The Best Project Management Software for UK Agencies in 2025
I'll start with the caveat that probably disqualifies me from writing this article: I'm a monday.com specialist. My business is built on implementing monday.com for agencies. You should factor that into how you weigh what I say here.
That said, I do turn down work when monday.com isn't the right fit. I've recommended Notion to a client who needed a knowledge management tool more than a project manager. I've told a four-person creative studio they didn't need any of the tools on this list and should stick with what they had. So I'll try to be as straight as this inherently non-objective situation allows.
Here's an honest comparison of the main options for UK agencies in 2025.
Comparing monday.com, Asana, Notion, Trello, and ClickUp for UK B2B agencies. An honest breakdown of what works, what doesn't, and how to choose.
monday.com
What it's best at: Agencies with complex project portfolios that need real-time visibility across multiple work streams. Strong automations, good integrations, and genuinely powerful dashboards once the underlying data structure is built correctly.
The real strength: Flexibility. It can be shaped to fit almost any operational model, which is why a properly built implementation tends to stick. It works the way your business works rather than the other way round.
The real weakness: That same flexibility is a trap if you don't know what you're doing. monday.com with a bad board structure is worse than no monday.com at all, because you've got the cost and complexity of a new system without any of the benefits. It requires a real time investment to implement properly.
Pricing in 2025: Starts around £10-14 per user per month on the Basic plan. Most agencies need Pro or above, which runs £20-25 per user per month. For a 20-person agency on Pro, you're looking at around £400-500 per month.
Best for: Agencies of 10-100 people with genuinely complex operational needs. Recruitment agencies, marketing agencies, professional services firms. Probably overkill for very small studios.
Asana
What it's best at: Task and project management in a clean, intuitive interface. Easier to get started with than monday.com. Good timeline view. Works well for teams that primarily need to track tasks and deadlines rather than operational dashboards.
The real strength: Lower barrier to entry. The interface is more opinionated than monday.com, which means there are fewer ways to build it badly. Generally faster to get a team up and running.
The real weakness: Less flexible than monday.com, which means it fits some agency models well and others not at all. The reporting and dashboarding is weaker. Automations are less powerful. Integrations exist but are less deep.
Pricing in 2025: Premium around £10 per user per month, Business around £20. Comparable to monday.com.
Best for: Agencies with relatively straightforward project workflows and teams that prioritise ease of use over configurability.
Notion
What it's actually for: Notion is primarily a knowledge management and documentation tool that happens to have database and task features. It is not a project management tool that also does documentation well.
This matters because a lot of agencies implement Notion as their primary ops system and get frustrated when it doesn't behave like one. The task management is workable but limited. The automations are minimal. The dashboards don't really exist in any meaningful sense.
Where Notion makes sense is as a complement to a proper project management tool. Notion as your internal wiki, knowledge base, and documentation home, paired with monday.com or Asana for actual project tracking, is a genuinely good combination. Notion as your only ops tool, for an agency above five or six people, is usually a mistake.
Best for: Very small teams, or as a documentation layer alongside a proper PM tool.
ClickUp
What it's best at: ClickUp tries to do everything: tasks, docs, time tracking, goals, chat, whiteboards. For some teams this is genuinely useful. For most agency ops leads I speak to, it's overwhelming.
ClickUp has been on a relentless feature expansion trajectory that has made it more powerful and significantly more complicated. The UI has historically been clunky, though they've improved it. The learning curve is steep and the "do everything in one place" pitch creates a lot of setup complexity.
Some agencies love it and swear by it. More commonly, agencies start with ClickUp, get overwhelmed, and move to something else.
Best for: Teams with a specific reason to want everything in one tool and the internal capacity to manage a complex setup.
Trello
Trello is a kanban board tool that's genuinely excellent for simple, visual task management. It's not suitable as the primary ops system for a growing agency. It lacks the structural depth, the reporting, and the automations to handle the complexity that comes with scale.
If you're a three-person studio managing a handful of projects at once, Trello works fine. If you're 20 or more people with multiple concurrent client projects, you'll hit Trello's ceiling quickly and find it hasn't got much headroom.
Best for: Very small teams with simple workflows.
So Which One Should You Choose?
For most UK B2B agencies in the 15-80 person range with complex operational needs, monday.com is the right answer, provided it's implemented properly. The configurability that makes it hard to DIY is the same thing that makes it powerful when it's built correctly.
For agencies that want to get going quickly with less setup and are willing to trade some power for ease of use, Asana is a reasonable choice.
For agencies that primarily need a knowledge management and documentation platform, Notion as a complement to another tool is worth considering.
The honest answer is that the best project management software is the one your team will actually use, consistently, in a way that reflects how your business works. That's determined more by implementation quality and adoption management than by which tool you pick.