You probably signed up for Productive.io because you wanted to get serious about your margins. It is a powerful tool for analyzing numbers.
But after some time, you might feel like you’re managing a pretty spreadsheet.
The most common user complaints highlight a recurring theme: Productive is great for the accountant, but it can be a headache for the project manager and the creative team.
The interface can feel rigid, the CRM is often described as "basic," and the learning curve for new employees is steep.
If you are looking for an agency management tool that your team will actually enjoy using, you should look at alternatives solutions.
Let’s look at what Productive does well, where it missteps, and what to seek out in replacements.
What is Productive All About?
Productive pitches itself as an all-in-one tool for agencies, with a heavy focus on "billability." It treats every action as a transaction.
Its core strength lies in budgeting and resource planning. It tells you exactly how much profit you’re making per employee and per project.
However, this focus on numbers often comes at the expense of usability and creativity.
Users share that while the reporting is great, the daily task management feels clunky.
It lacks the "soft skills" features like internal knowledge sharing or visual brainstorming that creative teams need to do the work that actually generates the revenue.
Why Look for an Alternative to Productive.io?
Productive is robust, but it’s not always "productive" for the people doing the work.
Here are three major pain points scaling agencies face.
1. The "Spreadsheet Fatigue" Interface
A common sentiment on social media is that Productive feels "frustrating" to navigate. It requires too many clicks to get where you want, and the UI can feel static.
Here’s what this looks like in practice:
Your project manager wants to update a client on project status.
In Productive, to make a simple update, they have to find the task, toggle the status, and then switch to a separate tab within the task window to log their time.
Because the tool is built for "perfect financials," it forces them to categorize every minute against a specific "Service" before they can save.
By the time they’ve satisfied the database requirements and navigated the sub-tabs, they’ve lost the momentum of what they actually meant to tell the client.
When a tool is hard to navigate, your team stops updating it. And when they stop updating it, your “perfect financial data” becomes inaccurate.
2. A CRM That Feels Like an Afterthought
Productive has a sales pipeline, but it’s limited. It treats sales merely as "pre-projects."
Consider this common agency scenario:
A potential client downloads your white paper, attends a webinar, requests a proposal, needs three rounds of revisions, involves their CFO in the decision, and finally signs after two months.
Productive’s basic CRM can’t track this nurturing journey.
You can't set up automated follow-up sequences or trigger workflows based on lead behavior, meaning you'll still need a third-party CRM to handle the actual “selling” journey.
3. No Space for "Knowledge"
Agencies sell expertise. Yet, Productive offers very little in the way of knowledge management.
Picture this workflow:
A new designer joins your team mid-project. They need to find the brand guidelines for a client campaign.
In Productive, they can see the project exists and the deadline, but where are the actual assets?
They check three different Google Drive folders, scroll through two months of Slack messages, and finally ask a colleague who’s on vacation.
Two hours of billable time burned before they can even start the actual design work.
You can track time, but where do you store the SOPs, the brand guidelines, or the creative briefs?
When a client asks for “that logo variation we discussed in March,” your team shouldn’t go on a scavenger hunt to find it.
You end up paying for Productive plus Notion plus Slack plus Google Workspace. Your team still wastes time switching between all of them.
What to Look For in a Productive Alternative?
If you want an all-in-one business management platform that handles both the money and the creativity, the right solution can deliver exactly what you need.
1. Customizable Interface
Your team shouldn’t have to work around rigid software layouts.
Productive forces everyone into the same view, whether you’re a designer who needs quick access to creative briefs or a manager who only cares about budget burn rates.
Here’s the daily reality:
Your creative director opens Productive and immediately sees columns for “billable hours,” “resource allocation,” and “profit margins”, none of which help them review campaign concepts.
Meanwhile, your account manager has to scroll past creative assets and design feedback to find the client’s payment status.
Look for alternatives that let you customize what each team member sees.
The right platform allows you to rearrange fields, hide irrelevant data, and create role-specific dashboards.
When your interface matches how your team actually works, they’ll stop avoiding the software.
2. Real Financials, Better Usability
You shouldn’t have to choose between accurate profit tracking and a usable interface.
The right alternative works like this:
An employee logs time by stopping the time tracker on a task. The system already knows the task is billable, automatically applies the correct hourly rate, and updates the project margin in real time.
Your financial data stays accurate because your team actually uses the tool.
A quality alternative allows you to track billable vs. non-billable hours, issue invoices, and monitor cash flow just like Productive, but without fighting the system.
3. A True “Creative” Workspace
Projects don’t start with budgets. They start with ideas.
Here’s what this means practically:
During your next campaign kickoff, your team opens a mind map directly in the platform. They brainstorm concepts visually, connect related ideas, then use these nodes to create actual project tasks with deadlines and assignments.
No switching between brainstorming and project management software.
Productive treats creativity like an afterthought.
Look for alternatives with built-in visual planning tools and Agile workflows for agencies that work in sprints.
4. White-Label Client Portal
While Productive allows you to invite clients, the right alternative lets you impress them.
Picture your client experience:
Clients log into a portal with a custom domain with your name in it, your branding colors, and logo.
They check project status, approve estimates, and communicate with your team in the comments.
This portal feels like an extension of your agency, not a third-party tool.
These small details elevate how professional your agency appears to high-value clients and makes collaboration with you effortless.
5. Advanced Automation
Manual task shuffling is billable time wasted.
The workflow should be seamless:
Your sales team marks a deal as “won” in the CRM.
The system immediately creates the project, assigns team members based on your templates, generates the first invoice, and sends the kickoff email to the client.
Flowlu brings together team collaboration, client and project management, document generation, knowledge sharing, mind maps, and financial tracking, all in one place. With Flowlu, you can automate those repetitive tasks that slow you down. Rely on real-time reporting to get insights into what’s working and where you can improve. Flowlu offers multiple task views—like Kanban, list, or calendar—so you can visualize work the way that suits your team best. With all your data in one place, making informed decisions is simpler than ever. It's all about reducing the effort of daily tasks, so you can focus on what really matters—growing your business and delivering value to your clients.
Smartsheet
Project tracking with a familiar spreadsheet touch
Smartsheet’s spreadsheet-style interface makes it easy to track projects, collaborate with teams, and automate workflows. From detailed Gantt charts to simple task lists, it adapts to fit any team’s needs. Manage everything from big-picture strategy to everyday tasks in one flexible workspace.
ProofHub
Comprehensive project control
ProofHub offers an all-in-one platform for project management and team collaboration. Plan, organize, and deliver projects efficiently while keeping communication centralized. With features like task timelines, online proofing, and built-in chat, your team stays connected and in sync. It’s a comprehensive solution that brings clarity and control to your workflows.
Zoho One
Complete business suite
Zoho One is a full-fledged business platform with over 40 integrated apps, covering everything from sales to marketing to project management. It streamlines your operations by keeping all your tools under one login. Customize and scale the platform as your business grows, without worrying about the complexity of managing multiple systems.
Trello
Agile team management
Trello’s classic boards and cards make it easy (and even a bit fun) to see your projects at a glance. Create, organize, and move tasks through your workflow with just a few clicks. Whether it's a personal to-do list or a team project, Trello keeps everything simple and right where you need it.
Jira
Agile Project management for dev teams
Jira is built for development teams that need powerful tools for tracking tasks, bugs, and features. It supports both Scrum and Kanban methodologies, offering deep customization and reporting features. Automate workflows and gain visibility into your project’s progress, all while integrating seamlessly with your existing tools.
ActiveCollab
All-in-one tool for smart teams
ActiveCollab helps you manage tasks, track time, and collaborate with your team all in one place. Its intuitive interface makes project management feel effortless, allowing you to focus on getting things done. From task assignments to invoicing clients, ActiveCollab covers every aspect of your workflow.
WorkflowMax
Project lifecycle manager
WorkflowMax handles your entire project lifecycle, from lead generation to invoicing. Perfect for service-based businesses, it simplifies time tracking, task management, and financial reporting. With detailed insights into project profitability, you’ll always know where your business stands.
Dubsado
Client-centric project tool
Dubsado combines CRM, project management, and invoicing in one powerful platform designed for client-facing businesses. From sending contracts to managing client communications, Dubsado automates routine tasks so you can focus on delivering great work. Its clean interface makes it easy to keep track of projects, schedules, and invoices all in one place.
Favro
Agile team collaboration
Favro helps teams adapt and scale with flexible workflows and real-time collaboration. Manage sprints, projects, and roadmaps with an intuitive platform that grows with your team. Track progress, adjust priorities, and collaborate across departments—all from one adaptable tool.
Scoro
Complete business management
Scoro combines project management, billing, and reporting into one seamless experience. Manage your tasks, track time, and get real-time insights into project profitability with Scoro’s all-in-one platform. Running a creative agency or a professional service firm? Scoro helps you optimize every aspect of your business with ease.
LiquidPlanner
Predictive project scheduling
LiquidPlanner uses predictive scheduling to give teams a clear view of timelines and resources. It dynamically adjusts as priorities shift, ensuring your team stays focused on the most important tasks. The platform’s real-time forecasting tools let you manage uncertainty and make informed decisions.
Basecamp
Simplified team collaboration
Basecamp makes it easy for teams to collaborate by keeping everything—tasks, files, messages—organized in one place. With its clean interface and intuitive layout, you’ll never feel overwhelmed by clutter. It’s a straightforward tool for teams that need a simple way to stay in sync.
Nifty
Real-time project tracker
Nifty combines task management, collaboration, and project timelines in one intuitive platform. Plan and track your projects from start to finish with real-time updates that keep everyone aligned. Nifty’s easy-to-use interface and automation features make it ideal for growing teams that need flexibility.
ProjectLibre
Open-source project manager
ProjectLibre is a free, open-source alternative to expensive project management tools like Microsoft Project. With robust features like Gantt charts, task tracking, and resource management, it’s ideal for teams on a budget. ProjectLibre is powerful enough to handle complex projects but simple enough for everyday use.
Bitrix24
Integrated business collaboration
Bitrix24 combines project management, communication, and CRM into a single, integrated platform. Manage tasks, collaborate with your team, and keep client information organized—all without leaving the app. Designed for small teams and large organizations alike, Bitrix24 offers the tools you need to streamline operations.
TeamGantt
Simple Gantt chart management
TeamGantt simplifies project planning with its intuitive drag-and-drop Gantt chart interface. Visualize your tasks, set dependencies, and keep your team aligned on deadlines, all with minimal setup. It’s perfect for teams that want an easy way to track project progress without complicated software.
Plutio
Freelancer business management
Plutio is built for freelancers and small teams who need an all-in-one solution to manage tasks, clients, and invoices. It offers everything you need to run your business seamlessly, including project tracking and communication, without the need to switch between tools. Customizable workflows allow you to manage projects your way, and integrated invoicing helps you get paid faster.
Microsoft Project
Advanced project planning
Microsoft Project is a comprehensive tool for planning, scheduling, and managing projects of any size. With its powerful Gantt charts, resource management tools, and reporting features, it’s the go-to platform for project managers worldwide. Customize your workflows, allocate resources, and track progress with real-time data.
Airtable
Flexible task database
Airtable blends the simplicity of a spreadsheet with the power of a database to give you a flexible workspace for managing any project. Organize your tasks, data, and projects in a way that makes sense for your team, with customizable views and powerful automations. Airtable’s adaptability makes it perfect for everything from content planning to product development.
Redmine
Open-source task tracking
Redmine is a versatile, open-source project management tool designed for teams that need flexibility. Track issues, tasks, and timelines while integrating seamlessly with your favorite tools. Ideal for managing software development or running agile sprints, Redmine provides a customizable experience that adapts to your workflow.
Planview
Enterprise project management
Planview (former Clarizen) provides enterprise-grade project management with robust features designed for large-scale operations. It’s perfect for teams that need advanced tracking, resource allocation, and collaboration tools in one centralized platform. Plan, execute, and deliver complex projects while gaining real-time insights into every aspect of your workflow.
Accelo
Service business automation
Accelo is built for service-based businesses that need to manage projects, clients, and billing all in one place. Track time, automate workflows, and keep projects on schedule, all while ensuring client satisfaction. Accelo integrates every part of your service delivery process, from lead generation to invoicing.
Avaza
Cloud-based team collaboration
Avaza brings together project management, team collaboration, and invoicing into a single, cloud-based platform. Organize tasks, track time, and manage client communications without the need for separate tools. Its clean interface and powerful features make it a great choice for teams seeking to simplify workflows and boost productivity.
Paymo
Time tracking with billing
Paymo is designed for teams and freelancers who need to manage projects, track time, and handle billing from one central platform. It’s perfect for businesses that want a seamless way to stay on top of tasks, deadlines, and client invoicing. Paymo’s real-time tracking and reporting give you full visibility into project progress and profitability. It’s an all-in-one solution for those who want to manage work and payments effortlessly.
HoneyBook
Client process automation
HoneyBook offers a complete client management solution for freelancers and small businesses. From proposals and contracts to payments, it helps you streamline your entire client process. Its automation features take the hassle out of onboarding and invoicing, so you can focus on delivering great work.
YouTrack
Agile development tracking
YouTrack offers an agile project management experience tailored for development teams. Track tasks, bugs, and sprints with customizable workflows and advanced reporting features. Its powerful search capabilities and real-time updates keep your team on top of every task.
Asana
Workflows made simple
Asana is a project management tool that helps teams stay organized and keep track of tasks. It’s great for planning, assigning responsibilities, and visualizing project timelines with a simple interface. With features like boards, lists, and integrations, Asana makes managing both small and large projects very straightforward.
Wrike
Real-time team alignment
Wrike is built for teams needing detailed visibility into their projects. It offers tools for managing tasks, tracking time, and collaborating in real time, all from one platform. Wrike’s customizable dashboards and reporting make it easy to keep everyone aligned and on top of deadlines.
Monday
Visual task management
Monday is a visual project management tool that adapts to your team's workflow. It lets you track projects, set up automations, and manage everything from daily tasks to big projects on a colorful, user-friendly interface. Its flexibility makes it ideal for teams of all sizes looking to streamline processes.
ClickUp
Customizable productivity hub
ClickUp is an all-in-one productivity platform where you can manage tasks, docs, goals, and more. It’s designed to replace multiple apps by combining project management, communication, and automation in one place. Customizable views and extensive integrations help teams tailor their workspace to fit their requirements.
Teamwork
End-to-end project tracking
Teamwork is a project management platform designed to streamline team collaboration. It allows companies to manage tasks, track time, and stay on top of project timelines with ease. With its client-focused features, Teamwork makes managing complex projects and keeping everyone aligned simple.
FAQs
See the most answers to the most frequently asked questions. You can find even more information in the knowledge base.
Productive’s great at crunching numbers, but most teams find it frustrating to use day-to-day.
The interface feels clunky, the CRM is pretty basic, and getting new people up to speed takes forever.
Agencies want something that tracks financials just as well but doesn’t make their team want to avoid logging time.
Most agencies get everything moved over to Flowlu in 2-3 weeks. We can help you import your projects, clients, and other data. Your results stay intact, you just get a better experience going forward.
Yes, that’s exactly what we built it for.
We handle everything professional services firms need: resource planning, project delivery, time tracking, invoicing, and forecasting.
Flowlu works great for marketing agencies, IT consultants, law firms, any business that bills for time and expertise.
The learning curve is way shorter than Productive.
Since everyone can customize their view, your designers only see design stuff and your project managers focus on timelines and budgets.
Most people figure it out in their first week instead of struggling for a month.
We give you visual resource planning tools so you can see who’s swamped and who has bandwidth.
Makes it easy to balance workloads without burning people out or leaving money on the table.
Absolutely. Set hourly rates for different people, tasks, or projects, and we’ll calculate profit margins as time gets logged.
You get real-time margin tracking on every job—no waiting for month-end reports to see if you’re making money.
Our team helps you move everything—project histories, client info, financial records.
You keep all your historical data while upgrading how your team works.
Unlike Productive’s basic sales features, we built a proper CRM.
You can manage your sales pipeline, set up automated follow-ups, and turn won deals into projects with one click.
No more paying for multiple tools.
Yes. You get a white-label client portal that works on your domain.
Clients can check progress, approve estimates, and message your team.
