TL;DR for media buying agency owners
- Built for 5-30 person media buying agencies managing programmatic, paid social, and traditional buys.
- Supports percent-of-spend, flat fee, and hybrid pricing on a single client record.
- Branded performance portal replaces Asana + AgencyAnalytics + QuickBooks + spreadsheet trackers.
- Flat $39-$79/month with unlimited seats — including the analyst contractors you bring in for big launches.
- Keep The Trade Desk, DV360, Meta, TikTok, and Google Ads for the buying; AgencyPro is the ops + reporting layer.
Built for How Media Buying Agencies Operate
Daily pacing, weekly performance, monthly reconciliation, and clean separation of pass-through media from agency fee — modeled into the workflow.
Log media spend per platform (DV360, The Trade Desk, Meta, TikTok, LinkedIn, Google Ads, plus traditional buys like OOH and radio). Pass-through media tracks separately from agency fees so invoices, P&L, and revenue recognition stay clean.
Most media shops use a mix: 12-18 percent of managed spend for performance accounts, flat retainers for smaller accounts, or hybrid (base fee + spend percentage). All three pricing models live on a single client record with automatic monthly reconciliation.
Performance-led clients want numbers now, not at month-end. Aggregate spend, ROAS, CPA, and conversion data across platforms into one dashboard. Clients pull current numbers from the portal whenever they want without asking.
Document each daily pacing decision, creative refresh, audience swap, or bid adjustment as a logged activity per campaign. When the brand asks "what did you change last Tuesday?" the answer is one click away — and so is the impact.
Percent-of-spend pricing hides margin pressure. Track strategist, buyer, and analyst hours per account so you can see whether each account is profitable at its current rate or silently losing money.
Reconcile invoice-ready media spend from each platform against tracker logs at month-end. AgencyPro flags discrepancies (typical: 1-3 percent variance) before they hit the client invoice — critical for AdWords-funded credit lines and complex media authorizations.
Clients log into a portal at your domain to see live spend pace, current week ROAS, optimization log, monthly reports, and invoices. Replaces the Slack ping at 11pm asking how today's performance looks.
Creative briefs, media plans, and ad copy route through structured approval queues. Track every version, every approver, and every change before it hits the platforms. Compliance-friendly for regulated verticals (healthcare, fintech, alcohol).
How a Media Buying Agency Uses AgencyPro Across a Typical Account
A 7-step lifecycle from audit through quarterly strategy review, built for performance-reporting-heavy work.
Discovery and Account Audit
Audit current account structure across each platform, baseline performance, identify quick wins. Output: a 30/60/90 plan with target ROAS, spend allocation, and creative cadence.
Engagement Setup
Create the client workspace, configure the pricing model (percent of spend, flat, or hybrid), invite stakeholders, and load brand guidelines, conversion definitions, and historical performance into the asset library.
Media Plan and Account Build
Build the media plan with channel allocation, audience definitions, creative requirements, pacing targets, and KPI thresholds. Client approves inside the portal before account build.
Daily Optimization Cycle
Strategist reviews pacing each morning; buyer makes bid, audience, and creative adjustments; analyst pulls reports. Every decision logs as an activity tied to the campaign.
Weekly Performance Reporting
Aggregate spend and performance across platforms into one weekly report inside the portal. Narrative explains what moved, what got changed, and what is next.
Monthly Reconciliation and Invoicing
Pull invoice-ready spend from each platform, reconcile against trackers, calculate the percent-of-spend fee or apply the flat retainer, and generate the client invoice. Pass-through media bills separately.
Quarterly Strategy Review
Pull 90-day performance data, surface what drove the biggest lift, and present next quarter's plan with new channel tests, budget reallocation, or creative refresh cycles.
Common Scenarios for Media Buying Agencies
Three patterns most media shops hit every quarter.
1. Managing $200K/month of multi-platform spend for a DTC brand
A DTC apparel brand on a percent-of-spend account: 15 percent of managed spend across Meta, TikTok, Google Ads, and DV360.
In AgencyPro:
- Pricing model configured at 15 percent of managed spend with a $4K floor.
- Four platform sub-trackers run concurrently; performance roll-up shows blended ROAS daily.
- Daily pacing log captures every audience swap, bid adjustment, and creative refresh.
- Weekly report assembles in the portal with channel-level performance and the next-week plan.
- Month-end reconciliation pulls invoice-ready spend from each platform, applies the 15 percent fee, and generates the agency invoice. Pass-through media bills separately.
Outcome: clean reconciliation and defensible reporting on a high-touch performance account.
2. Launching a Q4 TV-plus-CTV campaign for a regional retailer
A regional retail brand commits to $400K of Q4 spend split between linear TV ($240K), CTV ($120K), and programmatic OOH ($40K).
In AgencyPro:
- Project configured with three sub-trackers; flat $40K agency fee for the campaign plus 10 percent commission on traditional buys.
- Insertion orders for TV and OOH attach to the project; CTV runs through DV360.
- Weekly delivery reports pull from station logs (TV), DV360 (CTV), and the DSP (OOH).
- Mid-flight optimization logged per channel; budget reallocation between CTV and OOH approved through the portal.
- Post-campaign wrap report assembles inside the portal with delivered impressions, attributed lift, and total spend reconciled against each vendor.
Outcome: Q4 campaign closed out cleanly with full vendor reconciliation in 5 days.
3. Onboarding a hybrid retainer for a B2B SaaS client
A B2B SaaS company wants LinkedIn + Google Ads management at $5K/month base plus 10 percent of spend above $25K/month.
In AgencyPro:
- Pricing configured as hybrid: $5K flat + 10 percent of spend exceeding $25K threshold.
- Both platforms tracked; spend roll-up triggers the percentage when threshold crosses.
- Weekly performance focuses on cost-per-MQL and pipeline contribution since B2B doesn\'t care about ROAS.
- Quarterly review uses the activity log to make a case for raising the base fee on accounts that take more strategist hours than the model assumed.
Outcome: hybrid pricing actually works in practice with margin visibility maintained.
The Media Buying Agency Stack AgencyPro Replaces
Most media buying agencies run 5-7 tools for client ops on top of the buying platforms. Here is what AgencyPro consolidates.
| What you use today | Typical monthly cost (12 seats) | AgencyPro feature that replaces it |
|---|---|---|
| Asana / ClickUp / Monday | $120-$288 | Projects, pacing logs, approval queues |
| AgencyAnalytics / Whatagraph | $199-$399 | Performance dashboards with manual + API data |
| QuickBooks Online (Plus) | $90 | Retainer + percent-of-spend invoicing (sync to QB) |
| Toggl / Harvest | $108-$132 | Time tracking by buyer, strategist, analyst |
| SuperOkay / ClientPortal.io | $59-$120 | Branded client portal with live performance |
| Google Sheets for spend reconciliation | Included | Spend reconciliation with variance flags |
| Estimated total replaced | $576-$1,029/month | AgencyPro Plus at $79/month (flat) |
You keep: The Trade Desk, DV360, Meta Ads Manager, TikTok Ads Manager, Google Ads, LinkedIn Campaign Manager, your DSP of choice, attribution layer (Northbeam, Triple Whale, GA4), and accounting tool.
The Pricing Math for a 12-Person Media Buying Agency
A worked example. Excludes the buying platforms (DV360, Meta Ads Manager, etc.) which you keep.
Status quo: 12-person media buying agency stack
- Asana Premium (12 seats): $132/mo
- AgencyAnalytics Pro: $249/mo
- Toggl (12 seats): $108/mo
- QuickBooks Online Plus: $90/mo
- SuperOkay: $79/mo
Total: ~$658/month • $7,896/year
On AgencyPro
- AgencyPro Plus: $79/mo (flat)
- Includes: projects, time, percent-of-spend invoicing, performance dashboards, portal
- Bring in analyst contractors during launches without budget impact
Total: $79/month • $948/year
Savings: ~$459/month, ~$5,508/year
The bigger lift for media shops is the 10-18 hours/week of senior strategist time reclaimed from spend reconciliation and ad-hoc dashboard building.
Migrating From AgencyAnalytics, Asana, or a Sheet System
Media buying agencies typically arrive at AgencyPro from one of three setups.
From Asana + AgencyAnalytics + QuickBooks
Rebuild your 2-3 most-used templates (DTC performance retainer, B2B hybrid, traditional buy project). Migrate clients one at a time; keep AgencyAnalytics running for the first month if you want to validate dashboard parity. Most agencies are fully off AgencyAnalytics within 60 days.
From a custom-built spreadsheet ecosystem
This is common at performance shops that have grown fast and built their own tracking system. Map your sheet columns to AgencyPro fields, recreate retainers, and start logging new spend in AgencyPro. The historical data stays in the sheet as archive; new month, new system.
From a legacy enterprise media ops platform
If you are migrating from Mediaocean, IDC, or similar enterprise tools, AgencyPro is a major step toward modern SaaS. Run parallel for one full billing cycle to validate, then cut over. Most agencies see a 4-6 week migration timeline.
What Changes When Spend and Performance Live in One Place
Media buying agencies on AgencyPro report cleaner reconciliation, less reporting overhead, and clearer per-account margin visibility.
Stop Eating Spend Reconciliation Errors
Monthly spend reconciliation flags variance between platform invoices and tracker logs before they hit client invoices.
Defend Percent-of-Spend Rates With Margin Data
Track hours per account to see which percent-of-spend accounts are actually profitable and which need repricing.
Cut Daily Performance Update Slack Pings
Live performance dashboard in the portal replaces the "how are we pacing today?" check-ins.
Document Every Optimization Decision
Activity log creates a defensible record when the brand wants to understand what changed and why.
Bill Pass-Through Media Cleanly
Pass-through and agency fee tracked separately so accounting, P&L, and the client all see the same numbers.
Speed Up Client Onboarding
Account audit, media plan, and approval workflows all live in templates so new accounts launch in days instead of weeks.
Saved weekly on reconciliation
Account renewal rates
Average invoice creation time
Based on average results reported by agencies using AgencyPro
A Real Scenario: 11-Person Performance Media Shop
An 11-person performance media agency managing roughly $2.8M/month of spend across 18 DTC and B2B clients. They came to AgencyPro from an Asana + AgencyAnalytics + QuickBooks + Sheet-tracker setup.
The challenge
Spend reconciliation took 12-15 hours every month-end, often producing 2-4 percent variance that ate into margin. AgencyAnalytics handled dashboards but did not connect to invoicing. The COO was the bottleneck on every monthly close.
What changed in AgencyPro
- Spend reconciliation tied directly to invoice generation; variance flagged within 24 hours of month-end, not 10 days later.
- Pacing logs replaced ad-hoc Slack updates; brand sees daily optimization activity in the portal.
- Hours-by-account tracking revealed three accounts where percent-of-spend pricing was unprofitable; two repriced, one transitioned to flat retainer.
- Onboarding new accounts dropped from 8-10 days to 2-3 days using the performance retainer template.
Measurable outcome (first 90 days)
- ~9 hours/week of COO time reclaimed from reconciliation.
- Tool spend reduced from ~$610/month to $199/month.
- ~$5,800 in previously-eaten spend variance recovered through faster reconciliation.
- Three account repricings added approximately $4,200 MRR.
Scenario based on patterns reported by AgencyPro customers; specific numbers will vary.
Is AgencyPro Right for Your Media Buying Shop?
An honest read on when AgencyPro fits and when it does not.
AgencyPro might NOT be the right fit if:
- •You are a holding-company-scale media network. Mediaocean or Prisma will fit your structure.
- •You only manage a single platform (e.g., only Meta). A specialized Meta-only ops tool might be simpler.
- •You need DSP-grade buying capabilities. AgencyPro does not buy; it sits above your DSPs.
- •You need pre-built integrations with every ad platform out of the box. AgencyPro relies on tracker uploads and selected API connections.
- •You handle billions in spend. You need enterprise BI on top; AgencyPro plays nicely with Looker but is not Looker.
AgencyPro is a great fit if:
- •You run a 5-30 person media buying agency. Mix of DTC and B2B accounts, multi-platform, retainer + percent-of-spend.
- •You buy across digital and traditional. Both channel types live on the same client record.
- •Spend reconciliation is the monthly bottleneck. Variance flagged on day one, not day ten.
- •Clients want daily/weekly performance access. Live portal dashboards instead of weekly PDFs.
- •You support compliance-sensitive verticals. Audit-friendly approval queues for healthcare, fintech, alcohol.
Frequently Asked Questions
Get answers to common questions about our platform.
Does AgencyPro replace The Trade Desk, DV360, or platform ad managers?
No. Those are the buying platforms — that is where the actual media buying happens. AgencyPro is the agency operating layer: client briefs, hours tracking, spend reconciliation, pacing logs, client reporting, and invoicing. Pull spend and performance data from each platform via export or API into AgencyPro so the client sees one unified view.
How does percent-of-spend pricing work in AgencyPro?
Configure the client's pricing model as percent-of-managed-spend (typical range 10-18 percent depending on volume and complexity). At month-end, AgencyPro pulls total managed spend from your tracker, applies the percentage, and generates the invoice. Hybrid models (base fee + percentage above threshold) and tiered models (different percent at different spend levels) are also supported.
How does AgencyPro handle traditional media buys (OOH, TV, radio)?
Same model as digital. Log spend per buy, attach the IO (insertion order), track delivery against the buy, and bill pass-through plus agency fee. Traditional buys often involve net 60 or net 90 payment terms with the media vendor; AgencyPro tracks those obligations alongside digital pass-through.
Can clients see daily performance without me building a report?
Yes. The performance dashboard in the client portal refreshes from your tracker data (manual upload or API). Clients see spend, ROAS, CPA, conversions, and pacing at whatever cadence you configure. Most agencies refresh daily for performance accounts and weekly for brand accounts.
How does AgencyPro support multi-platform buys for a single client?
Each client can have multiple platforms running concurrently (Meta + TikTok + DV360 + Google Ads, for example). Each platform has its own spend tracker, optimization log, and creative library, but performance roll-up gives a unified view of total managed spend, blended ROAS, and channel-level contribution.
What about consumption-based pricing for performance shops?
Some performance agencies bill based on conversion volume or ROAS thresholds rather than spend percentage. AgencyPro supports formula-based pricing (revenue * percent, conversions * fee, or threshold-based). Configure the formula once at engagement setup; invoices auto-calculate against the live data.
How does AgencyPro help with compliance-sensitive verticals?
Healthcare, fintech, and alcohol media buys typically require legal approval before creative goes live. Configure approval queues with the required approvers (brand legal, agency legal, channel-specific review) and AgencyPro will not let creative push to platforms until the queue completes.
Is AgencyPro right for a 3-person media buying shop?
Yes. Smaller performance shops use AgencyPro to look more disciplined than competitors running on shared Sheets and Slack. Flat-rate pricing means hiring your 4th and 5th buyer does not change the bill.
Resources for Media Buying Agencies
Guides, calculators, and use cases for media buying shops.
Retainer Pricing Calculator
Price flat and hybrid media retainers.
Profit Margin Calculator
See which accounts actually make money.
How to Prevent Scope Creep
Scope discipline for performance retainers.
Agency Lead Generation Strategies
How modern media shops build pipeline.
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For paid search specialists.
Performance Marketing Agencies
For full-funnel performance shops.
Advertising Agencies
For full-service ad shops.
Growth Marketing Agencies
For experiment-led growth shops.