10 Must-Ask Questions Before You Choose an Agency Management System in 2025

Why Choosing the Right AMS in 2025 Is a Big Deal

Running an agency in 2025 is like juggling a dozen balls at once: you’re managing clients, projects, deadlines, emails, reports, and a remote team—all at the same time.

This is why many agencies use something called an Agency Management System (AMS). Think of it like the brain of your agency—it helps organize everything so your team works faster, smarter, and with less stress.

But here’s the problem: many agencies pick the wrong AMS. They choose software that’s hard to use, doesn’t grow with them, or doesn’t fit the way their team actually works.

So before you buy, here are 10 smart questions to ask. These will help you pick the right tool—the one that fits your agency today and still works years from now.

1. Will This System Grow with My Agency?

Why this matters: Imagine buying shoes for a 10-year-old—they might fit today, but next year, they’re too small. The same thing happens with software.

What to check:

• Can I add more team members as we grow?
• Can it handle more clients or projects in the future?
• Will I have to pay a lot more when we grow?

What can go wrong: Some systems are great for small teams—but they break when your agency gets bigger. That means you’ll have to switch again, and that takes time and money.

2. Does It Work Well with the Other Tools We Use?

Why this matters: You probably already use tools like Gmail, Zoom, or Slack. Your AMS should connect with these, not force you to copy-paste or switch between tabs all day.

What to check:

• Can it connect to my CRM, email, and file-sharing tools?
• Is there an API or app store for extra tools?
• Does it sync with calendars and invoicing software?

What can go wrong: If your AMS doesn’t “talk” to your other tools, your team wastes hours every week doing things manually—like updating two systems with the same info.

3. Does It Use AI and Automation to Save Time?

Why this matters: In 2025, we want to work smart, not just work hard. AI (artificial intelligence) helps your team avoid boring tasks—like scheduling meetings or creating reports.

What to check:

• Does it suggest tasks or due dates using AI?
• Can it send automatic reminders to team members?
• Will it generate smart reports without me building them from scratch?

What can go wrong: Some AMS tools claim to have AI, but it’s just a fancy name for basic features. Ask for real examples—don’t get tricked by buzzwords.

4. Is It Easy for My Team to Learn and Use Every Day?

Why this matters: If your team doesn’t understand how to use the AMS, they’ll just stop using it—and then what’s the point?

What to check:

• Is the layout simple and easy to click through?
• Are there tutorials or videos to help us learn?
• Can we customize the dashboard so each person sees what they need?

What can go wrong: Some systems are way too complicated. Your team might give up—or worse, keep using email and spreadsheets instead.

5. How Much Will It Really Cost Me?

Why this matters: It’s not just the sticker price—you have to think about the full cost, including setup, training, and hidden fees.

What to check:

• Is the price per user, per month, or per year?
• Are support or upgrades included, or do they cost extra?
• What happens to the price as our team gets bigger?

What can go wrong: Some companies offer a low starting price, then charge extra for every little thing. Ask for a total estimate for the whole year.

6. Can My Team Use It From Anywhere?

Why this matters: In today’s world, your team might be working from home, a coffee shop, or even another country. Your AMS should work anywhere with Wi-Fi.

What to check:

• Is it cloud-based? (That means you can use it in a browser.)
• Does it work well on phones, tablets, and laptops?
• Is it secure when people log in from different places?

What can go wrong: Some tools only work well on certain devices or in one country. Make sure your team can log in easily—wherever they are.

7. Will It Help Me Create Reports for Clients Easily?

Why this matters: Clients want to see progress. If your AMS builds reports automatically, that saves hours of work and shows clients how much you’ve done.

What to check:

• Can I build reports with a few clicks?
• Does it support charts, graphs, or visuals?
• Can I share reports with clients online?

What can go wrong: If you still have to build reports in Excel every week, your AMS isn’t doing enough. You need a tool that helps tell your success story.

8. What Kind of Help Do I Get When I’m Stuck?

Why this matters: Even great software runs into problems. What matters is how fast you get help when something breaks or you have a question.

What to check:

• Can I talk to a real person (chat, phone, or email)?
• Is support 24/7 or only during office hours?
• Do I get a dedicated support person?

What can go wrong: Some companies only offer help through online forums or long wait times. Make sure help is easy to reach when you need it most.

9. Is This Company Still Improving the Software?

Why this matters: Technology changes fast. Your AMS should keep adding new features, fixing bugs, and staying secure.

What to check:

• When was the last update or new feature?
• Do they ask users for feedback and ideas?
• Are they ready for future changes—like AI, data privacy, or remote work?

What can go wrong: If a company stops improving its software, your AMS could feel old in a year. Ask to see their roadmap—what they’re planning next.

10. Will This Tool Bring Everything Together in One Place?

Why this matters: Too many tools = too much chaos. Your AMS should bring together tasks, files, chats, clients, reports—all in one clean space.

What to check:

• Can it replace 3 or 4 tools we already use?
• Does it let everyone—from interns to managers—see what they need?
• Can it grow into an “all-in-one” platform for our agency?

What can go wrong: Some systems only do one thing well. That’s okay—but you might end up switching between apps all day. Aim for less juggling, more focus.

The Smart Way to Pick the Right AMS in 2025

Making a smart AMS choice is like choosing a great coach for your team. It helps you play better, win more, and keep everything organized.

Here’s how to be smart about it:

• Write down your needs before you even look at tools.
• Try it first—ask for a free trial or a demo account.
• Ask your team what they like and don’t like.
• Don’t rush. Take your time to compare at least 3–4 systems.

Remember: the right AMS won’t just help you today—it will help you grow for the next 3–5 years

FAQs – People Also Ask

Q1: What is an AMS used for?

AMS (Agency Management System) is a tool that helps agencies manage projects, clients, payments, and more—all in one place.

Q2: Can a small agency use an AMS?

Yes! Small teams benefit the most because it helps them stay organized and save time.

Q3: How long does it take to set up an AMS?

It usually takes 2 to 8 weeks, depending on how big your team is and how much data you’re moving over.

Q4: Is AMS just for creative or marketing agencies?

Nope! While creative and digital agencies use them a lot, AMS tools are also used in insurance, finance, and more.

Q5: What’s the biggest mistake when choosing an AMS?

Not asking the right questions—or picking a tool just because it’s popular. Always check if it fits your agency.

Final Thoughts: Invest in Systems That Grow With You

In a world where agency margins are thin and expectations are sky-high, your Agency Management System is your engine. Get it right, and you’ll power client success, creative excellence, and operational clarity. Get it wrong, and you’ll struggle to scale or even stay competitive.

Use these 10 questions as your strategic blueprint. Push vendors beyond the brochure. Dig into workflows, costs, support, and real-world use cases. The AMS you choose in 2025 could shape your agency’s trajectory for the next decade.