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Agency workflow automation that gives back billable hours
Agency workflow automation for marketing shops, creative studios and independent consultants. We take over the repeat steps in onboarding, reporting and billing so your team spends more time on client work.
Your customer's phone
What you see
Example run for Brightwork Studio. Business and customer names are made up.
Where time goes
The jobs that eat your week
Onboarding a client takes a dozen steps
Every new client means a contract, an invoice, a kickoff call, a shared folder, a Slack channel and access to their accounts. When all of that is done by hand, something often gets missed.
Monthly reports eat a week
Pulling numbers from Google Analytics, Meta and the CRM into a slide deck takes hours per client. Multiply that by your client list, and the end of the month disappears.
Leads and invoices wait while you deliver
When the team is heads down on projects, new inquiries sit and invoices go out late. Salesforce's State of Sales 2024 report found sales reps spend 70% of their time on non selling tasks. Owners who sell their own services know that feeling well.
What we automate
The automations that pay off first
From inquiry to kickoff without the manual steps
A new inquiry gets a reply and a link to book a discovery call right away. Once a proposal is signed, the automation creates the folder, the project in ClickUp or Asana, the first invoice and the kickoff invite.
Instant lead reply →Proposals that don't go quiet
When a proposal has been open for a few days, the prospect gets a short check in that answers the usual questions and offers a call. If they open it again, you get a heads up to follow up in person.
Quote follow up →Retainer invoices and reminders on schedule
Monthly retainers are invoiced on the same day every month, and late payers get polite reminders. You only hear about an account when it needs a real conversation.
Invoice chasing →Turn client emails into tasks
Requests that arrive by email become tasks in your project tool with the client name and a due date. Nothing sits forgotten in one person's inbox while they are on vacation.
Inbox triage →An example day
Example: agency workflow automation at month end
Before
This is an example, not a real agency. You run a six person marketing agency in Vaughan with 15 retainer clients. It is the last week of the month. Two people are building reports, you are chasing three unpaid invoices, and a new lead from your website has been waiting since Tuesday.
After
With automation, draft reports were ready on the first of the month with the numbers already in place. Overdue invoices got their reminders without you writing a word. The website lead got a reply within minutes and booked a discovery call, and your team spent the week on the work clients actually pay for.
Works with the software you already use
Limited time offer
You see results before you pay anything
How it works
Your first automation, built free. No strings attached.
- Day 1Free auditA 30 minute call. We find where time and customers leak out of your business and put a dollar figure on each one.
- Within 14 daysWe build itYour first automation, set up on your tools and tested with real messages. You approve it before anything reaches a customer.
- Your first 30 daysIt runs freeThen keep it at a fixed price we agree on together, or we switch it off. No card, no contract.
Who builds it
"I built automation for teams at Shopify and AtkinsRéalis, where a broken process costs real money. Now I build the same kind of systems for businesses that don't have an engineering team."
You work with the person who builds your system, from the audit to launch day. No account managers, no handoffs.
FAQ
Questions owners ask us
Which tools can you connect for an agency?
Most agency tools are cloud based and connect well, including HubSpot, ClickUp, Asana, Slack, Google Workspace and QuickBooks Online. We build with platforms like Make so your apps can pass information to each other. If something has no connection, we tell you up front.
How do we get started with agency workflow automation?
Start with a free 30 minute automation audit to map your onboarding, reporting and billing. While this limited time offer runs, we build the first automation and let it run free for 30 days. If it earns its place, we agree on a fixed price in writing.
What about our clients' data and logins?
We use proper app connections instead of shared passwords wherever we can, and each automation only touches the accounts it needs. Client data stays in your own tools. Emails to leads are set up to follow CASL, Canada's anti spam law.
I am a solo consultant. Is this still useful?
Yes. Solo consultants are the sales team, the delivery team and the billing department all at once. One automation for booking calls and sending invoices can give you back real time every week.
Do you work with agencies outside the GTA?
Yes. We meet GTA teams in person or by video and work with agencies across Canada and the US remotely. Everything runs in the cloud, so your location does not change how it works.
Other industries we automate
Free automation audit
Find out what to automate first
Tell us where the time goes. We will come back with your three biggest leaks, what each one costs, and which one we'd automate first.
- 30 minutes, on video or by phone
- Your biggest leaks, ranked by dollars
- Your first automation built free, then free for 30 days, while spots last
You'll talk to me directly. I'm Alex, and I run every audit and build every automation myself.