5 Tools That Make Your Small Team Look Like a Big-Time Agency

Ever feel like your small team is working twice as hard just to keep up with larger agencies? The real secret behind teams that look and perform like big agencies isn’t just hustle—it’s about using the right tools to multiply your impact. In this guide, I’ll break down five powerful tools that will help your team deliver professional results, wow clients, and scale your operations in 2025.

I’m Riten, founder of Fueler a platform that helps companies hire through assignment. In this article, I’ll walk you through the top tools that empower small teams to deliver agency-level work, even with limited resources. But beyond just using great software, what truly sets you apart is how you showcase your team’s achievements. Your project portfolio isn’t just a list of tasks—it’s your proof of expertise, your trust-builder, and your shortcut to landing bigger opportunities.

1. ClickUp

ClickUp is an all-in-one project management tool that brings your team’s tasks, deadlines, and communications together in one place. It lets you manage everything from daily to-dos to complex client projects, making it easy to keep everyone on track and accountable. ClickUp’s flexibility means you can customize workflows, automate repetitive tasks, and visualize progress in real time.

• Customizable dashboards for tracking tasks, timelines, and goals
• Built-in chat, document sharing, and file storage
• Time tracking and workload management for better resource allocation
• Automations to reduce repetitive work

Pricing (2025):

• Free Forever: $0, ideal for personal use or testing
• Unlimited: $7/user/month (billed annually), $10/user/month (billed monthly)
• Business: $12/user/month (billed annually), $19/user/month (billed monthly)
• Enterprise: Custom pricing, contact sales for a quote

Why it matters: With ClickUp, your small team can organize, collaborate, and deliver projects just like a big agency, helping you meet deadlines and impress clients with your efficiency.

2. Canva

Canva is a graphic design platform that makes it easy for anyone to create stunning visuals, even without design experience. From social media graphics to client presentations, Canva’s drag-and-drop interface and huge template library help you produce professional-quality designs fast. It’s perfect for small teams who need to create agency-level branding and marketing materials on a budget.

• Thousands of templates for social media, ads, presentations, and more
• Drag-and-drop editor for easy customization
• Team folders and brand kits to keep assets organized and consistent
• Collaboration features for real-time feedback

Pricing (2025):

• Free plan with basic features
• Canva Pro: $14.99/month for up to 5 users (additional users $7.99/month each)
• Canva for Teams: Starts at $29.99/month for the first 5 users (additional users $7.99/month each)

Why it matters: Canva helps your team create eye-catching designs that rival big agencies, making your brand stand out and your client pitches more persuasive.

3. Slack

Slack is a communication platform designed to keep your team connected and your conversations organized. It replaces endless email threads with channels, direct messages, and integrations with your favorite tools. Slack makes it easy to share updates, ask questions, and keep everyone in the loop, no matter where they are.

• Channels for projects, clients, or topics to keep conversations organized
• Direct messaging and group chats for quick communication
• Integration with tools like Google Drive, ClickUp, and more
• File sharing and searchable message history

Pricing (2025):

• Free plan with limited message history and integrations
• Pro: $8.75/user/month (billed monthly), $7.25/user/month (billed annually)
• Business+: $15/user/month (billed monthly), $12.50/user/month (billed annually)
• Enterprise Grid: Custom pricing

Why it matters: Slack enables your team to communicate and collaborate with the speed and clarity of a big agency, ensuring nothing gets missed and projects move forward smoothly.

4. Loom

Loom is a video messaging tool that lets you quickly record your screen, voice, and face to explain ideas, give feedback, or update clients. It’s perfect for asynchronous communication, saving time on meetings and making your updates more personal and clear.

• One-click video recording and sharing for fast communication
• Screen, camera, or both for flexible presentations
• Viewer insights to track engagement and feedback
• Easy embedding in emails, project tools, or client portals

Pricing (2025):

• Free plan with up to 25 videos per person and 5 minutes per video
• Business: $15/user/month (billed monthly), $12.50/user/month (billed annually)
• Enterprise: Custom pricing

Why it matters: Loom helps your team deliver clear, personal updates and feedback, making your client communications as polished and effective as a top agency.

5. Fueler

Fueler is a portfolio platform built to help teams and freelancers showcase their best work and get hired through assignments, not just resumes. It’s designed for modern hiring, where proof of skill and real project results matter more than titles or degrees. With Fueler, you can easily organize and share your team’s top projects, case studies, and client wins.

• Create beautiful, shareable portfolios with real project samples
• Assignment-based hiring to match skills with real needs
• Analytics to see who’s viewing your work and what stands out
• Collaboration tools for team portfolios and client showcases

Pricing (2025):

• Free plan with basic portfolio features
• Pro: $8/month or $80/year (individuals)
• Team: $20/month for up to 5 users, $4/month for each additional user

Why it matters: Fueler lets your small team present work like a big agency, building trust and winning more assignments by showing real results, not just promises.

Strategic Tip: Use Fueler to Win Bigger Clients

If you want to stand out in today’s competitive market, don’t just use these tools—showcase your results. With Fueler, you can build a dynamic portfolio of your team’s best projects, making it easy for companies to see your skills in action and hire you through assignment, not just a resume.

Final Thought

The right tools can turn a small team into a powerhouse that delivers agency-level results. By investing in platforms like ClickUp, Canva, Slack, Loom, and Fueler, you’ll streamline your workflow, boost your team’s creativity, and impress clients with your professionalism. Remember, it’s not about the size of your team—it’s about the impact you make and how you present your results.

FAQs

1. What are the best tools for small teams to manage projects like agencies?

ClickUp, Canva, Slack, Loom, and Fueler are top choices for project management, design, communication, video messaging, and portfolio building.

2. How much does ClickUp cost for small teams in 2025?

ClickUp’s Unlimited plan is $7/user/month (billed annually) or $10/user/month (billed monthly), with a Free Forever plan for personal use.

3. Can Canva help teams without a designer?

Yes, Canva’s templates and drag-and-drop tools make it easy for anyone to create professional visuals, even without design experience.

4. Why should small teams use Fueler?

Fueler helps teams showcase real work and get hired through assignments, making it easier to prove expertise and win bigger clients.

5. What’s the advantage of using Loom for client communication?

Loom allows you to send quick, clear video updates, making your communication more personal and effective than long emails or written reports.

What is Fueler Portfolio?

Fueler is a career portfolio platform that helps companies find the best talents for their organization based on their proof of work.

You can create your portfolio on Fueler, thousands of freelancers around the world use Fueler to create their professional-looking portfolios and become financially independent. Discover inspiration for your portfolio

Sign up for free on Fueler or get in touch to learn more.