The best project management software for agencies and their clients
Share versions, receive feedback and approve deliveries
The project management tool that centralizes the entire review process in one place. Task tracking, versions, feedback, approvals and shared calendar with your team.
The most efficient companies trust
Aprolio's technology
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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?
A single organized flow, without emails, errors or duplicates.
Endless email chains
Feedback arrives via WhatsApp, email, Slack and calls. Each comment gets lost in endless threads, creating confusion about which version was commented on and generating constant delays.
Which is the latest version?
"Design_final_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 appears: "I didn't approve that, I just said it was okay".
With Aprolio, chaos becomes order
A single space where versions, comments, approvals and shared calendar coexist in a clear, organized and professional way.
See how it worksEverything 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.
Everything is recorded, nothing is lost
A complete timeline where every action is recorded: new versions uploaded, comments, status changes, meetings and deadlines. You'll always know what happened, when and who did it.
- Shared calendar with deadlines and project events.
- Tracking of comments, tasks and responses.
- Complete traceability with activity history.
Clear formal approvals and structured feedback
Allow your clients to officially approve work with clear visual states. Feedback stays recorded and linked to each version, without ambiguity about what was requested and what was approved.
- Visual states: Pending, Changes Requested, Approved.
- Contextual comments linked to specific deliverables.
- Immutable history with date, time and author record.
Coordinate deadlines and events without leaving the platform
Shared calendar with your client where you visualize deadlines, milestones and project events. Everyone — team and client — sees the same dates in real time.
- Monthly and weekly view of all project events.
- Deliverable deadlines automatically synced to the calendar.
- Future workload visibility to plan resources proactively.
Ready to transform your workflow?
Join the companies that already manage their deliveries professionally.
Start free nowSmart 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
Every hour
Sends automatic activity recap
Your Clients
Receive email, approve, comment
Your Company
Upload versions, comment, change status
AWS
Every hour
Sends automatic recap
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 that sits between your team and your client.
| Feature | Aprolio | Asana | ClickUp | Jira |
|---|---|---|---|---|
| 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. |
| 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. |
| 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. |
| 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. |
| 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. |
| 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. |
Don't just take our word for it
Discover why the most efficient agencies choose Aprolio to manage their projects.
"Aprolio has completely transformed the way we manage reviews. Our clients are happier and our projects move twice as fast."
Laura Gómez
Creative Director at Neon Raccoon
"Communication with clients is now much clearer and more efficient. No more endless email threads and confusion about which version is final."
Carlos Rivera
CEO at Pixel Perfect
"The client portal is incredibly intuitive. It gives our clients the autonomy they need and us the organization we craved."
Sofía Martin
Project Manager at Blue Whale
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.