Client management for a digital agency
The brief is in a file, the approval is in WhatsApp, and the campaign runs even when the client never approved the latest version. At month end the retainer goes out with no list of what actually went live.
Who it is for
For an agency with several retainer clients and more than one person on the same campaign. A poor fit for a freelancer with one client and no approval step.
Problems this page addresses
Approval does not stop the publish
The client asked for a change. The ad went live on the previous version, because the person publishing never saw the note sent to the account manager.
A retainer with no scope for the month
The client asks what is included. The answer is a search through tasks, not a list of what was agreed for this month.
A free tool that splits the work
A free board for the team, a sheet for the client, and a chat for approvals. Three places, and none of them is the campaign status.
What you get
A client card with a monthly scope
What the retainer includes this month, and what needs a separate approval. The change is written before work starts, not on the invoice.
A campaign status
Brief, waiting for approval, live, paused. Nothing moves to live without an approval mark on that version.
A month summary from the statuses
What went live, what was paused, and what is still waiting. Built from the card, not from screenshots collected before the meeting.
Common questions
Why not stay on a free task board?
A task board is enough for the internal team. It does not hold the retainer scope or the client’s approval of a version. When those live elsewhere, you publish without approval or bill for work that was never agreed.
Can automation sit on the status?
Yes, after the statuses are stable. For example a reminder when a version has been waiting on the client for too many days. Not automation on a process that still changes every week.
Does the client log in?
Only if they need to approve a version or see the month’s scope. They do not see the agency’s internal tasks or other clients.
Related pages
A CRM shaped around how you already work
An off-the-shelf CRM asks the team to adopt someone else’s stages and fields. We build the record around the approvals, statuses, and fields that already decide who the customer is and what happens next.
Automations and AI agents that do not send on their own
A repeated request should not be written from scratch, and it should not go out before a person has read it. We attach classification and a draft to the system that already holds the case, with a clear rule for what stops for approval.
Running a coworking space
The member pays for a desk, yesterday’s guest was never logged, and the meeting room was booked twice because the calendar on the wall is not tied to billing. At month end the extra hours are added by hand.