We already use a PSA (Workamajig, Kantata, FunctionFox). Does that work?

Yes. We extend rather than replace — PSAs handle the core records and your accountants love them, but every PSA has gaps where integrations should be. We layer custom workflows on top so data flows between your PSA, your time tracking, your design tools, and your client comms.

Will this work for retainer accounts AND project-based work?

Yes, but the automations are different. Retainers benefit most from utilization dashboards and predictable monthly reporting. Project-based agencies benefit from intake automation, milestone billing, and scope-creep alerting. We scope each separately.

Can you set up AI for our creative team?

Honest answer: a thoughtful AI rollout for creative is a different engagement than ops automation. We can do both, but we don't pretend they're the same project. The intake/briefing/reporting work we do is the ops layer underneath; AI augmentation of creative work itself is a separate scope.

We're a 6-person agency. Is this overkill?

Probably yes if you're under 10 people. The math works around the 12-FTE mark when account management overhead becomes a real percentage of your senior people's week. Below that, ClickUp/Notion templates + a discipline of using them gets you most of the way.

All industries

Use case · Marketing & Creative Agencies

Automation for agencies who'd rather make than manage.

Your team is good at the work — they're not good at status reports, briefing intake, client weekly recaps, or PSA admin. We build the workflows that move that overhead off your team's plate so the people you hired for talent can spend their hours on talent.

Book a discovery call Browse the catalogue

$8,000 – $35,000Payback: 45–90 days typical

Marketing & Creative Agencies

Tell-tale signs

If you've heard yourself say any of these, automation will help.

These are the patterns that show up at agencies once headcount crosses 15–20:

"Where are we on the [Client X] thing?"

Every Monday meeting starts with a 30-minute status sync that should be a dashboard. Account leads pull updates from PM, traffic, design, and dev one-by-one.

Client weekly recaps eat a half-day per AM

Every AM/PM rebuilds the same report every week — pulling impressions from Meta, conversions from GA, hours from Harvest, screenshots from drive. By hand.

Briefs come in as Slack DMs and Google Docs

No structured intake. No SLA on response. Briefs slip through cracks. Junior staff lose hours chasing missing info.

Utilization is invisible until invoicing

You only know who's overbooked or under-billable at the end of the month. By the time you see the gap, your margin's already gone.

Highest-ROI automations

What we ship most often for marketing + creative agencies.

These cluster around three goals: take admin off the team, make client reporting one-click, and surface utilization in real time.

Structured intake forms + brief routing

Form-based brief intake with required fields, SLA-tracked routing to the right capability, auto-creation of project boards + Drive folders + Slack channels. Replaces 'DM-an-AM-and-hope' with a real pipeline.

See related automations

Automated client weekly recaps

Pulls performance data from Meta/Google/LinkedIn/GA, joins with Harvest hours and project status, formats into a templated client recap that the AM reviews + sends. Cuts 4 hours/week per AM.

See related automations

Time-tracking nudges + reconciliation

Slack reminders for missing time entries, daily/weekly reconciliation against project budgets, alerts when projects are tracking over scope. Stops the end-of-month time-tracking fire drill.

See related automations

Creative review + approval workflow

Creative uploaded → automated routing to internal QA → client review with structured feedback → revision tracking → final-asset packaging + delivery. Replaces 8-email threads with a single workflow.

See related automations

Real-time utilization dashboard

Joined view of Harvest hours, project budgets, and team capacity. Partners see over/under-utilization daily, not at month-end. Pipeline alarm when capacity gets tight.

See related automations

Invoicing automation

Project milestones + time entries auto-generate invoices in Stripe/QuickBooks. AR aging alerts route to AM+ops when invoices age past 30 days. Pulls 2-3 days/month off your finance team.

See related automations

Typical stack

The tools we usually see in this industry.

We integrate around what you run today — no platform swaps required. Don't see your tool? Ask.

Asana
ClickUp
Monday.com
Notion
Linear
Harvest
Toggl
Float
Resource Guru
Slack
Frame.io
Wipster
Dropbox
Google Workspace
Stripe
QuickBooks
HubSpot
Pipedrive

Composite example

35-person performance agency — recapture 12 hrs/week per AM on client reporting alone.

The setup

Mid-size performance marketing agency. 8 AMs each spending 4–5 hours/week per client building Friday recaps. 22 active clients. Recaps pulled data from Meta, Google Ads, GA4, and Harvest into a templated Google Slides deck — by hand.

What we did

1Mapped the recap template + data sources for each client engagement type
2Built an n8n flow that pulls performance APIs nightly + caches data warehouse-style
3Generated draft recap decks every Thursday at 7am with all numbers + chart auto-populated
4AM reviews + edits commentary in 30 min, sends via existing client comms tool
5Bonus: utilization dashboard layered on top with team-by-team capacity views

Composite of patterns we've seen in agency engagements; not a single named client.

Outcome

Hours saved / AM / week: 12
Time spent on recaps: 4 hrs → 30 min
Recap consistency: 100%
Billable capacity reclaimed: 12% of agency

Pricing snapshot

$8,000 – $35,000

Payback: 45–90 days typical

Most agencies start with client reporting + utilization automation as one project ($10k–$18k). Intake/brief workflows + creative review usually come in phase 2.

Get a fixed quote Full pricing

Free 30-min scoping call
Industry-specific scope
Source code + workflows you own
30 days post-launch tuning
Compliance-aware where relevant

Questions

Common questions for marketing & creative agencies.

We already use a PSA (Workamajig, Kantata, FunctionFox). Does that work?: Yes. We extend rather than replace — PSAs handle the core records and your accountants love them, but every PSA has gaps where integrations should be. We layer custom workflows on top so data flows between your PSA, your time tracking, your design tools, and your client comms.
Will this work for retainer accounts AND project-based work?: Yes, but the automations are different. Retainers benefit most from utilization dashboards and predictable monthly reporting. Project-based agencies benefit from intake automation, milestone billing, and scope-creep alerting. We scope each separately.
Can you set up AI for our creative team?: Honest answer: a thoughtful AI rollout for creative is a different engagement than ops automation. We can do both, but we don't pretend they're the same project. The intake/briefing/reporting work we do is the ops layer underneath; AI augmentation of creative work itself is a separate scope.
We're a 6-person agency. Is this overkill?: Probably yes if you're under 10 people. The math works around the 12-FTE mark when account management overhead becomes a real percentage of your senior people's week. Below that, ClickUp/Notion templates + a discipline of using them gets you most of the way.

Other industries we serve