7 best SEO client management software for your agency

Three years ago I decided to quit my full-time job running SEO at a software company to start freelancing.

Like many new freelancers, I relied on the simplest tools to manage my work — Google Drive was my go-to for everything.

At first, it seemed like a solid setup. I had folders for client files, invoices saved as PDFs, and email chains to track conversations. But as my client base grew, so did the chaos. Invoices were in one folder, emails in another. I couldn’t remember which document was where, or whether I had even created a folder for that new client.

The stress started to creep in.

That’s when I realized I needed a better solution. And news flash: I found it.

So, in this article, I’m sharing some of the best SEO client management software and tools that can help you avoid the chaos I faced. But before I just give you a bunch of tools, I believe it’s important to know how to evaluate them based on your own needs. So, let’s go over what you should be aware of.

What to look for in SEO client management software

When looking for a tool to manage your SEO clients, it's important to find one that can support all of the needs related to freelance and agency work. While you can use a Google Sheet or typical project management tool to keep track of who your clients are, using dedicated SEO client management software will allow you to sync everything from invoices to project tasks.

Because of this, it’s important to look for a platform that can integrate nicely into your entire workflow and help you cut overall costs down by finding an all-in-one platform.

Here are some things you should look for in an SEO client management tool:\

• Security and data protection: The software should safeguard sensitive client information with encryption and secure data storage.
• Customizable client portals: A personalized portal allows clients to view project progress, access deliverables, and communicate seamlessly without needing external tools.
• Project and task management: Task management tools that help you assign, track, and complete SEO tasks efficiently.
• Messaging tools: Integrated communication features make it easier to collaborate with clients and team members directly within the platform.
• Billing and invoice tracking: Look for software that streamlines invoicing, payment tracking, and recurring billing, so you can get paid on time.
• Comprehensive reporting: The ability to generate and share performance reports helps showcase your work and build trust with clients.
• Scalability: As your agency grows, the software should accommodate more clients, projects, and team members without requiring a switch to a new platform.

By focusing on these features, you’ll know what software will fit into your workflow and how you like doing business with your clients. Now, let’s go over some tools you can use to manage your SEO clients.

7 best SEO client management software

Here are our top picks for the best SEO client management software:

1. Copilot
2. Service Provider Pro
3. HoneyBook
4. Bonsai
5. Teamwork.com
6. HighLevel
7. AgencyHandy

Alright, let’s dive deeper into each one.

1. Copilot

• Pricing: Starts at $39 per month (billed annually)

Over the past couple of years, Copilot has become my favorite platform to manage my SEO agency. At its core, Copilot is a client portal software that brings everything you need to onboard and charge clients, while also being able to create a client experience that makes you look professional and trustworthy.

Copilot simplifies the whole client experience by bringing together communication, invoicing, contracts, and project tracking — making it easier to stay organized and deliver a great client experience. What sets Copilot apart is its ability to provide a seamless, branded experience for clients, from onboarding to project updates.

Just check out the marketing agency demo portal or play around with adding your clients in Copilot below:

Pros

Here’s what users love about Copilot:

• Modern UI: Copilot has a sleek and modern user interface designed to make your agency feel like a premium product.
• Customizable client portals: Copilot allows for white-label branding, giving your clients a professional and tailored experience.
• Streamlined onboarding: Simplifies the client onboarding process with customizable forms and workflows.
• Integrated billing and payments: Offers tools for invoicing, payment tracking, and automated reminders.
• Centralized communication: Built-in messaging keeps all client communications in one place, avoiding email clutter.
• Project tracking: Includes task management tools to monitor progress and keep clients informed.
• Scalable features: Designed to add as many clients as you need so you can scale your customer base and projects.

Cons

• Learning curve: While Copilot is a fairly easy-to-use platform for those who are tech-savvy, because of its wide range of features some users may find there is a slight learning curve. Luckily, based on customer feedback, Copilot has created a handful of different YouTube videos and guides to learn the platform.
• Specialized integrations: While Copilot can connect with almost any app in your existing tech stack, developing highly customized features that aren't available by default may take some time. However, Copilot's support team is always willing to help with feature integrations and add-ons so just ask!

Ratings and reviews

Here’s what real customers have to say about Copilot:

• G2: 4.8 out of 5-star rating (from +207 reviews)
• Capterra: 4.7 out of 5-star rating (from +22 reviews)

“Good Experience. Great way of managing clients, invoice and take payments. Love building apps too." — Shahrukh M., Small business CEO

“I really enjoy the setup speed of Copilot, you can build a comprehensive client portal very quickly without needing any form of development background.” — Will B. Head of Support @ Small Business

2. Service Provider Pro

• Pricing: Starts at $99 per month (billed annually)

Service Provider Pro (SPP) is a client management tool designed for agencies that offer services like SEO, web design, and other digital marketing services. With features like customizable client portals, order management, and integrated billing SPP allows you to streamline your business and provide a professional client experience.

Similar to Copilot, what sets SPP apart is its ability to handle service packages and recurring subscriptions, making it perfect for agencies that use monthly retainers or project-based pricing.

Pros

Here are some of the pros of SPP:

• Customizable client portals: Fully brandable portals where clients can view orders, access deliverables, and manage billing.
• Subscription management: Perfect for agencies offering recurring services or fixed price packages, with automated recurring billing and order fulfillment.
• Streamlined onboarding: Simplifies client onboarding with customizable intake forms and workflows to gather information quickly.
• Integrated payments: Supports Stripe and PayPal payments for one-off and recurring services.
• Order management: Centralized dashboard to view orders, deliverables, and deadlines in one place.

Cons

Here are a few limitations of SPP:

• Limited Integrations: Compared to some other platforms, SPP has fewer native integrations with third-party tools, which might restrict your advanced workflows.
• Cost: The pricing might feel a bit high for smaller agencies or solo entrepreneurs just starting out. With other tools that charge well under $50 per month to use, SPP’s starting plan is over $100 per month.

Ratings and reviews

Here’s what real customers have to say about SPP:

• G2: 4.4 out of 5-star rating (from +7 reviews)
• Capterra: 4.9 out of 5-star rating (from +10 reviews)

3. HoneyBook

• Pricing: Starts at $16 per month (billed annually)

HoneyBook is an all-in-one client management and project-tracking tool for small businesses and freelancers (including SEO agencies). It has a simple and user-friendly interface and combines client inquiries, contracts, billing, and task tracking into one platform.

Many freelancers and creative professionals like the platform because of its affordable pricing and unlimited projects. It’s a great choice for SEO freelancers just starting out.

Pros

Here are some of HoneyBook’s popular features:

• User-friendly: Easy to use to manage tasks, send invoices, and communicate with clients.
• Integrated workflows: Proposals, contracts, and payments are all in one workflow, with no need for multiple tools.
• Customizable templates: Branded templates for contracts, invoices, and proposals so you can look professional.
• Mobile app: It has a mobile app to manage projects, tasks, and client communication on the go.
• Automation: Automates follow-ups, reminders, and other repetitive tasks to save time.
• Affordable: More affordable than other all-in-one tools so great for smaller agencies and freelancers.

Cons

Here are some of HoneyBook’s limitations:

• Limited customization: Customization options for client portals and workflows are limited compared to agency-specific platforms.
• Not for large agencies: Designed for small businesses, HoneyBook may not have the scalability and features for larger agencies.

Ratings and reviews

Here are some real reviews of HoneyBook:

• G2: 4.5 out of 5-star rating (from +174 reviews)
• Capterra: 4.7 out of 5-star rating (from +642 reviews)

4. Bonsai

• Pricing: Starts at $9 per user/month (billed annually)

Bonsai was the first platform I used to manage my SEO clients over three years ago. It’s very similar to HoneyBook in that it’s primarily best for freelancers and really small agencies.

The platform has a suite of tools for client management, contracts, invoicing, and project tracking — all designed to simplify workflows for solo pros and small teams. It has a clean interface and is fairly easy to use so there’s not a large learning curve.

Similar to Copilot, what sets Bonsai apart is its ability to handle the entire client lifecycle from proposals to payments. And it’s easy to use and highly customizable for freelancers and independent business owners.

Pros

Here’s what Bonsai has going for it:

• Workflow management: Handles proposals, contracts, invoicing, and payments all in one place.
• Time tracking and expense management: Built-in tools for time tracking and expense management so freelancers can stay on top of their finances.
• Customizable templates: Ready-to-use templates for contracts, proposals, and invoices that can be branded to look professional.
• Automation features: Automates repetitive tasks like invoicing, payment reminders, and follow-ups.
• Affordable for freelancers: Pricing plans are designed for freelancers and solo pros so it’s budget-friendly.
• Simple interface: Easy to use even for those new to client management software.

Cons

Here are some of Bonsai’s limitations:

• Integration gaps: While Bonsai supports a few integrations, the options are limited to some other platforms designed for agencies.
• No SEO-specific tools: Similar to HoneyBook, Bonsai doesn’t offer SEO-focused features like keyword tracking or client reporting, which will require additional tools in your agency tech stack.

Ratings and reviews

Here’s what customers have to say about Bonsai:

• G2: 4.3 out of 5-star rating (from +101 reviews)
• Capterra: 4.6 out of 5-star rating (from +88 reviews)

5. Teamwork.com

• Pricing: Starts at $10.99 per user/month (billed annually)

Teamwork is a project management and collaboration tool for agencies and teams to organize their workflows and deliver amazing results for clients. Unlike platforms for freelancers only, Teamwork is built for larger teams and agencies, so it’s perfect for SEOs managing multiple clients and projects at once. It has task management, time tracking, resource allocation, and built-in client collaboration tools.

What sets Teamwork apart is its scalability and flexibility so agencies can customize workflows and adapt the platform to their specific project management needs while keeping clients in the loop.

Pros

Here’s what Teamwork has to offer:

• Advanced project management features: Task management, time tracking, and resource allocation to handle complex projects.
• Client collaboration tools: Client users, file sharing, and feedback loops for transparency and communication.
• Scalability: Designed for both small teams and larger agencies.
• Customizable workflows: Teams can customize workflows and task boards to fit their process and project.
• Integrations: Integrates with Slack, HubSpot, Google Drive, and Zapier.
• Reporting and analytics: Advanced reporting to track project performance, team productivity, and overall progress.

Cons

Here are some of Teamwork’s limitations:

• Complex for new users: While feature-rich, the platform can be overwhelming for small teams or users new to project management software.
• Feature overload for small teams: Smaller teams might find many of the features unnecessary, making the platform less cost-effective.

Ratings and reviews

Here’s what customers have to say about Teamwork:

• G2: 4.4 out of 5-star rating (from +1,152 reviews)
• Capterra: 4.5 out of 5-star rating (from +903 reviews)

6. HighLevel

• Pricing: Starts at $97 per month

GoHighLevel is an all-in-one marketing and client management platform for agencies including SEO agencies. It has been growing really fast from influencers and YouTubers promoting service-based businesses. It combines CRM, project management, marketing automation, and client collaboration tools into one platform so it’s a great choice for agencies looking to centralize their operations.

What sets GoHighLevel apart is its marketing and sales automation so it’s perfect for agencies that need tools for lead nurturing, campaign tracking, and client retention as well as project management. This makes it a great platform for those doing lead generation SEO for local businesses.

Pros

Here’s what HighLevel has to offer:

• Full feature set: Combines CRM, email marketing, SMS campaigns, and project management tools so you don’t need multiple software subscriptions.
• Client-facing tools: White-labelled client portals and reporting dashboards so clients get a professional and transparent experience.
• Marketing automation: Automates lead generation, follow-ups, and campaigns through email, SMS, and voice calls so you don’t have to do the work manually.
• Scalable: For small agencies and larger teams, features adapt as your business grows.
• Funnel and website builder: Includes tools to build sales funnels and landing pages to complement your SEO.
• White label: Agencies can fully customize the platform to match their branding so it looks like a tool for their clients.

Cons

Here are some of HighLevel’s potential limitations:

• Cost: Too expensive for smaller teams or solo operators who don’t need all the features.Steep Old UI: Many newer platforms today have a modern and sleek UI. With HighLevel is quite functional, it does fall a bit short when it comes to modern design standards.

Ratings and reviews

Here’s what customers have to say about HighLevel:

• G2: 4.5 out of 5-star rating (from +165 reviews)
• Capterra: 4.0 out of 5-star rating (from +73 reviews)

7. AgencyHandy

• Pricing: Starts at $49 per month (billed annually)

AgencyHandy is a dedicated client management and workflow automation platform designed specifically for digital agencies — making it great for SEO services.

Similar to the other tools in this roundup, AngencyHandy brings everything into one place by integrating project management, billing, client communication, and reporting tools. The platform emphasizes simplicity and automation, helping agency owners and teams save time on administrative tasks.

Pros

Here’s what AgencyHandy has to offer:

• Automation tools: Simplifies recurring tasks like invoicing, project updates, and reminders, saving valuable time for agency teams.
• Customizable client portals: Provides white-labeled portals for clients to access reports, invoices, and project updates, enhancing professionalism and transparency.
• Ease of use: Designed for simplicity, making it easy for smaller agencies to get started without a steep learning curve.
• Affordable pricing: Offers pricing plans that are accessible for smaller agencies or freelancers.
• Integration capabilities: Connects with popular tools and platforms, so it should be compatible with your existing tech stack.

Cons

Here are some of AgencyHandy’s potential limitations:

• Limited advanced features: While great for small to mid-sized agencies, larger teams might find the platform lacking in complex project management or resource allocation tools.
• Scalability: May not be ideal for rapidly growing agencies or teams with complex workflows that require more advanced solutions.

Ratings and reviews

Here’s what customers have to say about AgencyHandy:

• G2: 4.9 out of 5-star rating (from +4 reviews)
• Capterra: 5 out of 5-star rating (from +1 review)

Make your SEO clients fall in love

Regardless of search engine algorithms and marketing trends, one thing always stays constant: your client experience is the number one most important thing.

Your clients hire you to get them SEO results, they also stay for the way you make them feel. A clear process, fast communication, and a polished, professional experience can turn a one-time project into a long-term partnership.

When you invest in tools that better your client experience, you’re doing more than staying organized for yourself. You’re building trust, credibility, and the kind of satisfaction that gets clients talking about you. Word-of-mouth is the oldest, most effective form of marketing, and it’s fueled by how well you treat your clients.

The better experience your clients have, the more likely they are to stay with you and talk about you — leading to strong retention. And retention is the name of the game.

When clients stick around, not only does it make your revenue more predictable but it also compounds as you sign new SEO clients.

In the end, the difference between a struggling agency and a successful one often comes down to this: how well you treat the people who trust you with their business. Make their experience unforgettable, and the rewards will follow.