors. Plutio

How I'd compare the alternatives

Teamwork does have a free plan for up to 5 users and 5 projects, while its paid Basics tier starts at $9.99/user/month annually. But features such as more sophisticated client/service workflows sit higher up the plans. Teamwork

ClickUp is another compelling budget option—the current agency comparison lists its Unlimited plan at about $7/user/month, but I'd expect you to supplement it with dedicated scheduling/client-approval tools depending on your workflow. ClickUp

What I'd actually do for client #1

If you're solo:
Plutio Core — $19/mo

If you have 2–5 people who need access:
Plutio Pro — $49/mo

Then set up one client template:

Lead → Onboarding → Kickoff → In Progress → Client Review → Approved → Delivered

Have the client use the portal for files, feedback, approvals and communication, while your team works from the internal project/task views.

That gives you a reasonably professional client experience without building a 7-tool Frankenstein stack on day one. Plutio

If you tell me how many people are on the agency + what kind of agency you are (web/design/marketing/video/etc.), I can narrow this down to the cheapest 2–3-tool stack I'd use, including exact monthly cost.

For a small agency onboarding its first client, I’d avoid buying a big “agency operating system” too early. You mainly need:

1. Scheduling (kickoffs, reviews, availability)
2. Team collaboration (tasks, ownership, deadlines)
3. Client approvals (feedback, sign-off, avoiding email chains)

My budget-friendly picks:

My recommendation for a first client:

Option A — Cheapest professional stack (~$0–20/month)

• ClickUp → internal projects + client tasks
• Calendly → scheduling
• Google Drive → files
• Loom → async walkthroughs
• Client gets a shared ClickUp view or simple Notion portal

This is enough for most 1–5 person agencies.

Option B — More premium client experience (~$40–60/month)

• HoneyBook → contracts, intake, scheduling, payments
• ClickUp → delivery and team workflow

Option C — If your agency does design/content/creative approvals

Use a tool with visual feedback/approval workflows rather than email comments. Some agency-focused platforms combine client portals and approvals, but they usually cost more than a basic stack. TryApprove

If I were starting a small agency today, I’d pick ClickUp + Calendly + Google Drive and only add a client portal/invoicing platform once the second or third client makes the workflow painful.

If you tell me your agency type (marketing, web design, video, branding, consulting, etc.) and team size, I can narrow it down.

For a small agency onboarding its first client, I’d avoid building a 5–6 tool stack. You want something cheap that can handle:

• 📅 Client/team scheduling
• 👥 Internal task collaboration
• 💬 Client communication
• ✅ Review/approval workflows
• 📁 Files and project visibility
• Ideally proposals/contracts/invoicing too

My pick: Plutio

plutio.com is probably the best fit if your priority is getting the agency operational cheaply with one system.

Its current Core plan is $19/month and includes projects/tasks, scheduling, forms, client portal, proposals, contracts, invoicing, time tracking and file storage. The catch: Core is designed for a solo operator and doesn't include team contributors. Plutio Plutio

If you actually have 2+ people collaborating internally, Plutio Pro is $49/month and includes up to 30 contributors plus unlimited active clients. Plutio

For your situation, I'd start with Plutio Pro if you already have a small team. It gives you one client-facing workspace rather than stitching together Calendly + Asana/ClickUp + a client portal + contracts + invoicing.

The other option I'd consider: HoneyBook

honeybook.com is excellent if your agency is more sales/client-management oriented than project-management oriented.

Its Starter plan is currently $29/month billed annually ($36 monthly) and includes clients/projects, invoices, payments, proposals, contracts, calendar and client portal. However, the Scheduler and team functionality start on Essentials at $49/month annually ($59 monthly), with up to 2 team members. HoneyBook HoneyBook

So I'd choose:

What I'd do for your first client

I'd keep the stack extremely simple:

Plutio → everything

Set up:

1. Client portal — one place for the client.
2. Project board — Brief → In Progress → Internal Review → Client Review → Approved → Complete.
3. Approval tasks — client gets a clear approval/revision action rather than feedback scattered across email.
4. Shared calendar/scheduling — client books calls from your availability.
5. Files — briefs, deliverables and final assets live with the project.
6. Contracts/invoices — keep the commercial side in the same system.

Plutio specifically includes client portals and scheduling across its plans, and its Pro tier adds team collaboration. Plutio Plutio

Bottom line: $49/month for Plutio Pro is what I'd use for a 2–5 person agency starting out. It's much more compelling than paying for separate scheduling, project management, client portal, contracts and invoicing tools at this stage.

If you tell me what kind of agency you are (marketing, web design, video, branding, AI, etc.) and how many people are on the team, I can give you a specific $50–100/month stack and the exact client onboarding workflow I'd set up.

Its Starter plan is currently $29/month billed annually ($36 monthly) and includes clients/projects, invoices, payments, proposals, contracts, calendar and client portal. However, the Scheduler and team functionality start on Essentials at $49/month annually ($59 monthly), with up to 2 team members. honeybook.com honeybook.com

So I'd choose:

What I'd do for your first client

I'd keep the stack extremely simple:

Plutio → everything

Set up:

For a small agency onboarding its first client, I’d keep the stack simple and avoid paying for 3–4 separate tools.

My pick: Teamwork.com

Teamwork.com is probably the best fit if your priority is agency/client work rather than just internal task management.

• Team collaboration: tasks, boards, lists, Gantt, milestones, comments, files.
• Client collaboration: clients can be invited into projects with controlled permissions, at no additional cost. Teamwork Teamwork Support Center
• Approvals: built-in Proofs let clients review/approve files. The free plan includes 5 proofs/month, while Basics includes 20/month. Teamwork Support Center
• Scheduling: project/task scheduling, dependencies, Gantt views and milestones are built in. Teamwork
• Cost: the Free plan supports up to 5 users and 5 projects; Basics is currently $9.99/user/month billed annually. Teamwork

teamwork.com

The setup I'd use

Teamwork.com + Google Workspace + Calendly

Teamwork = projects, tasks, client communication and approvals
Google Drive = working files
Calendly = meetings/scheduling

That gives you a pretty complete agency operating system without a huge monthly software bill.

Two alternatives

ClickUp — probably my choice if internal team productivity is more important than the client experience. It's extremely feature-rich and has a free plan, with paid tiers aimed at small teams and additional guest/collaborator capabilities. ClickUp Help ClickUp Help

clickup.com

monday.com — very easy for a new team to understand and visually organize. The free plan is limited to 2 seats, while Basic is currently listed at $9/seat/month when billed annually. monday.com monday.com I'd choose it if simplicity/adoption matters more than sophisticated agency workflows.

monday.com

My ranking for your situation

If you're literally onboarding your first client, I'd start with Teamwork's free plan and only upgrade once you hit its limits. It is unusually well suited to making the client part of the workflow rather than forcing you to bolt a client portal onto an internal PM system. Teamwork Teamwork

If you tell me how many people are on your agency team, what kind of work you do (web/design/marketing/etc.), and roughly how many clients you expect in the next 6–12 months, I can recommend the cheapest exact stack and how I'd structure the client onboarding workflow.

For a small agency onboarding its first client, I’d keep the stack as simple as possible. My pick would be Plutio.

My shortlist

*Current advertised pricing; annual billing can change the effective monthly rate.

🥇 I'd choose Plutio

plutio.com is unusually well suited to your exact stage because it combines projects, tasks, team collaboration, client portal, scheduling, proposals, contracts, time tracking and invoicing rather than making you assemble 4–5 separate tools. Its current Core plan is $19/month, while Pro is $49/month and adds up to 30 contributors and unlimited active clients. Plutio Plutio

For your first client, I'd probably start with Core if you're still essentially solo, then move to Pro once you actually need teammates. The catch is important: Core doesn't include additional contributors, so it isn't really the right plan if two or more people need to actively work inside the workspace. Plutio

It also has native scheduling, so a client can book meetings without you adding Calendly, and the booking can live alongside the client's projects and other information. Plutio Plutio

🥈 Bonsai if client-facing polish matters most

hellobonsai.com is another strong option. Its $19/user/month Essentials plan includes invoicing, proposals/contracts, forms, scheduling and a client portal. Premium at $29/user/month adds workload management, Gantt, client tasks/messaging and reporting. Bonsai

I'd choose Bonsai over Plutio if your agency is primarily selling creative/professional services and you want the client-management side to feel particularly polished.

🥉 Teamwork if approvals/projects are the core

teamwork.com is worth considering if you're going to have lots of deliverables moving through review. Its platform specifically supports client users and Proofs for file approvals, alongside project/task management and time tracking. There's also a free plan for up to 5 users and 5 projects; paid Basics is currently advertised at $9.99/user/month when billed annually. Teamwork

What I'd actually do

For a first client, I'd avoid building a complicated stack like:

ClickUp + Calendly + Google Drive + Slack + DocuSign + Stripe

Instead, I'd aim for:

Plutio → one client portal → one project → one approval workflow → one scheduling link.

That gives the client a single place to interact with you, which is especially valuable when you're establishing the agency's process.

My ranking for your situation:

1. Plutio — best value/all-in-one
2. Bonsai — best polished freelancer/agency experience
3. Teamwork — best if approvals and project delivery dominate
4. ClickUp — best if you mainly need internal project management and don't mind adding other tools

If you tell me how many people are on the agency team (e.g. 2, 3, 5) and whether you're doing design/video/marketing/web development, I can narrow this down to one platform and give you the cheapest setup.

*Current advertised pricing; annual billing can change the effective monthly rate.

🥇 I'd choose Plutio

plutio.com is unusually well suited to your exact stage because it combines projects, tasks, team collaboration, client portal, scheduling, proposals, contracts, time tracking and invoicing rather than making you assemble 4–5 separate tools. Its current Core plan is $19/month, while Pro is $49/month and adds up to 30 contributors and unlimited active clients. Plutio Plutio

For your first client, I'd probably start with Core if you're still essentially solo, then move to Pro once you actually need teammates. The catch is important: Core doesn't include additional contributors, so it isn't really the right plan if two or more people need to actively work inside the workspace. Plutio

It also has native scheduling, so a client can book meetings without you adding Calendly, and the booking can live alongside the client's projects and other information. Plutio Plutio

🥈 Bonsai if client-facing polish matters most

hellobonsai.com is another strong option. Its $19/user/month Essentials plan includes invoicing, proposals/contracts, forms, scheduling and a client portal. Premium at $29/user/month adds workload management, Gantt, client tasks/messaging and reporting. Bonsai

I'd choose Bonsai over Plutio if your agency is primarily selling creative/professional services and you want the client-management side to feel particularly polished.

🥉 Teamwork if approvals/projects are the core

teamwork.com is worth considering if you're going to have lots of deliverables moving through review. Its platform specifically supports client users and Proofs for file approvals, alongside project/task management and time tracking. There's also a free plan for up to 5 users and 5 projects; paid Basics is currently advertised at $9.99/user/month when billed annually. teamwork.com

What I'd actually do

For a first client, I'd avoid building a complicated stack like:

ClickUp + Calendly + Google Drive + Slack + DocuSign + Stripe

Instead, I'd aim for:

Plutio → one client portal → one project → one approval workflow → one scheduling link.

That gives the client a single place to interact with you, which is especially valuable when you're establishing the agency's process.

My ranking for your situation:

For a small agency onboarding its first client, I’d keep the stack very lean. My top pick is ClickUp if you want one system for scheduling + team work + client approvals.

My recommendation: ClickUp

clickup.com is unusually good value for a new agency because the free plan already includes unlimited tasks, unlimited members, Docs, Kanban boards, Calendar view, and forms. The Unlimited plan is currently $7/user/month when billed annually ($10 monthly) and adds unlimited storage, Gantt charts, time tracking, integrations, and permission-controlled guests. ClickUp ClickUp

For your workflow, I'd set it up like:

• Client onboarding → Form → automatically creates onboarding tasks
• Project management → one List/Board per client
• Team collaboration → tasks, comments, Docs, files
• Scheduling → Calendar + Google Calendar integration
• Client approvals → create a client-facing approval/proofing workflow
• Client access → invite the client as a guest rather than giving them access to the whole workspace
• Internal work → keep strategy, budgets, notes, etc. private

One important caveat: ClickUp's free guest permissions are relatively broad, whereas paid plans give you more control over client access. ClickUp Help ClickUp

The other option I'd seriously consider: Bonsai

hellobonsai.com is actually better if you're thinking of the platform as your agency's client-management hub, rather than primarily a project-management tool.

Its Essentials plan is currently $19/user/month annually and includes scheduling, client portal, forms/questionnaires, proposals, contracts, invoicing and payments. Bonsai

The client portal lets clients see project information, upload files, track activity and communicate with you in one place. Bonsai Help Center Its scheduling can connect to Google, Apple, Office 365, Exchange and Outlook calendars. Bonsai Help Center

So I'd think of them this way:

What I'd do in your shoes

Start with ClickUp Free if you're trying to keep your first-client costs near zero. You can genuinely run the first client there without buying a bunch of software. ClickUp Help

Then, if the agency starts getting clients, I'd probably graduate to:

ClickUp + Google Workspace + Stripe/QuickBooks

rather than immediately buying an expensive all-in-one agency platform.

If client-facing professionalism, contracts, invoices, scheduling and a branded portal are more important than sophisticated team/project management, I'd choose Bonsai Essentials instead.

Bottom line:

• 💰 Cheapest good starting point: ClickUp Free
• 🏆 Best all-around agency workflow: ClickUp Unlimited
• 🤝 Best client-facing all-in-one: Bonsai Essentials
• 🚫 I wouldn't pay for both yet—you'll create unnecessary complexity with your first client.

Its Essentials plan is currently $19/user/month annually and includes scheduling, client portal, forms/questionnaires, proposals, contracts, invoicing and payments. Bonsai

The client portal lets clients see project information, upload files, track activity and communicate with you in one place. Bonsai Help Center Its scheduling can connect to Google, Apple, Office 365, Exchange and Outlook calendars. Bonsai Help Center

So I'd think of them this way:

What I'd do in your shoes

Start with ClickUp Free if you're trying to keep your first-client costs near zero. You can genuinely run the first client there without buying a bunch of software.

Then, if the agency starts getting clients, I'd probably graduate to:

ClickUp + Google Workspace + Stripe/QuickBooks

rather than immediately buying an expensive all-in-one agency platform.

For a small agency onboarding its first client, I’d prioritize one platform rather than assembling 4–5 cheap tools.

My pick: Plutio

plutio.com is probably the best fit if your priorities are scheduling + team collaboration + client approvals/communication while keeping costs low.

• $19/month on the current Core plan.
• Client scheduling is built in, including booking pages and calendar integration. Plutio Plutio
• Projects/tasks, Kanban, calendars and Gantt views are included.
• Client portal lets the client access projects, files, messages and invoices in one place. Plutio
• Proposals and contracts with e-signatures are included, which is useful when onboarding a first client. Plutio
• Important: the $19 plan is effectively for a solo operator; team contributors start with the $49/month Pro plan, which includes 30 contributors. Plutio

So if it's you + occasional client collaboration, start at $19. If you already have a small internal team that needs accounts, budget for $49.

Runner-up: Bonsai

hellobonsai.com is another strong option, especially if your agency needs contracts, proposals, invoicing and client management as much as project collaboration.

Its Essentials plan is currently $19/user/month annually and includes scheduling, client portal, proposals/contracts, forms and invoicing. Premium is $29/user/month and adds things like workload management, Gantt, client messaging/tasks and reporting. Bonsai

I'd choose Bonsai if you're building a more freelancer/consulting-style client operation. I'd choose Plutio for a more agency/project-workflow-oriented setup.

What I'd actually do for your first client

Start with Plutio Core at $19/month and structure it like:

Client → Project → Tasks → Files → Approvals → Meetings

Have the client use the portal rather than scattering approvals across email/Slack.

For example:

• Monday: client submits requests/files
• During week: team works from project/task board
• Review: upload deliverable → client reviews/comments/approves
• Meetings: client books through your scheduling page
• Completed: approved deliverable gets marked done
• Billing: invoice/payment stays in the same system

That gives you a surprisingly professional client experience for $19/month, without prematurely buying a big agency-management suite. Plutio also offers a 7-day trial. Plutio

One caveat: if by "client approvals" you specifically mean visual approval of designs/videos/social posts with annotations and versioning, I'd consider a dedicated proofing tool alongside your project manager. That's a different requirement from simple document/task approval.

If you tell me what type of agency you run (marketing, web design, branding, social media, video, etc.) and how many people are on your team, I can give you a very lean $20–$50/month stack I'd use for the first client.

Start with Plutio Core at $19/month and structure it like:

Client → Project → Tasks → Files → Approvals → Meetings

Have the client use the portal rather than scattering approvals across email/Slack.

For example:

For a small agency onboarding its first client, I’d start with ClickUp.

My pick: ClickUp

clickup.com is probably the best cheap “one platform” option because you can handle:

• Scheduling: calendar, deadlines, recurring tasks, timelines
• Team collaboration: tasks, comments, Docs, chat, files
• Client approvals: clients can be invited as guests, and you can build approval/status workflows around tasks
• Client onboarding: create a reusable onboarding template with kickoff, access requests, deliverables, review rounds, and final approval
• Time tracking: useful once you start figuring out project profitability
• Automations: e.g. “When client approves → move task to Production”
• Cost: there's a free tier, and the Unlimited plan is currently listed at $7/user/month with annual billing. ClickUp Help ClickUp Help

The main downside is that ClickUp is more complicated to configure than something like Asana. ClickUp Help For a tiny agency, I'd deliberately keep the setup simple rather than trying to use every feature.

What I'd actually use

That gives you one operational hub rather than starting with 5–6 subscriptions.

Two alternatives worth considering

monday.com is my second choice if you want something extremely visual and easy for a client to understand. Its free plan is limited to 2 seats, while Basic is currently $9/seat/month with annual billing. monday.com

monday.com

Asana is better if you value simplicity and clean project management over having lots of functionality in one platform. It's particularly nice when your agency's workflow is basically brief → tasks → review → approval → delivery. ClickUp Help

asana.com

One important caveat

If by “client approvals” you mean a polished client-facing portal where the client can log in, review designs/files, leave feedback, approve/reject, see project status, etc., I'd consider a dedicated client portal rather than trying to force ClickUp to be one. ClickUp's client access is more of a guest/workspace model, not a fully branded agency portal. corcava.com SuiteDash

For your first client, though: don't overbuild it. I'd use ClickUp + Google Drive and get the workflow working before paying for a specialized agency platform.

If you tell me what type of agency you run (web/design, marketing, video, SEO, branding, etc.) and how many people are on the team, I can give you a very specific $0–$50/month stack and the exact client onboarding workflow I'd set up.

For a small agency onboarding its first client, I’d keep the stack very lean. My top recommendation is Plutio if you want one system, or ClickUp + Calendly if you care more about team project management.

My ranking

1. Plutio — best all-in-one for a tiny agency

• $19/mo Core, or $49/mo Pro with up to 30 contributors.
• Projects/tasks + team collaboration
• Client portal
• Client scheduling
• Forms/intake
• Proposals/contracts
• Client approvals and feedback workflows
• Invoicing/payments
• This is unusually good value because you don't have to bolt Calendly, a client portal, contracts, etc. onto a project-management tool. Plutio Plutio
• I'd choose Pro at $49/mo if you already have 2+ people actively working in the agency.
• ClickUp — best for internal agency collaboration

• Free plan exists; Unlimited is $7/user/month billed annually.
• Excellent for tasks, deadlines, calendars, docs, forms, time tracking, and internal workflows.
• Guests can be given controlled access, which can work for clients. ClickUp ClickUp Help
• The weakness is that client-facing approvals and scheduling aren't as naturally packaged as they are in an agency/client-management platform.
• I'd pair it with Calendly and possibly a dedicated approval tool once you have enough clients to justify it.
• HoneyBook — best if "client experience" matters more than team project management

• Starts at $29/mo billed annually.
• Includes client portal, proposals, contracts, invoices/payments, calendar, etc.
• The $49/mo Essentials tier adds the more useful scheduling/automation/team features and supports up to 2 additional team members. HoneyBook HoneyBook Help Center
• Very good for onboarding and getting a client from proposal → contract → payment → project, but I wouldn't pick it primarily as an agency's internal project-management system.

What I'd do in your position

If you're literally agency + first client, I'd start with:

Plutio Pro — $49/mo

Set up one client workspace with:

Client onboarding → Strategy → Production → Client Review → Approved → Scheduled → Reporting

Then give the client their portal rather than making them learn your internal task system. Plutio specifically supports client portals, scheduling, projects, forms, contracts and approval workflows. Plutio Plutio

That gives you one login/system instead of starting with the classic agency mess of:

ClickUp + Slack + Calendly + Google Drive + Notion + DocuSign + email + some approval tool

For a first client, $49/month for one integrated system is probably cheaper in both money and admin time than trying to assemble the cheapest individual tools.

One caveat: if your agency is primarily doing creative/content/social media, tell me that. I'd change my recommendation because the ideal approval workflow for designs/posts/videos is different from a general service agency.

For a small agency onboarding its first client, I’d avoid a big “enterprise” stack. You want something cheap, easy for the client to adopt, and professional enough that it feels like a real agency workflow.

My top picks:

What I’d pick for a first client

Option 1: Cheapest professional setup (my recommendation)

• ClickUp → project management, deadlines, tasks
• Google Drive → files
• Slack or email → communication
• Loom → async updates
• Use ClickUp statuses like: - Draft
• Internal review
• Client review
• Changes requested
• Approved
• Delivered

Cost: often $0–20/month to start.

Option 2: “Feels like a premium agency”

Use:

• Plutio for client portal + projects + invoices
• Loom for updates
• Google Drive for assets

This is better if you want the client to log into a branded workspace instead of seeing your internal tools. Agiled

Option 3: Creative agency (design/video/social)

Use:

• ClickUp or Notion for planning
• A dedicated proofing tool for approvals if needed (for example, tools focused on visual feedback and sign-off). Shotline

What I would not buy yet

• Monday.com: good product, but can get expensive as you add seats.
• Asana: polished, but you may pay for features you don’t need at one client.
• Salesforce/HubSpot-style CRM setups: overkill unless sales pipeline is already the bottleneck.

For a first client, the biggest win is not software — it’s having a single place where the client sees:

1. What’s happening
2. What you need from them
3. What’s approved
4. What’s next

If you tell me your agency type (web design, marketing, ads, video, dev, consulting, etc.) and team size, I can narrow it to a specific stack.

For a small agency onboarding its first client, I’d keep the stack as close to one platform as possible.

My pick: ClickUp

clickup.com is probably the best cheap all-rounder for your situation.

• Team collaboration: tasks, comments, Docs, chat, dashboards and shared files.
• Scheduling: calendar, Gantt, dependencies and workload/resource management. Some of the more useful scheduling features start on the paid Unlimited plan. ClickUp Help ClickUp
• Client collaboration: you can give clients controlled guest access rather than putting them inside your internal workspace. ClickUp Help ClickUp Help
• Approvals: you can structure deliverables as approval tasks/statuses, with the client commenting and signing off in context.
• Price: Free is surprisingly capable; Unlimited is currently $7/user/month annually ($10 monthly), with unlimited storage, time tracking, Gantt, integrations and permission-controlled guests. ClickUp

For a 2–3 person agency, I'd start on Free, build your workflow, and only upgrade once you hit a real limitation.

The alternative I'd seriously consider: Teamwork.com

teamwork.com is arguably better designed around agency/client work than ClickUp. Its Basics plan is currently $9.99/user/month billed annually, and Teamwork specifically supports client collaboration, project visibility and approval workflows. Teamwork Teamwork Support Center Teamwork Support Center

I'd choose Teamwork over ClickUp if your agency is going to become heavily client/project/delivery oriented, particularly if you eventually need time tracking, budgets, retainers and invoicing. Its higher tiers add things like workload planning, budgets, retainers and invoicing. Teamwork

What I'd do in your shoes

My recommendation: start with ClickUp. Don't over-engineer your first-client setup. Create one client Space, a standard project template, a content/deliverables approval workflow, and a client-facing area. Once you're managing 3–5 clients and feeling the limitations, reassess whether Teamwork is worth the migration.

If your agency is specifically marketing/social media/design/web development, I can also recommend the cheapest stack for that particular type of agency (including client portal + proposals + contracts + scheduling + approvals) and keep it to 2–3 tools.

For a small agency onboarding its first client, I would avoid building a huge stack. You mainly need:

1. Scheduling → client calls, discovery, check-ins
2. Team collaboration → tasks, owners, deadlines, internal notes
3. Client approvals → deliverables, feedback, sign-off

My recommendations:

hackceleration.comwww.plutio.comwww.stackfyi.com

My pick for a first client

Option A (most agencies): ClickUp + Calendly + Google Drive

• ClickUp → projects, tasks, client workspace
• Calendly → scheduling
• Google Drive → large files/assets
• Client approvals happen through ClickUp comments/statuses

This is probably the best balance of cheap + professional. ClickUp is often recommended for agencies because it combines project views, docs, automations, and task management at a low entry price. hackceleration.com

Option B (if you want a more “agency portal” feel): Plutio

• Client logs in
• Sees projects
• Books meetings
• Reviews invoices/documents
• Communicates in one place

This feels more like a mature agency even when you're small. www.plutio.com

Option C (creative/design/video agency): Teamwork
If your work involves lots of deliverables, revisions, approvals, and tracking hours, Teamwork is closer to what agencies need out of the box. hackceleration.comwww.plutio.comwww.stackfyi.com

What I would not do for your first client

• ❌ Slack as the client hub (messages get lost)
• ❌ Email approvals (“looks good!” is not a system)
• ❌ A $300+/month agency suite before revenue exists
• ❌ Too many tools

A simple setup could be:

Client onboarding form → ClickUp project template → weekly scheduled call → deliverable task → client approval → archive

For a first client, I’d start with ClickUp + Calendly + Google Drive and only upgrade when you have 3–5 active clients.

For a small agency onboarding its first client, I’d keep it simple and avoid stitching together 3–4 apps.

My pick: teamwork.com

It’s probably the best fit if your workflow is “client gives us work → team schedules/executes it → client reviews/approves → we deliver.”

• Free: up to 5 users and 5 projects. Teamwork
• Basics: $9.99/user/month annually, with project management, time tracking and client collaboration. Teamwork
• Client users: clients can collaborate without paying for additional client seats. Teamwork
• Approvals: its Proofs feature is specifically designed for reviewing/approving files, which is particularly useful for creative/content agencies. Teamwork Teamwork
• Scheduling: Gantt, boards, workload/capacity planning and calendar-related planning are available as you move up plans. Teamwork

The big advantage: it's built around client work, rather than being an internal task manager that you're trying to turn into a client portal.

Two alternatives I'd consider

1. clickup.com — cheapest/flexible option

ClickUp is excellent if you're primarily concerned with keeping your internal agency operations organized. Its Unlimited plan is listed at $7/user/month annually, and it has tasks, docs, calendars, time tracking and lots of customization. ClickUp Help

The downside is that client collaboration/permissions can get more complicated, and the platform has considerably more configuration. For a first client, that can become a distraction.

2. hive.com — worth considering for creative agencies

Recent agency-focused comparisons rate Hive particularly highly for proofing/approvals, while ClickUp tends to win on breadth and Teamwork on agency/client management. Hack'celeration

What I'd actually do

For your first client, I'd start with Teamwork's free plan and build one simple workspace:

Client
→ Project
→ Onboarding
→ Tasks
→ Content/Deliverables
→ Client Review
→ Approved
→ Completed

Have the client log in and approve/comment on deliverables there rather than having approvals scattered across email, Slack, Google Drive, etc.

Once you're regularly managing multiple clients, I'd move to Teamwork Basics rather than prematurely buying an expensive agency-management platform.

My ranking for your specific situation:

If you're a marketing/design/content agency, I'd choose Teamwork. If you're more of a web/dev/operations agency, I'd lean ClickUp.

For a small agency onboarding its first client, I’d optimize for one cheap system rather than building a stack of separate apps.

My pick: Plutio

plutio.com

Why: it covers all three things you asked for—scheduling, team collaboration, and client approvals—plus proposals, contracts, invoicing, files, and a client portal. Its current Core plan is $19/month, while Pro is $49/month and adds team collaboration with up to 30 contributors. Plutio Plutio

For your situation, I'd think about it this way:

ClickUp does have a free tier and is specifically positioned around small-team project management, but its pricing is based on workspace/user roles, and I'd expect you to add separate tools for scheduling and formal client workflows. ClickUp Help ClickUp Help

How I'd set it up

For your first client, keep it extremely simple:

Client → Plutio portal

• Project overview
• Tasks/milestones
• Files
• Feedback/communication
• Approval/sign-off
• Meeting scheduling
• Proposal → contract → project → invoice

Agency → Plutio workspace

• Internal tasks
• Assignments
• Deadlines
• Client communications
• Time tracking

That means you're not paying for something like Asana + Calendly + PandaDoc + a client portal separately.

One caveat: if by “client approvals” you specifically mean visual proofing—e.g. client clicks directly on a design/video and leaves pin-point comments—I'd consider a dedicated proofing tool alongside your project manager. But for ordinary approve/reject/sign-off on deliverables, Plutio is a very attractive starting point.

My recommendation: start with Plutio Core at $19/mo if you're working solo; move to Pro at $49/mo when you actually need multiple people collaborating. Plutio

If you tell me what kind of agency you run (marketing, web design, video, branding, SEO, etc.), I can narrow this down to the cheapest 2–3 setups that fit your actual client workflow.

For a small agency onboarding its first client, I’d avoid buying a big “agency management” suite yet. Keep the stack cheap and easy for the client to use.

My pick: ClickUp + a simple scheduler

clickup.com is probably the best starting point if team collaboration + client approvals are the priority.

• Team collaboration: tasks, comments, files, docs, deadlines, project views.
• Client collaboration: you can bring clients/external collaborators into the workspace rather than juggling email threads. ClickUp specifically positions its Business tier for teams working with clients and other collaborators. ClickUp Help ClickUp Help
• Cost: Free Forever is available; the Unlimited plan is currently listed at $7/user/month when billed annually. ClickUp Help
• Approvals: You can build a simple workflow such as Draft → Internal Review → Client Review → Approved → Scheduled.
• Downside: It's more of a project-management system than a polished client portal, so you'll need to configure it well.

For scheduling, I'd initially use Calendly's free tier or whatever calendar scheduling you already have rather than paying for a second major platform.

If you want the client experience to feel more professional

I'd consider honeybook.com instead.

HoneyBook is much better for the business/client relationship side: client portal, proposals, contracts, invoices/payments, calendar, and scheduling. Its Starter plan is currently $29/month annually ($36 monthly), while Essentials is $49/month annually ($59 monthly) and adds the Scheduler, automations, and up to two team members. HoneyBook HoneyBook

The catch: HoneyBook isn't as good as ClickUp for internal agency project collaboration and creative approvals.

What I'd actually do for your first client

If this is a social-media/content agency, I'd change the recommendation: use ClickUp for the agency operations and a dedicated content approval/scheduling tool such as Planable. Dedicated social tools are considerably better at letting a client see content, comment, and approve posts without getting dragged into your project-management system. Current 2026 comparisons particularly highlight Planable's inline/multi-step approval workflow. PostJay Best Social Media Scheduler

Bottom line: For client #1, I'd start with ClickUp Free + Calendly Free + Google Drive and spend $0/month until the workflow proves itself. Upgrade only when a limitation is actually costing you time.

If you tell me what kind of agency you run (social media, marketing, web design, video, branding, etc.) and how many people are on your team, I can give you a very specific $0–$50/month stack.

For a small agency onboarding its first client, I’d keep the stack simple rather than buying three separate tools.

My pick: Bonsai Essentials

Bonsai is probably the best all-in-one agency starter.

At the current annual-billing price, Essentials is $19/user/month and includes:

• Project/task management for your team
• Client portal for sharing files, updates, and communication
• Scheduling
• Proposals & contracts
• Forms/questionnaires
• Invoicing & payments
• Unlimited clients/projects www.hellobonsai.comhelp.hellobonsai.com

The client portal is particularly useful because you can give the client one place to see project information, upload files, communicate, and track activity rather than having everything scattered across email. www.hellobonsai.comhelp.hellobonsai.com

One caveat: if by "client approvals" you mean sophisticated proofing/markup of designs, videos, PDFs, etc., Bonsai isn't as strong as a dedicated proofing platform.

If team collaboration is the priority: ClickUp

ClickUp is my alternative.

Its free plan is surprisingly capable, and ClickUp supports external guests so clients can participate in specific projects/content. help.clickup.com

I'd use:

ClickUp + Calendly + Google Drive

if your agency needs a proper internal project-management system and you're comfortable having the client-facing pieces spread across a few tools.

The downside is that it can become overkill for client #1.

If client experience + payments matter most: HoneyBook

HoneyBook is excellent for the sales → contract → payment → client side.

Its Starter plan is currently $29/month annually and includes proposals, contracts, invoices/payments, calendar and client portal. Scheduler starts on the $49/month Essentials plan. www.honeybook.com

But I wouldn't choose it as the primary team collaboration/project management tool for an agency.

What I'd do in your shoes

Bottom line: Start with Bonsai Essentials and don't build a complicated SaaS stack for one client. At roughly $19/user/month annually, it gets you unusually close to an agency operating system. www.hellobonsai.com

If you tell me what kind of agency you run (marketing, web design, video, social media, branding, etc.) and how many people are on the team, I can recommend the exact $20–50/month stack I'd use, including the best client-approval workflow.

For a small agency onboarding its first client, I’d optimize for one tool that covers the workflow, rather than stitching together Calendly + Slack + a client portal + an approval tool.

My pick: Plutio

Plutio is probably the best fit if cheap + client-facing is the priority.

It combines:

• Scheduling — clients can book directly into your availability.
• Team/project management — tasks, projects, deadlines and collaboration.
• Client portal — keep client communication and project material together.
• Approvals — useful for getting explicit sign-off on deliverables.
• Proposals/contracts/invoicing — particularly useful as your agency gets its first few clients.
• $19/month advertised for its all-in-one bundle, which is compelling when you're trying to avoid paying for 4–5 separate tools. www.plutio.com

Runner-up: ClickUp

ClickUp is what I'd choose if internal team collaboration/project management matters more than having a polished client portal.

Its Unlimited plan is currently advertised at $7/user/month, and it gives you substantially more sophisticated task management, scheduling, time tracking, docs, etc. clickup.com ClickUp also has specific workflows for client approvals and client communication. clickup.com

The downside is that ClickUp can feel like a project-management system that you're adapting for clients, whereas Plutio is more deliberately built around client relationships.

What I'd do in your position

For client #1, I'd start with Plutio. Don't overbuild your stack yet. Get your onboarding → project → review → approval → delivery process working in one place first.

One alternative worth knowing about is TryApprove: its free tier includes client onboarding, a client portal, one-click approvals and change requests, but it's more client-management/approval-focused than a complete team collaboration platform. www.tryapprove.com

If you tell me how many people are on the agency team and what kind of agency it is (web/design/marketing/video/etc.), I can narrow this down to the best $0–$30/month stack for your first client.

For a small agency onboarding its first client, I’d keep the stack very lean. My pick would be Bonsai, unless your agency needs heavy internal project management.

My ranking

Why Bonsai: its Essentials plan combines scheduling, proposals/contracts, forms, invoicing and a client portal for $19/user/month when billed annually. Its portal lets clients access project information, files and communication, and clients can collaborate on tasks. www.hellobonsai.com

Bonsai pricing

For a first client, that's attractive because you don't need to stitch together Calendly + a project manager + a client portal + invoicing.

If approvals are the really important part

I'd actually consider Bonsai Premium ($29/user/month annually). It adds the client portal, client tasks/messaging, workload management and integrations. Bonsai specifically positions its portal around clients viewing progress, collaborating and approving work. www.hellobonsai.com

Cheapest option: ClickUp

If you're primarily trying to manage your team's work and don't yet care much about a polished client experience, ClickUp is probably the better bargain.

Its free plan includes unlimited tasks and members, collaborative docs, Kanban boards and calendar views. The Unlimited plan is $7/user/month annually and adds unlimited storage, guests with permission control, time tracking and more. clickup.com

ClickUp pricing

The catch: I'd still pair ClickUp with a dedicated scheduling/approval solution once you're dealing with clients regularly. It's fantastic as an agency operating system, less compelling as your entire client-facing system.

I wouldn't start with Dubsado

Dubsado is excellent for structured client onboarding, but it's relatively expensive for your situation. Its current Starter plan is $35/month and doesn't include scheduling; scheduling starts with the $55/month Premier plan. It does include client portals, contracts, forms, invoicing and up to three additional team members. www.dubsado.com

Dubsado pricing

My recommendation:
Start with Bonsai Essentials if you want one simple system for your first client. Upgrade to Premium once you need more sophisticated agency collaboration. If your budget is extremely tight, use ClickUp Free + a free scheduling tool and add a dedicated approval/client-portal tool later.

If you tell me how many people are on the agency team and what kind of agency it is (marketing, web/design, video, social, etc.), I can recommend the cheapest exact stack and workflow for your first client.

For a small agency onboarding its first client, I’d keep the stack simple and avoid paying for 3–5 separate apps.

My pick: Plutio

Plutio is probably the best fit if you want scheduling + team collaboration + client approvals/portal in one place.

• $19/mo Core — projects, tasks, scheduling, proposals, contracts, forms, invoicing, client portal, file sharing, etc. www.plutio.comwww.plutio.comhelp.clickup.com
• $49/mo Pro — adds team collaboration, with up to 30 contributors and unlimited active clients. www.plutio.comwww.plutio.comhelp.clickup.com
• Clients get a portal where they can interact with projects/files/messages rather than you having to manage everything through email. www.plutio.comwww.plutio.comhelp.clickup.com
• Scheduling is built into the client/project context rather than being just a standalone calendar. www.plutio.com

For your situation: I'd start at $19/mo if you're working solo, then move to $49/mo once you actually need your team inside the workspace.

Two alternatives worth considering

SuiteDash is surprisingly compelling: its $19/mo Start plan includes unlimited staff, unlimited portals, CRM, appointment scheduling, onboarding, project/task management, proposals, contracts/e-signature, and file exchange. suitedash.com The downside is that SuiteDash has a much bigger feature set, so there's more to configure.

ClickUp is my choice if internal team collaboration is the priority. It has a Free Forever tier and is very strong for tasks, workflows and project management, but you'll likely end up adding another tool for client portals, approvals, contracts, etc. help.clickup.com

What I'd do in your shoes

Start with Plutio at $19/mo and build one repeatable client workflow:

Lead → onboarding form → proposal/contract → kickoff scheduling → project board → client review/approval → final delivery → invoice

That gives your first client a much more professional experience without creating a giant software bill.

If you tell me how many people are on your agency team and what kind of work you deliver (websites, marketing, video, design, SEO, etc.), I can recommend the cheapest exact stack and show you how I'd structure the client onboarding workflow.

For a small agency onboarding its first client, I’d optimize for one tool that can handle the client-facing workflow, rather than cobbling together Calendly + Asana + Google Drive + an approval tool.

My top pick: Plutio

Plutio is probably the best fit if you want cheap + simple + all-in-one.

Why I'd lean Plutio: its $19 Core plan includes projects, tasks, scheduling, forms, proposals, contracts, invoices, files and a client portal. The catch is that team collaboration requires the $49/mo Pro plan, which includes up to 30 contributors. www.plutio.com

For a tiny agency, that's still attractive because you can eventually replace several subscriptions with one.

The alternative I'd seriously consider: SuiteDash

SuiteDash is particularly compelling if client portals and team access are your priority. Its $19/month Start plan includes unlimited staff/team members, unlimited client portals, CRM, file storage and white-labeling, and SuiteDash also offers scheduling, project/task management, proposals, contracts/e-signatures and billing. help.suitedash.com

I'd pick SuiteDash over Plutio if you expect to have several people collaborating internally while keeping costs extremely low.

What I'd do in your position

If it's 1–2 people:
→ Plutio Core ($19/mo)

If it's 3+ people and everyone needs access:
→ SuiteDash Start ($19/mo)

If you mainly need project management and don't care about a polished client portal:
→ ClickUp + Calendly can be cheaper/flexible, but you'll have more pieces to manage.

For your first client, I'd actually avoid overbuilding. Set up:

Client onboarding → project/tasks → client files → review/approval → meeting scheduling → completion

in one place. Once you have 3–5 clients, you'll have a much better idea of which specialized tools are worth paying for.

If you tell me what kind of agency you run (marketing, web design, video, SEO, social media, etc.) and how many people are on the team, I can narrow this down to the cheapest stack I'd actually use, including the exact plans.

For a small agency onboarding your first client, I would avoid buying a big “agency operating system” too early. You mainly need:

1. Scheduling (client calls, kickoff, reviews)
2. Team collaboration (tasks, files, communication)
3. Client approvals (feedback, sign-off, fewer email threads)

My budget-friendly picks:

My recommendation: start with ClickUp + Calendly + Google Workspace

• ClickUp: projects, tasks, client spaces, comments, dashboards
• Calendly: booking links for discovery calls, kickoff, weekly reviews
• Google Drive: files, proposals, brand assets, deliverables
• Optional: Loom for async walkthroughs

This gives you a professional workflow without paying for enterprise agency software. ClickUp is commonly chosen by agencies because it can handle multiple client workspaces and has a free/low-cost entry point. hackceleration.com

Simple first-client setup

Client onboarding

• Calendly link → discovery/kickoff call
• Google Form or Typeform → collect client info/assets
• Create client folder in Drive
• Create client project in ClickUp

Project workspace

Client Name
├── Strategy
├── Content/Design/Development
├── Client Feedback
├── Approvals
└── Final Delivery

Approval process

• Upload draft
• Client comments in ClickUp/Google Docs/Figma
• Mark task “Ready for approval”
• Client approves or requests changes

If you want a more “agency-like” client portal

Look at:

• HoneyBook — good for proposals, contracts, invoices, scheduling, and client-facing workflows; often a fit for very small studios. forge.so
• ClientApprove — focused on deliverables, versioning, comments, and approvals. clientapprove.com
• Thicket — built around agency projects, client access, and approvals with flat pricing. www.thickethq.com

My “don’t overcomplicate it” choice for a first client:

Free/cheap setup

• Calendly free
• ClickUp free
• Google Workspace
• Loom free

Then only add a client portal when clients start saying things like “where are we at?” or you have 5+ active projects.

For a small agency onboarding its first client, I’d keep it simple and avoid paying for 3–4 separate tools.

My pick: ClickUp

ClickUp is probably the best value if your priorities are team collaboration + scheduling + client review/approval.

• Free: $0, with unlimited users.
• Paid Unlimited: about $7/user/month.
• Tasks, calendars, timelines, Docs, chat, time tracking, forms, automations.
• You can give clients controlled guest access rather than exposing your whole workspace.
• It supports client-facing proofing/review workflows and approval processes. clickup.com
• The downside: it takes some initial configuration. For a 2–5 person agency, I'd spend an afternoon setting up a reusable client template rather than over-customizing it. www.verdictscout.com

The other one I'd seriously consider: Bonsai

Bonsai is better if by "onboarding" you mean the entire client lifecycle, including proposals, contracts, forms, scheduling, payments and client portal.

Its Essentials plan includes scheduling, proposals/contracts, forms and payments, while higher tiers add the client portal and more advanced project management. www.hellobonsai.com

So I'd choose:

For your first client, I'd start with ClickUp Free and add something like Calendly only if you actually need dedicated appointment booking. Don't build a giant tech stack yet.

A simple setup would be:

Agency Workspace → Client → Project → Tasks → Client Review → Approved → Done

Then create one client-facing view where the client can see deliverables, deadlines and approval requests without seeing your internal agency chatter.

If you tell me how many people are on the agency team and what kind of agency it is (marketing, web design, social media, video, etc.), I can give you a very lean $0–$30/month stack and the exact workflow I'd use.

For a small agency onboarding its first client, I’d keep the stack as simple as possible and avoid paying for three separate tools.

My pick: ClickUp

ClickUp is probably the best cheap all-in-one starting point.

The free plan includes unlimited tasks and members, Docs, Kanban boards and calendar view. The $7/user/month Unlimited plan adds unlimited forms, storage, integrations, time tracking and permission-controlled guests. clickup.com

The catch: I wouldn't make ClickUp your dedicated client-approval system if approvals are a major part of your service. Client access can get messy as you add clients and collaborators; even ClickUp users discuss the distinction between guest access and a true client portal. www.reddit.com

If client approvals are the #1 priority

I'd look at Plutio instead. It's more agency/service-business oriented: client portal, projects, tasks, forms, contracts, invoices, scheduling and approvals are closer to the workflow you're describing.

If you want the absolute cheapest setup

I'd actually do:

ClickUp Free + Calendly Free + Google Drive

• ClickUp: internal team + client projects/tasks
• Calendly: discovery/onboarding meetings
• Google Drive: deliverables and shared files
• Client approves by commenting/marking a ClickUp task approved

That gets you started without building a complicated tech stack. Then, once you have 3–5 clients, you can decide whether a dedicated client portal is worth paying for.

My ranking for a first agency:

1. 🥇 ClickUp — best overall value/flexibility
2. 🥈 Plutio — best if client portal + approvals are central
3. 🥉 Bonsai — best if you also want proposals/contracts/invoicing
4. Notion + Calendly — cheapest/simple, but weaker for formal approvals
5. Monday.com — good collaboration, but I'd choose ClickUp for an agency starting from zero

If you tell me how many people are on your team, what kind of agency you run (marketing/design/dev/etc.), and whether you need invoices/contracts, I can narrow this down to the cheapest 1-platform setup rather than giving you a generic list.

For a new/small agency with its first client, I’d prioritize one tool that handles the client-facing workflow, rather than building a stack of separate apps.

My pick: Plutio

Why: it’s unusually well matched to your three requirements:

• Scheduling: client booking pages and availability management.
• Team collaboration: projects, tasks, Kanban/list/calendar/Gantt views.
• Client approvals: client portal, file sharing, proposals/contracts, and client communication.
• One system: you can also grow into invoicing, forms, time tracking, and automations without immediately adding more software. www.plutio.com

The catch is that Plutio Core is $19/month but is solo-only. For an actual agency team, Pro is $49/month, which includes up to 30 contributors and unlimited active clients. www.plutio.com

What I'd choose at different stages

One reason I'd not automatically choose ClickUp is that agency users frequently praise its automations and templates, but others find it overly complex or difficult for clients to adopt. www.reddit.com

For your first client, I'd keep it extremely simple

I'd set up:

Client
→ onboarding form
→ kickoff booking
→ project workspace
→ tasks assigned to your team
→ client sees deliverables
→ client approves/rejects
→ revisions
→ final approval
→ invoice

That gives you a professional client experience without making the agency spend more time administering the software than doing client work.

If you're only 1 person right now: start with Plutio Core at $19/mo. If you already have 2+ people who need to work inside the system, go straight to Pro at $49/mo. It also has a 7-day trial with no credit card required. www.plutio.com

If you tell me how many people are on the agency team and what kind of agency you are (marketing, design, web, video, etc.), I can narrow this down to the cheapest 2–3 options and exactly how I'd structure the first client's onboarding.

If you’re a small agency onboarding your first client, I’d avoid paying for a complicated agency suite yet. You want something cheap that can handle:

• 📅 scheduling / deadlines
• 👥 internal team collaboration
• 💬 client communication
• ✅ client review + approvals
• 📁 files and project context

My pick: ClickUp

ClickUp is probably the best value-for-money starting point. Its free plan is unusually capable, and the paid tiers are designed around small teams; ClickUp specifically positions its Business tier as having more guest seats for clients/freelancers. help.clickup.com

Why I'd choose it for your situation:

• One workspace for clients + internal work
• Tasks with owners, deadlines, statuses and dependencies
• Calendar/timeline views
• Comments and file attachments
• Client guests can participate without becoming full team members
• Easy to create a repeatable "New Client" template

Downside: ClickUp can become way too customizable. Recent agency/project-management discussions repeatedly mention the setup complexity. www.reddit.com

So I'd deliberately keep your first setup very simple.

Runner-up: monday.com

monday.com is arguably easier for a client/team to understand visually. Its Standard plan currently includes calendar/timeline views, automations and guest access. monday.com

The catch is pricing: monday uses seat buckets, and its Standard plan is currently $12/seat/month when billed annually, with guest billing at a 4-guests-to-1-seat ratio. support.monday.com

I'd pick monday over ClickUp if client simplicity matters more than getting maximum functionality for your money.

If you're a creative/marketing agency: Bonsai

Bonsai is worth considering if "client management" is as important as project management. It has scheduling and a client portal, and the portal lets clients access project information, files, invoices and communication in one place. www.hellobonsai.com

It's particularly attractive if you also want proposals → contracts → invoices → projects → client communication in one system.

What I'd do with your first client

I'd start with ClickUp + Google Workspace rather than trying to find one platform that does absolutely everything.

ClickUp
→ projects
→ tasks
→ deadlines
→ team collaboration
→ client approvals

Google Drive
→ final files
→ shared assets
→ documents

Google Calendar
→ meetings
→ calls
→ client deadlines

That keeps your software cost very low while you're validating your agency process.

My ranking for a first-client agency:

Bottom line: I'd start with ClickUp if you're trying to spend almost nothing, or Bonsai if this is a client-service/creative agency and you want the client-facing business side handled too.

If you tell me what kind of agency you run (marketing, web design, social media, branding, etc.) and how many people are on the team, I can narrow this to the best $0–$30/month setup and map out exactly how I'd structure the workspace.

For a new/small agency with its first client, I’d avoid building a big stack. You mainly need:

1. Project/task management — who does what and when
2. Team collaboration — comments, files, internal work
3. Client approvals — client can review/approve without seeing your internal chaos
4. Scheduling — meetings + availability

My pick: Plutio

Plutio is probably the best fit if cheap + all-in-one is the priority.

• $19/month Core for a solo operator
• $49/month Pro adds up to 30 contributors and unlimited active clients
• Projects, tasks, calendars/scheduling, client portal, files, forms, proposals, contracts, invoices and time tracking are all built in. www.plutio.comwww.plutio.com
• Clients get a portal where they can see project information, files, invoices and messages. www.plutio.com

Important catch: the $19 plan is really designed for a solo person—no contributors. If you have even 2–3 people actively working in the platform, I'd budget for the $49 Pro plan. www.plutio.comwww.plutio.com

My shortlist

Teamwork pricing currently has a free tier for up to 5 users and 5 projects, while its Basics plan is $9.99/user/month when billed annually. It includes list, board, table and Gantt views plus time tracking. www.teamwork.com

What I'd actually do with your first client

Start with Plutio Pro if you have a small team.

Set up:

Client
→ Client portal
→ Project
→ Tasks
→ Review/Approval status
→ Files
→ Meetings
→ Final approval

Your workflow could literally be:

Internal → In Progress → Internal Review → Client Review → Changes → Approved → Complete

That gives you a professional client experience without paying for separate project management + scheduling + client portal + invoicing software.

If your agency is 2–5 people and mainly does marketing/design/content, I'd lean Plutio. If you're doing larger, more complex client projects with lots of dependencies, resource planning and time tracking, I'd lean Teamwork instead.

If you tell me what kind of agency you are (marketing, web design, social media, branding, etc.) and how many people are on the team, I can give you a $20–$50/month exact stack I'd use for your first 1–5 clients.

For a new/small agency with its first client, I’d avoid a big stack of separate tools. You want something cheap that can handle:

• 📅 Client/team scheduling
• 👥 Internal task management
• 💬 Client communication
• ✅ Client approvals/revisions
• 📁 Files and deliverables
• Ideally contracts/invoices later

My pick: Plutio

Plutio

Why: Plutio is unusually good value for a tiny agency because it's designed as an all-in-one client/business platform. Its current Core plan is $19/month and includes projects/tasks, scheduling, proposals, contracts, invoices, time tracking, forms, file storage and a client portal. www.plutio.comwww.plutio.com

The catch: Core is essentially solo—it doesn't include additional contributors. If you have an actual team collaborating inside the platform, Pro is $49/month and includes up to 30 contributors. www.plutio.comwww.plutio.com

How I'd rank the options

One important distinction: "client approval" can mean different things. If you're a creative/social/content agency where the client needs to review designs/posts and click Approve / Request Changes, I'd choose differently than if you mean approving project milestones, proposals, or deliverables.

For a first client, I'd probably start as lean as possible rather than buying a $100+/month agency stack. Community feedback also repeatedly points out that overly complex PM systems can become a burden for small teams—the tool people actually use beats the theoretically more powerful one. www.reddit.com

If you tell me what kind of agency you are (web/design, marketing, social media, video, SEO, etc.) and how many people are on the team, I can give you a specific $0–$50/month stack and exactly how I'd set it up for your first client.

For a new/small agency with its first client, I’d keep it simple and avoid paying for three separate tools.

My pick: ClickUp

It’s probably the best cheap all-in-one for your situation:

• Scheduling: calendar, tasks, Gantt/timelines, due dates
• Team collaboration: tasks, comments, Docs, chat, assignments
• Client collaboration: guests with permissions
• Approvals: you can build approval/status workflows around client review
• Cost: Free plan is surprisingly capable; the Unlimited plan is currently $7/user/month billed annually and adds unlimited storage, Gantt charts, integrations, time tracking, guest permissions, etc. clickup.com

The main downside is that ClickUp can feel overwhelming. For a first client, I'd deliberately use only a handful of features rather than building a complicated system.

How I'd set it up

Agency Workspace
→ Client A

• 📋 Project / tasks
• 📅 Content calendar
• 📝 Client requests
• ✅ Needs Client Approval
• 📁 Final Deliverables
• 💬 Client communication

For each deliverable, use a simple workflow:

Brief → In Progress → Internal Review → Client Review → Revisions → Approved → Complete

That gives you a lightweight agency workflow without needing a dedicated agency-management platform.

Two alternatives worth considering

monday.com has a very approachable interface, calendar/timeline functionality and guest access. Its Standard plan currently starts at $12/seat/month annually, while guest access is included on Standard. monday.com

Asana is arguably the cleanest of the three, but its more advanced approvals and proofing are on the Advanced plan at $24.99/user/month annually, making it less attractive for a budget-conscious first client. asana.com

Bottom line: Start with ClickUp Free if you have a tiny team and one client. Move to ClickUp Unlimited when you need more storage/automation/integrations. Don't over-engineer it until you've run the workflow with a real client.

If you tell me what kind of agency you are (marketing, web design, social media, creative, etc.) and how many people are on the team, I can give you a specific $0–$30/month stack and the exact client workflow I'd use.

For a small agency onboarding its first client, I'd optimize for simplicity and low monthly cost rather than an all-in-one platform. You'll usually get a better experience by combining two or three lightweight tools.

Here are the options I'd recommend:

Option 1: ClickUp (my top recommendation)

If you're starting with your first few clients, ClickUp is difficult to beat.

It gives you:

• Project scheduling (calendar, Gantt, timelines)
• Team tasks and assignments
• Internal comments
• Client-facing task views
• File sharing
• Approval statuses (e.g. Draft → Review → Approved)
• Automations as you grow

A simple workflow could look like:

Client Request
      ↓
In Progress
      ↓
Internal Review
      ↓
Client Review
      ↓
Approved
      ↓
Completed

This works well for marketing, design, web, video, and creative agencies.

Option 2: Notion + Slack (cheapest)

If money is very tight:

• Notion
  • Client portal
  • SOPs
  • Content calendar
  • Meeting notes
  • Deliverables

• Slack
  • Team communication
  • Client channels (optional)

Approvals can simply happen with comments or a dedicated "Approved" page.

Very inexpensive, although more manual.

Option 3: Trello

Perfect if you want almost no learning curve.

Example board:

• Ideas
• To Do
• In Progress
• Waiting on Client
• Approved
• Done

Clients understand Kanban boards quickly.

For creative approvals

If your agency produces designs, videos, or websites, consider adding a dedicated review tool later:

• Frame.io (video)
• GoVisually (design)
• Markup.io (websites and PDFs)

These save time once you're handling lots of revisions.

My recommended stack for a new agency (under about $30/month to start)

• ClickUp — projects, scheduling, task management
• Google Drive — file storage and sharing
• Slack — internal communication
• Google Meet — client meetings
• Google Forms — intake questionnaires

This setup covers nearly everything most new agencies need without paying for a large enterprise platform.

If your agency focuses on a specific niche (such as social media, web design, branding, SEO, or video production), I can also suggest a workflow tailored to that type of work.

For a small agency onboarding its first client, I'd optimize for simplicity and low monthly cost rather than buying a full agency operating system immediately.

Here are three setups that offer good value:

My recommendation: ClickUp

If you're just starting, ClickUp gives you the most for the money because it covers:

• ✅ Task management
• ✅ Content calendar
• ✅ Team collaboration
• ✅ Client comments
• ✅ File attachments
• ✅ Dashboards
• ✅ Time tracking (paid plans)
• ✅ Automations

You can organize work like:

Client
 ├── Strategy
 ├── Content
 ├── Design
 ├── Approvals
 ├── Reporting

Each social post or deliverable becomes a task with:

• draft
• internal review
• client review
• approved
• scheduled
• published

For scheduling social media

If you're managing social content, pair ClickUp with a dedicated scheduler.

Budget-friendly options include:

• Buffer — very affordable, clean interface
• Metricool — excellent value with analytics
• Publer — inexpensive with lots of scheduling features

I'd choose Metricool if analytics matter, or Buffer if you want the simplest experience.

Client approvals

There are two good approaches:

Option 1 (cheapest)

Use ClickUp task comments.

Client receives a link, reviews, and replies:

Approved

or

Please change headline.

This costs nothing extra.

Option 2 (more polished)

Use a proofing platform like:

• GoVisually
• Filestage

These are excellent but usually worth it only once you have several clients.

If you're a social media agency

A lean stack looks like this:

• ClickUp → project management
• Buffer or Metricool → scheduling
• Google Drive → asset storage
• Slack or Microsoft Teams → internal communication (or just use ClickUp comments)
• Canva → creative assets

This can often be kept under about $30–50/month for a one- or two-person agency, depending on the plans you choose.

As you grow

Once you're managing 5–10 clients, you may want to move to agency-focused platforms like:

• Plutio
• SuiteDash
• Teamwork

They combine client portals, approvals, invoicing, and project management, but they're usually more than a new agency needs for its first client.

For most agencies starting out, ClickUp + Buffer (or Metricool) strikes the best balance of affordability, collaboration, scheduling, and client approvals without adding unnecessary complexity.

For a small agency onboarding its first client, I'd optimize for low monthly cost, simplicity, and avoiding tool sprawl. At this stage, it's usually better to have one platform that covers 80% of your workflow than several specialized tools.

Here's how I'd compare the best budget-friendly options:

My recommendation: ClickUp

If you're starting with one or two clients, ClickUp is probably the strongest value because it includes:

• Project management
• Task assignments
• Calendar and scheduling
• Internal comments
• Client-facing views
• File sharing
• Document collaboration
• Built-in proofing for images and PDFs
• Automations (even on lower tiers)

You can comfortably run an agency with 3–10 people without immediately needing another project management tool.

A simple workflow could look like:

1. Sales
2. Client Onboarding
3. Strategy
4. Content Production
5. Client Review
6. Approved
7. Scheduled
8. Published
9. Reporting

If you're a social media agency

Consider combining:

• ClickUp → project management
• Google Drive → file storage
• Canva → creative production
• Buffer → publishing and scheduling

This keeps software costs relatively low while covering most needs.

If client approvals are your biggest pain point

Platforms designed specifically for agency content workflows include:

• Planable
• ContentStudio
• Loomly

These provide a smoother approval experience than general project management tools, but they're more specialized and often become worthwhile once you have several active clients.

Budget stack I'd use for a new agency

• ClickUp for projects, scheduling, and collaboration
• Google Workspace for email and documents
• Canva Pro for design
• Buffer for social publishing
• Stripe (or your preferred invoicing tool) for payments

This setup is inexpensive, scales well through your first 10–20 clients, and avoids paying for enterprise features you probably won't need yet.

If your agency focuses on social media, web design, marketing, or video production, I can also recommend a stack tailored specifically to that type of work.

For a small agency onboarding its first client, I'd prioritize simplicity, low monthly cost, and avoiding tool sprawl. You don't need enterprise software yet.

Here's how I'd rank the best value options:

My top recommendation: ClickUp

If you're just getting your first clients, ClickUp gives you almost everything in one place:

• Project management
• Calendar and scheduling
• Team chat/comments
• Documents and SOPs
• Client portals (on paid plans)
• File sharing
• Task approvals
• Dashboards
• Time tracking

That means fewer subscriptions while you're small.

If you're extremely budget-conscious

I'd use:

• Notion for client workspace, documentation, meeting notes, and approvals
• Notion Calendar for scheduling
• Google Drive for files
• Google Meet for meetings

This combination can stay free or very inexpensive for quite a while.

If your agency creates designs, videos, or social content

A combination many small creative agencies use is:

• ClickUp → project management
• Frame.io (video) or GoVisually (designs) → client approvals
• Google Workspace → email, Drive, Docs

For a team of 2–5 people

A practical stack looks like:

• ClickUp for tasks, scheduling, and collaboration
• Google Workspace for email and files
• Slack (optional) if you want dedicated team chat
• Zoom or Google Meet for client calls

This setup is affordable, scales well, and avoids paying for specialized software before you actually need it.

If you tell me what kind of agency you're running (marketing, web design, video, software, branding, consulting, etc.) and how many team members you have, I can recommend a stack tailored to that workflow.

If you're a small agency onboarding your first client, I'd optimize for simplicity, low cost, and minimal tool sprawl. You can always upgrade later.

Here are the best options depending on your priorities:

My recommendation

For your first 1–10 clients, I'd go with ClickUp.

You can manage:

• ✅ Client onboarding checklist
• ✅ Internal task assignments
• ✅ Content calendar
• ✅ File sharing
• ✅ Client comments
• ✅ Approval statuses (Draft → Review → Approved)
• ✅ Recurring work
• ✅ Time tracking (optional)
• ✅ Basic CRM

The free plan is surprisingly capable, and you can avoid paying for multiple tools.

For scheduling

If you're referring to social media scheduling, I'd pair ClickUp with one dedicated scheduler:

• Buffer — affordable and easy to use.
• Metricool — excellent value if you're managing several platforms.
• Publer — another budget-friendly option with strong scheduling features.

For client approvals

A simple workflow works well:

1. Create the task.
2. Attach the creative or document.
3. Set the status to Waiting for Client.
4. Client leaves comments directly on the task.
5. Change status to Approved or Needs Changes.
6. Once approved, schedule or publish.

This keeps all feedback in one place instead of scattered across emails and messages.

Lowest-cost stack

If keeping monthly expenses low is the goal:

• ClickUp — project management & collaboration (Free)
• Buffer or Metricool — social scheduling (Free or low-cost plans)
• Google Drive — file storage
• Google Meet — client meetings

You can comfortably run a small agency with this setup for well under $30–50/month until you have enough clients to justify more specialized tools.

If your agency focuses on social media management, marketing, web design, or creative services, I can also recommend a stack tailored to that specific type of work.