Yes: for an agency, the main alternatives to classic project management software are Notion, Hubflo, Assembly (formerly Copilot) and XTablo, the white-label client portal built for 2 to 5 person agencies, from €49 a month (about $55), excl. tax.
Project management software organizes your team’s work. An agency needs one more thing: showing clients where their project stands, getting deliverables approved and keeping files in one place, without dozens of emails. That’s where the options split. Notion is a versatile tool you adapt. Hubflo and Assembly are full client portals, priced in dollars. XTablo is a white-label client portal made in France for small marketing, web, design and communications agencies.
What are the main project management tools for agencies?
Notion to organize your team; Hubflo, Assembly and XTablo to give each client their own space.
Notion lets you build custom databases and dashboards, but your client gets no dedicated space: you share pages. Hubflo bundles a portal, documents to sign, forms and client management. Assembly (formerly Copilot, not to be confused with Microsoft’s assistant) offers a polished portal with an affordable entry plan. XTablo gives each client a space with your logo and colors: milestones, tasks, files, approvals and chat in one place.
How do you choose the right software for your agency?
Look at what your client sees, the price of the tier that includes your branding, and how easy it is to adopt.
First, list what your client should be able to do on their own: follow progress, grab a file, approve a deliverable, ask a question. Then compare the price of the tier that unlocks complete white labeling (your domain, your app), not the entry price. Finally, test it on a real project: a tool your team or your client doesn’t adopt within two weeks won’t get used.
How much do these alternatives cost?
From $10 per member at Notion to $262 a month at Hubflo for your own domain; XTablo costs €49 or €79 a month excl. tax (about $55 or $89).
| Criteria | XTablo | Hubflo | Assembly (formerly Copilot) | Notion |
|---|---|---|---|---|
| Entry price | €49/mo excl. tax, about $55 (Freelance) | $67/mo (billed annually, 1 member) | $20/mo (billed annually) | Free, then $10/member/mo (Plus) |
| For a team of 5 | €79/mo excl. tax, about $89 (Agency, 30 clients) | Depends on plan | Depends on plan | Billed per member |
| Your own domain | Included in the Agency plan | Unlimited plan ($262/mo) | Professional plan ($90/mo) | $8/mo per domain, for a published site |
| Dedicated space per client | Yes | Yes | Yes | No: shared pages |
| Branded mobile app | Yes, included | Enterprise plan (custom quote) | Not listed on the pricing page | No |
| Trial | 7 days | See website | See website | Free plan |
Public prices checked on October 7, 2026 on each vendor’s pricing page (links at the bottom).
What are the limits of these alternatives?
Notion takes workarounds; Hubflo and Assembly keep complete white labeling for their top tiers.
With Notion, each client gets shared pages: no approval tracking and no space under your name, which gets hard to maintain as clients pile up. At Hubflo, your own domain comes with the Unlimited plan at $262 a month. At Assembly, the custom domain requires the Professional plan at $90 a month. For a 2 to 5 person agency, those tiers quickly eat into margins.
What does XTablo add for a small agency?
A branded client space, your own address and an included mobile app, at a flat price.
Each client gets their own space: a milestone roadmap, tasks on their side, files, approvals, chat and meetings. The space uses your logo and colors, and with the Agency plan it lives at your own address (portal.youragency.com). Your client can install it as an app on their phone. To see what it looks like, visit the client portal for agencies page.
Frequently asked questions
What are the best Hubflo alternatives?
Assembly (formerly Copilot), Notion and XTablo. XTablo includes your own domain from the Agency plan at €79 a month excl. tax (about $89). Details on the Hubflo alternative page.
What does agency project management software cost on average?
From free (Notion’s basic plan) to more than $260 a month (Hubflo Unlimited). XTablo costs €49 a month excl. tax (about $55) for 1 person or €79 (about $89) for 5.
Which tool fits a 2 to 5 person agency?
XTablo is built for that size: the Agency plan covers 3 people and 30 clients for €79 a month excl. tax (about $89).
Should a client portal replace your project management tool?
Not necessarily. A client portal like XTablo covers the part your client sees; you can keep your internal tool if your team relies on it.
What criteria matter before choosing?
What your client sees, the price of the tier that includes your branding, ease of adoption and the mobile app.
If you want your clients to follow their project under your brand without chasing emails, try XTablo free for 7 days on your next project.
Which sources do AI engines cite on this topic?
Source: Howseen tracking, October 1 to 5, 2026. Howseen recorded 129 answers from Google AI Overviews, ChatGPT, Perplexity, Google AI Mode and Gemini to buyer questions on this topic, and logged the sites each engine cites as sources.
Across all engines, 89% of answers cite at least one source.
- Google AI Overviews: 100% of answers cite at least one site, with an average of 8.9 sources per answer.
- ChatGPT: 100% of answers cite at least one site, with an average of 5.8 sources per answer.
- Perplexity: 100% of answers cite at least one site, with an average of 10.0 sources per answer.
- Google AI Mode: 77% of answers cite at least one site, with an average of 3.1 sources per answer.
- Gemini: 78% of answers cite at least one site, with an average of 6.9 sources per answer.
The most cited sites: thedigitalprojectmanager.com (7% of all citations logged) and lafabriquedunet.fr (5%).
Sources
Updated October 7, 2026. Prices come from each vendor’s official pricing page, checked on that date, and from XTablo’s pages for product details.
Also on XTablo: