At an agency work starts with a client’s WhatsApp message, the brief gets lost in email, and nobody is sure which revision a design is on or who approved it. Without knowing how many hours a monthly retainer has consumed, some clients quietly lose the agency money. In the system we build every request is opened with a standard brief form and split into tasks for the right team members. Designs are commented on and approved in the client portal, the number of revisions is on record, and hours spent are compared against the retainer allowance.
Problems we see at agencies
- Vague requests arriving through scattered channels
- Endless, unrecorded revisions
- Retainer clients going over their hours unnoticed
- Creative team workload unevenly distributed
Modules
Brief and request
Client-specific brief form, attachments, objective and deadline.
Workflow
Task board across copy, design, editing and publishing stages.
Client approval
Comments on the visual, revision counter and digital sign-off.
Content calendar
Social media posting plan and client approval status.
Retainer and hours
Monthly hour allowance, time spent and overrun alerts.
Profitability
Hourly cost against revenue by client and job.
How it works day to day
- 1
The client submits a request through the portal with a brief form.
- 2
The account manager splits the job into tasks and assigns the team.
- 3
Design or content is uploaded to the client portal for approval.
- 4
Revisions are handled through comments and the job is cleared for publishing once approved.
- 5
At month end hours spent and retainer status are reported.
Integrations
Off-the-shelf software or custom-built?
When off-the-shelf is enough
For small teams with few clients, off-the-shelf project management tools are enough.
When custom software pays off
For agencies with many retainer clients, heavy approval traffic and a need to track profitability by the hour, a system built around your own workflow makes lost revisions and overrun hours visible.
How the budget is built
We launch the workflow that saves you the most time first, then add modules based on real usage. The full scope below is calculated with 18 screens and 9 modules; the final price follows a free discovery call and a written scope.
Maintenance and improvements (optional): €400 / month. Hosting, SMS, WhatsApp and app store fees are listed separately.
Frequently asked questions
Do clients have to register for the system?
They enter the portal through a simple invite link; nothing extra is needed to approve or comment.
Can large video files be uploaded?
Yes. Large files are held in cloud storage and shown in the portal as a preview.
Can ad performance reports be included?
Basic metrics can be pulled into the client report through the ad platforms’ reporting interfaces.
Can work from our current tools be moved over?
Task and client lists can be imported from project tools that offer an export.
