Sold work reaches delivery as an email
A deal closes in the CRM and the delivery team hears about it in a message, so scope, contacts and deadlines are re-entered into the project tool by hand.
Industry
Workflow automation for agencies: onboarding, delivery and client reporting
We automate the operations around your client work: onboarding, handoffs, approvals, time and reporting, built on the CRM and project tools your agency already pays for.
Signal
Live workflowManual
Automated
Agencies sell time and outcomes. A large share of the unbilled time goes on handoffs, status updates and reports.
The challenges
What slows Agencies down
Approvals and feedback scatter across channels
Comments arrive by email, chat and calls, so nobody is sure which version was approved, and work waits on sign-off that nobody chased.
Time, scope and billing drift apart
Time is logged in one tool and invoiced from another, so over-servicing only shows up at month end, when it is too late to raise it with the client.
Client reporting eats the end of every month
Account managers rebuild the same report for every client from several platforms, instead of spending that time on what the numbers mean.
Agency operations
What changes when operations stop running on people
The client work stays with your team. The handoffs, chasing and copying around it move to the system.
| What changes | Run by hand | Run by the system |
|---|---|---|
| New client | Someone sets up the project, sends the contract and books the kickoff when they get to it. | A won deal creates the project, sends the onboarding steps and books the kickoff automatically. |
| Approvals | Feedback arrives across email and chat, and nobody is sure which version was signed off. | One approval step per deliverable, with feedback and sign-off recorded against the task. |
| Scope | Over-servicing shows up at month end, when the hours are already gone. | Logged time is compared with scope as it happens, with an alert before the retainer runs over. |
| Reporting | Numbers copied out of several platforms into a deck for every client. | Reports assembled on a schedule, so account managers write the commentary. |
| Growth | More clients means another coordinator. | More clients means more of the same workflow, with people on the exceptions. |
What we build
Automations built for Agencies
Deal to project handoff
A won deal creates the project from your template in the project tool, assigns the team and starts onboarding, with scope and contacts carried across.
Client onboarding that runs itself
Contract, intake brief, access requests and kickoff booking go out as one tracked sequence, the same way for every client, with reminders where things stall.
Approvals with a record
Work goes to the client through one approval step, feedback is captured against the task, and sign-off is timestamped so the version question never comes up.
Time and scope kept in step with billing
Logged time compared against scope as it happens, with alerts before a retainer runs over and invoices raised from the same data.
Automated client reporting
Reports assembled from your ad, analytics and project platforms on a schedule, so account managers add commentary rather than copy numbers.
By the numbers
What agencies lose every week
The cost shows up as time, duplicated work, and decisions waiting on someone to assemble the data.
Hours
of unbilled admin every week
Status updates, report building and chasing approvals take time from the people whose hours you sell.
Every
new client set up from scratch
Contract, access requests, kickoff and project setup are done by hand, so each client starts slightly differently.
Monthly
client reports built by hand
Numbers are copied out of ad, analytics and project tools into a deck or a sheet at the end of every month.
Our Services
Where we work in your stack
Common questions
Agencies automation, answered.
Which tools do you work with?
Commonly HubSpot or Pipedrive for the CRM, ClickUp, Asana or monday.com for delivery, Harvest or similar for time, and Xero or QuickBooks Online for finance. If a tool has an API or a supported connector it can usually be automated.
Do we have to change how we deliver?
No. We map how work moves through the agency today, keep what works, and automate the handoffs between steps. Where a step is genuinely broken we say so and agree the fix with you first.
Is this for creative, marketing or development agencies?
All three. The work differs, but the operations around it, onboarding, approvals, time and reporting, follow the same patterns. The build is shaped around your services and tools.
Will our clients notice the change?
Mostly as faster onboarding, clearer approvals and reports that arrive on time. Anything client-facing goes out in your branding and your wording.
How long does it take?
A first build, such as the deal to project handoff or automated reporting, is fixed-scope and usually takes 2 to 4 weeks. Larger changes are phased so the first improvement lands early. Book a discovery call and we will scope it.
Next step
If manual work is your ceiling, let's remove it.
We reply within 1 business day.