Agencies · Client & Project Operations

Stop running the agency on heroics. Run it on a connected system.

New business, project management, time tracking, financials and client reporting shouldn't be 8 disconnected tools and a Slack channel. We design a connected operations system that takes a client from pitch to onboarded to retained — with live utilization, project profitability and clear next steps for every account.

Operational Assessment See real outcomes

Live Agency Pulse 14 Active Engagements

New Lead — Mid-market SaaS

Qualified · routed to New Business

Proposal Sent — $48K project

DocuSign opened · followed up

Project Kicked Off — Q4 Brand

Team staffed · client portal live

Retainer Renewed — $14K / mo

Upsell logged · CSAT 9/10

+19%

Project margin

+8pt

Utilization rate

<48h

Pitch turnaround

100%

Time captured

The problem

Sound familiar?

Where agencies burn margin, burn out teams and lose retainers.

01

New business is account managers' side hustle

Leads land in someone's inbox. Proposals get built ad-hoc. Half the qualified pipeline never sees a follow-up.

02

Time tracking is a Friday lie

Designers and strategists fill out timesheets on Fridays from memory. Utilization and project margin are guesses.

03

Project profitability is a guess until close

Scope creep happens, hours are over, and you find out the retainer made $200/hr instead of $400/hr — too late to fix.

04

Client reports are hand-built every month

Account managers stitch reports from 6 platforms into a Google Slide. It's nobody's favorite Tuesday.

05

Retainers churn quietly

The CSAT signal exists in client meetings, but nothing operational triggers an intervention until renewal time.

06

Leadership flies blind on capacity

Who's overbooked? Who has bench time next month? Capacity planning happens in someone's head.

What you get

Built for modern agencies

Sits on HubSpot, ClickUp, Asana, Harvest, Forecast, Productive, NetSuite — connects new business, delivery and finance.

New business

Lead → proposal → won flow

Inbound, referral and outbound leads land in one pipeline with proposal templates, scoping logic, win/loss tracking and auto-handoff to delivery.

Templated SOWsWin/loss trackingPricing engineAuto-handoff

Delivery

Frictionless time capture

Pull billable hours from calendar, tools and project activity. Team reviews and approves instead of reconstructing on Friday.

Calendar + toolsDaily approval

Client

Auto client reports

Monthly performance reports auto-assemble from ad platforms, analytics and project tools. Account managers add commentary, not slides.

Multi-platformWhite-labeled

Insight

Utilization & profitability dashboards

Live utilization, project margin, retainer health, account CSAT and capacity outlook — partners see the agency on one screen.

Utilization liveProject margin liveRetainer health

Util %

live

Margin

per project

How we build it

Agency-friendly, real adoption.

Sequenced so account, delivery and finance teams actually use it.

1

Audit the stack

We map every tool you use, every place data lives, every manual handoff your team does.

2

Wire the spine

New business, delivery and finance tied into one operations layer — no rip-and-replace.

3

Pilot one team

Launch with one practice or one team first. Iron out edges before agency-wide rollout.

4

Roll out & train

Account managers, delivery, finance and partners each get role-based onboarding.

Social proof

Trusted by agency teams

"We were winning work and losing margin. With live project profitability we lifted margin 19% in two quarters — same client base, better operating discipline."

LV

Leah Vance

Managing Director, Slate & Salt

"Timesheets were a Friday lie and utilization was guesswork. Now we capture 97% of billable activity automatically — utilization is up 8 points without burnout."

OK

Owen Kapoor

COO, Northbloom Creative

"Account managers spent days on monthly client reports. Now monthly reports assemble in minutes — AMs spend that time on strategy and retention."

SD

Sara Davis

Partner, Cipher Marketing

FAQ

Got questions?

01 Do you replace HubSpot / ClickUp / Asana / Harvest?

Usually no — we wrap them. We integrate with your existing CRM, PM and time tool to fix the seams between new business, delivery and finance. For larger agencies we sometimes consolidate onto a custom spine.

02 Can you support project + retainer + product mixed business models?

Yes. We model project work, ongoing retainers, productized services and one-off engagements with distinct profitability rules and renewal mechanics.

03 How does pricing / scoping logic work?

We build a pricing engine that mirrors your scoping math — by role, by hour, by package — so proposals are fast, consistent and margin-aware before the SOW goes out.

04 Will the team actually fill in time?

We design time capture to be passive: pulled from calendar, tools and project events, with a quick daily review. Designers don't fill timesheets — they approve them.

05 How long to go live?

Most agency rollouts are 6–12 weeks: 2 weeks discovery, 4–8 weeks build, 2 weeks pilot. Multi-office or large headcount agencies skew longer.

06 What does it cost?

Agency operations builds typically range $12K–$50K depending on stack, headcount and scope. We scope after the operational assessment.

Free consultation

Let's build your agency operations system

Tell us about your agency, your stack and where margin or capacity is leaking. We'll show you what a connected operations layer looks like.

Free 30-min strategy call with an engineer

Custom workflow audit for your team

No commitment — just expert advice