Digital marketing agencies

Digital marketing agency software for retainers, approvals and client delivery

AgencyPro runs the client side of a digital marketing agency: onboarding, campaign requests, creative approvals, monthly deliverables and retainer billing for PPC, paid social, email and performance marketing. Campaigns stay in Google Ads, Meta and your email platform.

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A short workflow tour, from client context to delivery and billing. No signup needed.

Narrated screen walkthrough using fictional sample data.

AgencyPro for marketing agencies

Follow the lead pipeline, review campaign requests, and keep track of client billing.

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The short answer

On every plan: client portal, request queue, file sharing, messaging, invoicing and fixed-fee retainers through Stripe or PayPal.
On Pro ($79/mo): a request opened automatically on each retainer renewal, creative annotation on images and video, versioned approvals, time tracking, hours and credit retainers, Brand Hub for ad account logins, leads pipeline and proposals.
Not included: campaign management, bidding, ad performance data or cross-channel dashboards.
Cost: plan price plus seats, for example $259/mo for 10 people on Pro, with unlimited clients.

Why marketing retainers get hard to run

A marketing retainer is many small deliverables across several channels: new ad variants, a landing page tweak, the monthly newsletter, a report, a budget change request. Each needs a brief, an approval and a record that it was done.

When those live in email and chat, two things happen. Creative waits days for approval while the campaign runs on stale ads, and at renewal nobody can list what the client got for the fee. AgencyPro keeps every deliverable as a request the client can see, approve and look back on.

How a monthly marketing retainer runs in AgencyPro

Win and sign. Inbound leads from your website intake forms land in the leads pipeline (Pro). Send the proposal and contract with e-signature from Documents (Pro).
Onboard. The first request collects ad account IDs, pixel and tag status, brand files and goals. Ad account and platform logins go in the client's Brand Hub vault (Pro).
Open the month. With recurring auto-requests (Pro), each renewal of the retainer opens a request for the new period, named after the service and auto-assigned if you set defaults. Use its checklist for the month's standing deliverables, such as the creative refresh, newsletter and performance report, and let clients submit one-off asks as their own requests.
Approve creative. Upload ad images, carousels, videos or email designs. On Pro, clients pin comments or leave frame-accurate video notes and approve a version before you launch.
Report. Attach the monthly report to its request, or embed a published Looker Studio dashboard as a tab in the client's portal.
Bill. The management fee renews automatically. One-off work and rebilled costs go on separate invoices with reminders and late fees.

PPC, performance, media buying, advertising, email and growth agencies

The specialist work happens in each channel's own tool. AgencyPro holds the scope, approvals, records and billing around it. Each example below uses illustrative numbers and real AgencyPro features.

PPC and paid social

Example: an agency manages Google Ads and Meta for an ecommerce client on a $2,500/mo management fee, after a one-time $1,500 account audit.

The audit is a one-time service. Its intake form asks for ad account IDs, confirmation that agency access was granted, conversion tracking status, monthly budget and the target CPA or ROAS. Logins and account IDs go in the client's Brand Hub (Pro).
The audit findings and the proposed account structure go to the client as a PDF for approval before anything is rebuilt.
Budget changes come in through a "Budget change" request form with platform, campaign, new daily budget and effective date, so every change has a client request and a timestamp.
New ad creative is uploaded for pinned comments (Pro) and approved by version before launch. Optimization notes go in the request thread or internal comments.
A request for a platform outside the agreement, such as TikTok Ads, is quoted as a new service or an add-on instead of being absorbed into the fee.

Performance marketing

Example: a performance agency charges a monthly retainer plus a quarterly bonus when the client hits an agreed CPA target.

The contract (Documents, Pro) defines the target, the attribution source both sides accept (for example GA4 last click, or the ad platform's own reporting) and how the bonus is calculated.
The retainer renews through Stripe or PayPal. The bonus is calculated from your reporting tool and invoiced as its own line, because AgencyPro does not read conversion or ROAS data.
A weekly pacing note and each budget reallocation are posted on the client's retainer request, so the reasoning behind spend changes is on record at review time.
The monthly report is attached to the report request, and a published Looker Studio dashboard can sit in the portal as a tab.

Media buying

Example: a media buyer runs programmatic, paid social and a local out-of-home flight for one client, on a percentage-of-spend fee.

The media plan (channels, flight dates, budgets, placement specs) is uploaded as a PDF and approved by version (Pro) before buys are placed.
Insertion orders, trafficking and verification stay in your buying platforms. Each signed IO can be attached to the client's request for reference.
At month end you reconcile spend in your own tools, then invoice the fee (for example 12% of $40,000 = $4,800) on one line and any rebilled media on separate lines or a separate invoice.
A quarterly service can open a strategy review request on each renewal (Pro), with the deck attached for the client.

Advertising agencies

Example: an advertising agency runs a brand retainer and, alongside it, a one-off launch campaign with outside production (illustrator, voice talent, post-production).

The retainer is a recurring service; the campaign is a separate project invoiced in stages, so the client sees both side by side in their portal.
Campaign briefing, creative production and media each run as their own request, tagged with the campaign name.
The client has five people on the review list. The contract names one final approver; the others comment on the request, and the approver signs off a version.
Outside production costs are rebilled as their own invoice lines, separate from agency fees. The post-campaign report is attached to the campaign's final request.

Email marketing

Example: an email agency builds three Klaviyo flows (welcome, abandoned cart, post-purchase) for a fixed $3,000, then runs 8 campaigns a month on a retainer.

The flow build is a one-time service and the campaign retainer is a recurring service with a cap of 8 requests per period, so the ninth campaign needs an add-on or a top-up.
Each campaign request form asks for the offer, segment, send date, subject line ideas and links. A deliverability audit or list cleanup can be its own one-time package.
The email design is uploaded as an image or PDF for pinned comments (Pro), and the client approves a version before you schedule it in the email platform.
Sending, segmentation, A/B tests and deliverability monitoring stay in Klaviyo, Mailchimp or HubSpot. AgencyPro does not connect to them.
Agencies that sell per send can use credits (Pro): a campaign costs a set number of credits, and a flow build costs more.

Growth marketing

Example: a growth agency runs a backlog of experiments across paid, landing pages and lifecycle email for a SaaS client.

Custom statuses (every plan) turn the request board into an experiment pipeline: Backlog, Designing, Running, Analyzing, Shipped or Retired.
Each experiment is a request with custom fields for hypothesis, primary metric, expected run time and owner. The result and a link to the analytics view are added before it closes.
The client approves which experiments run next, and the board shows how many ran each month.
Technical work such as pixel setup or server-side tracking sits on an hourly block (Pro), separate from the experiment retainer.

AgencyPro does not handle insertion orders, media reconciliation, bidding or attribution. Keep media authorizations and vendor costs apart from agency fees on every invoice.

How marketing agencies charge, and what each model needs

Fee model	How it works in AgencyPro	Notes	Plan
Flat management fee	Recurring service at a set price per period, charged through Stripe or PayPal	Simplest to run; scope creep shows up as more requests	Every plan
Percentage of ad spend	You calculate the fee from the ad platform and send an invoice; AgencyPro has no ad spend data	Invoice each month; keep spend and fee on separate lines	Every plan
Hours retainer	N hours per period with optional rollover; time tracked per request	Good for strategy and consulting-heavy accounts	Pro
Credit-based retainer	Each deliverable type costs a set number of credits from the client balance	Good for mixed creative, landing page and email work	Pro
Setup or campaign launch fee	One-time service bought at checkout or invoiced from a proposal	Account audits, tracking setup, launch builds	Every plan

What it costs for a marketing team

Each plan includes one seat, and each extra person adds a seat fee. For example, a 10-person agency:

Pro: $79 + 9 x $20 = $259/mo.
Plus: $149 + 9 x $30 = $419/mo, adding branded email, removal of AgencyPro branding, profitability reports, the API and Zapier.

Taking on another 15 clients changes neither number. Annual billing is cheaper; see pricing.

When AgencyPro is not the right fit for a marketing agency

You mainly need client performance reporting. A reporting platform that connects to ad accounts and GA4 does that job; AgencyPro does not pull channel data.
You want to plan and buy media inside one system. Insertion orders, flighting and spend reconciliation need media buying software.
You need social publishing. Keep a scheduling tool; see the social media agency page for how the two fit together.
Your work is large integrated campaigns with formal approval chains. AgencyPro does not run required sequential sign-off across several client departments.

Digital marketing agency software: common questions

Answers for PPC, paid social, email and performance agencies.

What software does a digital marketing agency need?

Channel tools (Google Ads, Meta Ads Manager, your email platform), a reporting tool (Looker Studio or a client reporting platform), and an operations layer for client requests, approvals and billing. AgencyPro is the operations layer. It does not run campaigns or pull ad performance data.

Can clients approve ad creative before it goes live?

Yes. Upload the creative to the request and move it to Client Review. On Pro, clients pin comments on images and PDFs, leave frame-accurate comments on video and approve a specific version. On Basic, they approve in a client-visible comment.

How do I separate media spend from my management fee?

Bill the management fee as a recurring service. If you rebill ad spend, put it on its own invoice line or its own invoice so the client sees the two amounts separately. Agree in the contract who pays the ad platforms directly.

Can AgencyPro show campaign results to clients?

It does not pull data from ad platforms or GA4. You can embed a published Looker Studio report as a tab in each client's portal with a Custom Iframe extension, and attach monthly reports to a scheduled report request.

Can I track my own agency's new business in AgencyPro?

Yes, on Pro and Plus. Intake forms on your website create leads in a Kanban leads pipeline, and you can follow up with proposals and contracts from Documents.

How much does AgencyPro cost for a marketing agency?

Basic is $39/mo, Pro $79/mo and Plus $149/mo, each with one seat. Extra seats are $15, $20 or $30/mo by plan. A 10-person agency on Pro pays $79 + 9 x $20 = $259/mo. Clients are unlimited on every plan, so adding accounts does not change the price.

Can I move my clients over from another tool?

The CSV importer accepts clients and services. Projects, tasks, files and message history are not imported automatically. Plus includes a migration service to help with setup.