Proof, Revise, Approve, Deliver — Without the Email Chaos
Design work lives and dies by the feedback loop. AgencyPro replaces scattered email threads with visual proofing, counted revision rounds, and formal approvals that keep projects moving forward.
Upload mockups, packaging designs, and print-ready files for client review. Clients pin feedback directly on the visual — no more interpreting vague email descriptions of which element to change.
Log hours separately for mood board creation, initial concepts, layout refinement, and production-ready file preparation. Compare estimated versus actual time per deliverable type.
Bill fixed prices for defined deliverables like logo suites or marketing collateral sets. Switch to hourly billing for open-ended design support. Apply revision surcharges when clients exceed included rounds.
Clients download final PSDs, AI files, PDFs, and web-optimized assets from a portal customized with your agency branding. Organized by project and file format for easy retrieval.
Compare margins on logo projects versus marketing collateral versus packaging design. Identify which deliverable types consistently run over budget and adjust quotes accordingly.
Clients approve or request changes on each design round through a formal sign-off flow. Approved versions are locked, preventing accidental edits to finalized work.
How Design Projects Flow Through AgencyPro
From the initial creative brief through concept exploration, client proof review, and production file delivery — each stage has built-in time tracking and approval gates.
Creative Brief & Deliverable Scoping
Client completes a brief capturing brand colors, fonts, reference examples, required file formats, and print specifications. You define deliverables and revision limits before design begins
Concept Exploration & Layout Development
Designers explore concepts, build mood boards, and develop initial layouts. Time is logged per concept direction so you know the cost of each creative path explored
Proof Review & Pinpointed Feedback
Upload mockups for client review. Clients annotate directly on the visual*, request specific changes, and formally approve each round through the portal
Final File Delivery & Project Invoicing
Export production-ready files in all required formats (print, web, social). Invoice the project price plus any revision overages, and deliver everything through the client portal
What Happens When Every Revision Round Is Tracked
Design agencies that track proof rounds and phase time discover where projects overrun, which deliverable types are under-priced, and how to speed up approval cycles.
Know the True Cost of Each Revision Round
Time logged per revision round shows clients exactly how long changes take, making it easier to enforce revision limits and bill overages.
Stop Exporting Files Through WeTransfer
Clients download final PSD, AI, PDF, and PNG files directly from their portal. Organized by project with file format labels — no more emailing zip files.
Quote Future Projects Using Real Data
Pull historical time data for similar past projects when building new estimates. Know that a typical brochure takes 12 hours, not the 8 you used to quote.
Kill the "Can You Make the Logo Bigger" Email Chain
Visual annotation tools let clients point to exactly what they want changed, replacing paragraph-long descriptions of spatial adjustments.
Get Approval in Hours Instead of Weeks
Formal sign-off workflows with email notifications push clients to review and approve. No more designs sitting in inboxes for days waiting for a response.
Identify Which Project Types Eat Your Margins
Packaging design might look profitable on paper but consistently overrun on revisions. Deliverable-level tracking surfaces these patterns before they drain your margins.
Avg approval turnaround (down from 6)
Revision-related emails
Avg monthly recovered from revision billing
Based on average results reported by agencies using AgencyPro
Frequently Asked Questions
Get answers to common questions about our platform.
How does AgencyPro specifically help design agencies make more money?
AgencyPro helps design agencies capture every billable minute through automatic time tracking, reduce scope creep with clear project boundaries, get paid faster with automated invoicing, and increase profitability by identifying which services and clients generate the most revenue. Many agencies see meaningful revenue increases after adopting structured billing and time tracking.
Can I track time on different types of design work and bill accordingly?
Yes, You can categorize time by project type (logos, websites, print materials, branding) and work phase (concept, design, revisions, client meetings). Set different hourly rates for each category - for example, $150/hour for initial design work and $100/hour for revisions. The system automatically applies the correct rate.
How does the client portal reduce my admin work?
The branded client portal eliminates email chaos by centralizing all project communication, file sharing, and feedback in one place. Clients can submit requests through structured forms, view project progress, download files, and make payments - all without your involvement. This typically saves agencies 10-15 hours per week on admin tasks.
What happens when clients want unlimited revisions?
AgencyPro helps you set clear boundaries by tracking all revision time separately. You can set revision limits in your client agreements and automatically bill for additional changes. The time tracking shows exactly how much time revisions take, helping you price projects more accurately and educate clients about the revision process.
How does file proofing work for design reviews?
Clients can view designs directly in their portal and add visual annotations*, comments, and feedback without needing design software. You can track all changes, maintain version history, and see exactly what feedback was given when. This eliminates confusing email chains and reduces revision rounds significantly.
Can I use this for both hourly and project-based pricing?
You can track time for internal profitability analysis even on fixed-price projects, set up hourly billing for ongoing work, create recurring invoices for retainer clients, and use project-based billing for one-time work. The system adapts to your pricing model.
How quickly can I get set up and start using AgencyPro?
Most design agencies are fully operational within 24-48 hours. The setup includes importing your existing clients, customizing your branded portal, setting up your service rates, and training your team. We provide free onboarding support and migration assistance to make the transition seamless.
What if my clients don't want to use a new portal?
The portal is designed to be intuitive and actually improves the client experience. Clients love having 24/7 access to their project information, files, and communication history. Most agencies report that clients prefer the portal over email communication within the first week of use.
How does AgencyPro compare to other design agency tools?
Unlike generic project management tools, AgencyPro is built specifically for design agencies. It combines client portal, time tracking, file proofing, and billing in one platform. This eliminates the need for multiple tools and reduces your monthly software costs while improving client experience.
Can I customize the portal to match my brand?
Yes, You can add your logo, colors, custom domain (like portal.youragency.com), and even customize the layout. The portal becomes an extension of your brand, not a third-party tool. This helps maintain your professional image and builds client trust.
Resources for Design Agencies
Guides, templates, and tools to help you run a more profitable design agency.
Graphic Design Invoice Template
Professional invoice template designed for creative services.
How to Prevent Scope Creep
Master scope management and stop working for free on revisions.
Freelance Rate Calculator
Calculate your ideal hourly rate for design services.
Scope of Work Template
Define project scope clearly to prevent revision creep.
Agency Branding Guide
Build a strong brand for your design agency.
Branding Agencies
Specialized features for branding and identity agencies.
Related Agency Software Resources
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