Best 7 Reddit-Approved Automation Tools Agencies Use to Cut Manual Work

Marketing and creative agencies are under constant pressure to deliver faster results with leaner teams. To stay competitive, many rely on automation tools that reduce repetitive tasks, eliminate manual errors, and free up time for strategy and creativity. Across Reddit communities like r/marketing, r/Entrepreneur, r/SaaS, and r/agency, professionals frequently share the tools they trust most to streamline operations and scale efficiently.

TLDR: Agencies use automation tools to eliminate repetitive tasks, improve workflows, and scale operations without increasing headcount. Reddit users consistently praise tools like Zapier, Make, ClickUp, HubSpot, ActiveCampaign, Airtable, and ChatGPT for cutting down manual work. These platforms automate everything from lead nurturing to reporting and internal task management. The result: more productivity, fewer errors, and better client outcomes.

Below are seven Reddit-approved automation tools agencies use to dramatically reduce manual work.

1. Zapier – The No-Code Automation Classic

Reddit users frequently describe Zapier as the “gateway drug” to automation. It connects over 6,000 apps and enables agencies to build automated workflows—called Zaps—without writing code.

• Automatically sending new leads from Facebook Ads to a CRM
• Notifying Slack channels when a deal closes
• Adding new clients to onboarding email sequences
• Creating tasks in project management tools from form submissions

Agencies love Zapier because it removes the need for manual data entry between platforms. Once workflows are configured, the integrations run quietly in the background.

While some Reddit users note that costs can rise at scale, many agree the time savings justify the expense—especially for small to mid-sized agencies.

2. Make (Formerly Integromat) – Advanced Visual Automation

For agencies that need more complex automation, Redditors often recommend Make. Compared to Zapier, Make offers a more advanced visual workflow builder with deeper customization.

Make allows agencies to:

• Create multi-step logic with conditional branching
• Transform and filter data before sending it to another app
• Schedule detailed recurring processes
• Aggregate information across platforms for reporting

In threads discussing cost efficiency, Reddit users frequently point out that Make can be more affordable than Zapier for high-volume tasks. Agencies managing large datasets or intricate client funnels particularly benefit from its flexibility.

For operations-heavy agencies, Make often becomes the backbone of fully automated systems.

3. ClickUp – Automated Task and Project Management

Manual task creation and follow-up can consume hours each week. ClickUp, praised heavily in Reddit productivity communities, solves this through built-in automation features.

Agencies use ClickUp to automatically:

• Create tasks when new clients sign contracts
• Change task statuses when subtasks are completed
• Assign team members based on project type
• Send deadline reminders

Instead of relying on project managers to manually move cards between columns or assign responsibilities, agencies let automation rules handle the transitions.

Redditors also appreciate ClickUp’s templates, which standardize onboarding and campaign workflows. This consistency reduces training time and prevents critical steps from being skipped.

4. HubSpot – CRM and Marketing Automation Powerhouse

When Reddit users discuss scaling agencies beyond spreadsheets, HubSpot frequently comes up as the all-in-one solution. While it’s a significant investment, agencies consider it worth the cost for its robust automation capabilities.

HubSpot helps agencies automate:

• Lead scoring and qualification
• Email nurturing campaigns
• Sales pipeline updates
• Client segmentation
• Performance reporting

One of the most appreciated features is workflow automation based on user behavior. For example, if a lead downloads a resource, HubSpot can automatically enroll them into a targeted follow-up campaign.

Agencies that manage inbound marketing strategies find HubSpot indispensable because it removes repetitive outreach tasks while improving personalization.

5. ActiveCampaign – Smart Email and Client Journeys

Email marketing remains a core service for many agencies, and ActiveCampaign is frequently endorsed on Reddit as a cost-effective alternative to enterprise tools.

Its automation builder allows agencies to create sophisticated customer journeys without hiring developers.

• Trigger emails based on page visits
• Automatically tag users based on behavior
• Move contacts between pipelines
• Re-engage inactive subscribers

Agencies appreciate how ActiveCampaign blends CRM capabilities with marketing automation. According to Reddit discussions, the platform strikes a strong balance between affordability and advanced features.

For agencies managing multiple client accounts, its automation saves countless hours of manual segmentation and follow-up.

6. Airtable – Automated Data Organization

Spreadsheets can quickly become chaotic. Airtable upgrades traditional sheets into dynamic databases with automation built in. In Reddit operations threads, agency owners often describe Airtable as a powerful middle ground between Excel and full-scale database systems.

Automation features enable agencies to:

• Send notifications when records update
• Create new entries from form submissions
• Trigger Slack or email alerts
• Sync structured client data across teams

Creative agencies frequently use Airtable to manage content calendars, production schedules, influencer campaigns, and asset tracking.

Because it is highly customizable, Airtable adapts to different agency models—whether focused on SEO, paid media, PR, or design.

7. ChatGPT – AI-Powered Content and Support Automation

Increasingly mentioned across Reddit marketing communities, ChatGPT and similar AI tools are transforming how agencies handle content and communication tasks.

Agencies leverage AI to:

• Draft blog posts and ad copy
• Generate first-pass email campaigns
• Create SOPs and documentation
• Automate chatbot responses
• Summarize meetings and reports

While Redditors stress that human oversight is still essential, many agree AI cuts initial drafting time by 50% or more.

Forward-thinking agencies combine ChatGPT with tools like Zapier or Make to automatically generate content when triggers occur—for example, drafting social captions when a new article is published.

Image not found in postmeta

Why Agencies Prioritize Automation

Reddit discussions consistently highlight three motivations behind agency automation:

1. Scalability: Automation allows agencies to onboard more clients without hiring proportionally more staff.
2. Error Reduction: Manual data entry often leads to mistakes that damage client trust.
3. Focus on Strategy: Removing repetitive tasks gives teams more time for creativity and high-impact decisions.

Agencies that actively invest in automation report smoother operations, improved client retention, and higher team morale.

How Agencies Combine These Tools

The real power emerges when these platforms work together. For example:

• A Facebook lead triggers Zapier.
• Zapier sends the lead to HubSpot.
• HubSpot enrolls the contact into an automated nurture campaign.
• ClickUp creates onboarding tasks for the internal team.
• ChatGPT drafts personalized outreach emails.

This interconnected ecosystem eliminates handoffs and minimizes delays.

According to Redditors who run six- and seven-figure agencies, building automation stacks early prevents operational bottlenecks later.

FAQ

1. What is the best automation tool for small agencies?

Many Reddit users recommend starting with Zapier due to its simplicity and wide range of integrations. As needs grow, agencies often add tools like Make or HubSpot.

2. Are automation tools expensive?

Costs vary widely. Some tools offer affordable entry plans, but prices increase with usage. However, agencies typically find the return on time saved outweighs the subscription costs.

3. Do agencies need technical skills to use these tools?

Most modern automation platforms are no-code or low-code, meaning non-technical team members can build workflows. Advanced automations may require technical understanding.

4. Can automation replace employees?

Automation handles repetitive tasks but does not replace strategic thinking, creativity, or client relationship management. It enhances team productivity rather than eliminating roles.

5. How long does it take to implement automation?

Basic workflows can be set up in hours, while complex systems may take weeks to optimize. Many agencies implement automation gradually to avoid disruptions.

6. Is AI automation safe for client work?

When used responsibly and reviewed by humans, AI tools like ChatGPT can significantly enhance productivity. Agencies should always verify outputs before client delivery.

Automation is no longer optional for agencies aiming to scale efficiently. By leveraging Reddit-approved tools like Zapier, Make, ClickUp, HubSpot, ActiveCampaign, Airtable, and ChatGPT, agencies can reduce manual work, improve accuracy, and focus on delivering measurable results.