The best project management software for agencies and their clients
Everything between your team and your clients, in one place
The most efficient companies trust
Aprolio's technology
.png?alt=media&token=81a2eb69-1364-49d3-8f27-1e37f25384ae){kind=small}
.png?alt=media&token=8398cefe-f7ee-46a3-b22b-427cf2a0fc5b){kind=small}
.png?alt=media&token=7e0e8a36-794e-438f-9e38-f4a4d212ab8c){kind=small}
.png?alt=media&token=dd327f75-d1fe-47dd-b931-33b9776475c3){kind=small}
Results that speak for themselves
Real data from teams that centralized their review process
productivity boost
Teams working with centralized tools reduce wasted time and repeated tasks.
faster projects
Less friction in feedback → more agile decisions → deliverables delivered sooner.
fewer errors and rework
Version control and comments in one place reduce critical confusion.
in client satisfaction
Clarity, order and tracking generate a much better experience.
improvement in client-company relationship
Transparency and centralized communication strengthen long-term relationships.
Is your client review process a mess?
Scattered feedback, lost versions, and informal approvals cost time and money.
Endless email chains
Feedback arrives via WhatsApp, email and calls. Every comment gets lost in endless threads, creating constant confusion and delays.
Which is the latest version?
“design_final_v2_this_one.zip” saved in 3 different folders. The client asks which one is right and nobody knows for sure.
Ambiguous approvals
An “OK 👍” on WhatsApp is not a formal approval. Weeks later: “I didn't approve that, I just said it was okay”.
With Aprolio, chaos becomes order
Versions, comments, approvals and shared calendar in a single professional project tracking space.
Everything you need for a flawless workflow
Our project tracking software solves chaos with features designed to streamline the complete project cycle management of your work.
A unique space for each client
Forget sending WeTransfer links. Give your clients a professional portal where they can see all their projects organized by categories and folders, with versions and comments in one place.
- Organize deliverables in hierarchical categories and subfolders.
- Clear view of each deliverable's status with task checklist.
- Intuitive interface that your clients will love to use.
.png?alt=media&token=49636b98-5372-478e-9968-999680586039)
.png?alt=media&token=c6524fb7-56ea-4109-bb6e-2c521ccf10ea)
.png?alt=media&token=1582531a-d2f6-47ce-940e-bc25c26f705a)
.png?alt=media&token=3d25c317-bc8c-426d-8600-de2e0422120b)
Smart notifications that keep everyone in sync
Automatic summary of all changes via email. No one misses anything important without being saturated with constant alerts.
Your Company
Upload versions,
comment, change status
AWS SES
Every hourSends automatic recap
of activity
Your Clients
Receive email,
approve, comment
Your Company
Upload versions, comment, change status
AWS SES
Every hourSends automatic recap of activity
Your Clients
Receive email, approve, comment
No saturation
Hourly recaps avoid spam from instant notifications
Guaranteed delivery
AWS infrastructure ensures every email reaches its destination
Bidirectional
Communication from company to client and vice versa, always in sync
Perfect for every sector
Aprolio adapts to the specific needs of your industry
Agencies and creative studios
Branding, design, video, social media, marketing... Upload versions, receive feedback and accelerate approvals.
Consultancies and firms
Strategy, HR, SEO... Present versioned deliverables with a clear and organized change history.
Architecture and engineering
Plans, renders, certifications... Share heavy technical files with formal tracking and traceability.
Lawyers and legal sector
Contracts, reports, agreements... Control sensitive versions where every change matters and is recorded.
Audiovisual production companies
Video editing, scripts, storyboards... Receive direct feedback on versions and cuts, all in one place.
B2B training and academies
Materials, reports, deliverables... Control deliveries per client and professionalize communication.
Aprolio vs other tools
Aprolio is not a replacement for your internal project manager, it's the perfect complement: the professional communication and approval layer between your team and your client.
| Feature | ✦ Aprolio | Asana | ClickUp | Jira | Slack |
|---|---|---|---|---|---|
| Main Focus | Focus on agencies, firms, studios and professionals working for external clients. | Project management for internal teams. | Customizable tool for multiple internal workflows. | Project management for software development teams. | Team messaging tool. Not a project or deliverable management platform. |
| Deliverable Control | Native function. Versions, hierarchical categories, task checklist and history per client. | Simulated with tasks and attachments, without native version control. | Based on tasks and subtasks to organize attachments. | Oriented to "issues", where deliverables are a secondary artifact. | No version control. Files are shared as attachments in conversations and get lost. |
| Client Portal | Native and branded. Secure space with shared calendar and project management. | Clients are "guests" to an internal management interface. | The interface for guests is not optimized for the client experience. | Not designed for external clients; the interface is technical. | No client portal. Clients join as regular channel members with no separation. |
| Project Calendar | Shared calendar with all project deadlines, milestones and events. | Task calendar without native client portal. | Calendar view but meetings require external integrations. | No visual calendar or client portal. | No project calendar. Requires external integrations like Google Calendar. |
| Comments on Versions | Native function. Comments per version, linked to the correct file. | Has comments on tasks and image annotation tools. | Includes file annotations and assignable comments on tasks. | Comments within "issues", not optimized for version feedback. | Comments get lost in message threads, disconnected from the file. |
| Ease of Use | Very Easy. Its specialization makes it very intuitive for agency and client. | Medium learning curve due to its number of options. | High learning curve due to its great flexibility and customization. | Difficult to use if not familiar with Agile methodologies. | Easy for messaging, but not designed to manage deliveries or approvals. |
Don't just take our word for it
Discover why the most efficient agencies choose Aprolio to manage their projects.
“We used to spend three weeks chasing approvals over email. Now we close them in under a week. Clients actually thank us for making the process so clear and smooth.”
Sarah Mitchell
Creative Director · Vivid Agency
“We tried Asana, Notion, even custom Slack workflows. Nothing worked for the client-facing side until Aprolio. It’s built exactly for how agencies actually operate.”
Marcus Chen
CEO · Forward Studio
“My clients keep asking if they can share their portal with their internal marketing team. That’s all you need to know about how good the experience is.”
Priya Sharma
Head of Client Services · Blue Whale Studio
“We stopped hunting through email threads. All feedback, versions and approvals are in one place. We took on 30% more work last quarter without hiring anyone new.”
Tom Harrington
Founder · Bold Creative
“We rolled it out to the whole team in under a week, zero training sessions. Our least tech-savvy clients use it every day without any friction.”
Emma Williams
Operations Director · Spektrum Agency
“The activity log has saved us in more than one uncomfortable client call. When someone insists they never approved a deliverable, we just open Aprolio and show them.”
James Carter
Account Director · Craft & Co.
Everything you need to know about our project management tool
Get answers about how Aprolio can improve your project management workflow.
What is Aprolio and who is this project management software designed for?
Aprolio is a platform designed specifically for creative agencies, design studios, and consultants who need to share deliverables with clients professionally. It centralizes versions, feedback, approvals, and communication in one place, eliminating the need for multiple tools or endless email threads.
What sets Aprolio apart from other tools?
Unlike generic tools, Aprolio is built specifically for the review and approval cycle of creative deliverables. You don't just track internal tasks – you involve your clients in the process with a clean, professional portal where they can view versions, comment, and approve work without confusion.
How does version control and change tracking work?
The system maintains a complete history of each deliverable. Every time you upload a new version, it automatically records the date, time, and author. Clients can review uploaded versions, leave specific comments on files, and formally approve work. This ensures no feedback is lost and you never work with outdated versions.
Can I manage multiple projects and clients?
Yes, you can manage multiple clients and projects from a single centralized dashboard. Each client has their own isolated portal where they only see their projects, ensuring complete privacy. The free plan includes up to 3 clients, perfect for freelancers and small agencies.
What does the complete project cycle include?
The complete cycle covers from initial delivery to final approval: upload files, receive structured feedback, manage status changes (pending, in review, changes requested, approved) and maintain a shared calendar with deadlines. Everything centralized without needing multiple applications.
How are changes and updates communicated?
The system sends automatic email notifications when there are new versions, comments, or status changes. Both your team and clients receive real-time updates without needing to chase anyone via email. Notifications are contextual and only send relevant information for each user.
Do I need to install software or does it work in browser?
Aprolio is 100% browser-based. You don't need to install anything: simply access from any device with an internet connection. It works perfectly on desktop, tablet, and mobile, allowing your clients to review and approve deliverables from anywhere.
What types of files can I share with clients?
You can upload any type of file: designs, PDFs, videos, presentations, documents, images, and more. You can also share external links like Figma prototypes, Google Drive files, or any other tool you use. Everything is stored securely in the cloud (up to 5 files per version, max 25MB combined).
How do I get started with Aprolio?
Simply sign up for free, create your agency, and add your first client. From the control panel you can create deliverables, organize in categories, and share the portal link with your client. You don't need a credit card and can manage up to 3 clients for free. The complete process takes less than 5 minutes.
Does Aprolio offer free project tracking software?
Yes, the free plan includes all core features: manage up to 3 clients, unlimited deliverables, unlimited versions, complete comment and approval system, activity history, email notifications, and shared calendar. It doesn't require a credit card and has no time limit. Perfect for freelancers and small agencies looking for a professional solution with no commitments.
Ready to transform your deliveries?
Sign up for free and start managing up to 3 clients at no cost. No credit card, no commitments.