TL;DR for PPC agency owners
- Built for 4-40 person PPC agencies managing 10-60 ad accounts across Google, Meta, LinkedIn, TikTok, and Microsoft Ads.
- Handles flat fee, % of spend, hybrid, and performance-bonus billing — without spreadsheet gymnastics.
- Surfaces silently unprofitable flat-fee accounts so you can reprice or off-board cleanly.
- Pairs with your ad platforms and reporting stack (AgencyAnalytics, Looker Studio, Optmyzr) — AgencyPro handles the client-facing ops layer.
- Flat $39-$79/month pricing — your stack cost doesn\'t scale with your team.
Paid Media Management Without the Billing Headaches
Ad account audits, bid optimization, creative testing, budget pacing — your PPC work is complex. AgencyPro tracks each activity type and converts logged hours into accurate management fee invoices.
Group client accounts by platform — Google Ads, Meta, LinkedIn, TikTok, Microsoft Ads — with separate budget trackers and optimization task lists per platform. No more switching between spreadsheets to check account status.
Bid management takes 20 minutes a day per account, but creative testing can burn 3 hours in a single session. Log time against keyword research, bid adjustments, ad copy A/B tests, audience builds, landing page reviews, and reporting — so you see the true cost of managing each account.
Configure billing as a percentage of monthly ad spend (typically 10-20%), a flat management fee, a hybrid floor + percent, or performance-tied bonuses. The system calculates fees from reported spend and generates invoices with transparent fee breakdowns.
Clients want one number: "what did I get for my ad spend?" Deliver ROAS summaries, CPA breakdowns, conversion funnel data, and budget pacing in their portal. They see performance and spend in one view instead of requesting platform exports.
Compare management hours against fee revenue per account. Identify high-maintenance accounts that need repricing and low-effort accounts where you can take on additional platform work. Most PPC agencies discover 2-3 accounts are silently unprofitable.
Clients request new campaigns, budget increases, creative refreshes, or platform additions through structured forms that capture objectives, targeting criteria, spend limits, and creative assets upfront — instead of half-formed Slack messages.
Every client logs into a portal at your domain. They see active campaigns, last week's spend pacing, current month's ROAS, recent optimizations, invoices, and an intake form — without you sending screenshots from Google Ads Editor.
Store ad creatives, brand guidelines, approved copy variations, landing page wireframes, and conversion tracking docs per client. Designers, copywriters, and account leads pull from the same source of truth.
Send ad creatives, landing page copy, and audience strategy decks for client approval through the portal. Track who approved what and when. No more chasing approvals across three email threads with two stakeholders before a launch.
How a PPC Agency Uses AgencyPro Across an Account Lifecycle
An 8-step lifecycle from initial account audit through monthly invoicing, mapped to how paid media teams structure work.
Account Audit and Architecture Plan
Review existing ad accounts across Google Ads, Meta, LinkedIn, TikTok. Document campaign structure, conversion tracking health, and quality score baselines. Output: a 30/60/90 optimization plan signed off in the portal.
Engagement Setup in AgencyPro
Create the client workspace, configure pricing (flat fee, % of spend, or hybrid), invite stakeholders, and load brand assets and creative templates. Define budget pacing thresholds and reporting cadence.
Campaign Architecture and Launch
Restructure campaigns, rewrite ad groups, build audiences, deploy conversion tracking. Each step logged as billable activity tied to the right platform.
Daily and Weekly Optimization
Bid adjustments, audience refinement, ad copy rotation, negative keyword expansion, creative testing. Every action logged with activity type (bid mgmt, creative, audience, etc.) — so margins per activity become visible.
Budget Pacing and Mid-Month Check-ins
Track spend pacing against monthly budget per account. Surface clients who are 25%+ off pace by mid-month. Submit pacing alerts and reallocation recommendations through the portal.
Creative Refresh and Approval Cycles
Ship new ad creatives every 2-4 weeks. Send through approval workflow in the portal, get sign-off, ship to platforms. Track creative-related hours separately from bid management.
Monthly Spend and Performance Reporting
Upload spend, ROAS, CPA, conversion volume, and pacing data to the portal. Add narrative on what worked and what is queued for next month. Clients self-serve when convenient.
Fee Calculation and Invoicing
Auto-calculate management fees from reported ad spend (percentage model) or reconcile hours against flat-fee agreements. Generate itemized invoices including base fee, overage hours, and any creative or setup add-ons.
Three Common Scenarios for PPC Agencies
Paid media work cycles through three recurring patterns. Here is how AgencyPro handles each with concrete steps — not feature lists.
1. Onboarding a $40K/month spend client on Google + Meta
A DTC e-commerce brand signs up: $30K/month Google Shopping + Search, $10K/month Meta Advantage+. Fee is 15% of spend with a $3K minimum, plus a one-time $4K rebuild fee.
In AgencyPro:
- Spin up the workspace from your "DTC Paid Media Retainer" template. Sub-projects for Google Ads and Meta.
- Configure pricing: 15% of spend, $3K floor, $4K one-time setup line item billed on first invoice.
- Intake form captures: brand guidelines, banned terms, hero products, target CAC, conversion goals, GA4 + Shopify access status.
- Schedule audit tasks per platform (Google audit: 8 hours, Meta audit: 6 hours). Assign to platform leads.
- Invite the client's ecom manager and CMO to the portal. Pre-load the kickoff agenda.
Time-to-launch: typically 4-6 hours vs. 1 week of email coordination.
2. Calculating monthly management fees across 22 accounts
End of month 1. You have 8 percentage-of-spend clients, 11 flat-fee clients, and 3 hybrid arrangements. Pre-AgencyPro, this took 5-6 hours in spreadsheets.
In AgencyPro:
- Enter the month's ad spend per client (typically pulled from a single export across all platforms).
- For percent-of-spend clients: system auto-calculates fee, compares against the floor, picks the higher value.
- For flat-fee clients: auto-generate the recurring invoice and append any overage hours.
- For hybrid clients: combine base fee + percent above threshold.
- Send all invoices in one batch. Stripe and ACH options enabled in the portal. Average DSO drops materially.
Time-to-invoice: typically 30-45 minutes for 20+ accounts vs. 5-6 hours in spreadsheets.
3. Surfacing unprofitable flat-fee accounts before renewal
Your $2,500/month flat-fee accounts feel reasonable in aggregate but you suspect 2-3 are silently bleeding margin.
In AgencyPro:
- Pull the account-level margin report: hours logged × blended rate vs. fee revenue per account, 90-day window.
- Sort by margin %: top of the list usually contains 2-3 accounts at <20% margin or negative.
- Drill into the worst account: 36 hours/month on optimization, 8 hours on reporting, 6 hours on client comms = 50 hours on a $2,500 fee = $50/hour effective rate.
- Present a repricing proposal at renewal: move to $3,500/month or 12% of spend (whichever higher).
- Most clients accept once they see the hour breakdown. Those who don't off-board cleanly — without breaking your margin elsewhere to subsidize them.
Result: 2-3 repricings per year typically add $30K-$80K in annual revenue from accounts you would have lost anyway.
The PPC Agency Stack AgencyPro Replaces
Most PPC agencies run 5-7 SaaS tools for client ops. Here is how that stack maps to AgencyPro — and what stays in your platform/reporting layer.
| What you use today | Typical monthly cost (10 seats) | AgencyPro feature that replaces it |
|---|---|---|
| Asana / ClickUp / Monday for account tasks | $100-$240 | Tasks, projects, templates, approvals |
| Harvest / Toggl Track | $60-$200 | Time tracking with platform/activity tags |
| FreshBooks / Wave / QuickBooks Self-Employed | $30-$80 | Invoicing with % of spend and hybrid pricing |
| ManyRequests / SuperOkay / ClientPortal.io | $40-$80 | Branded client portal and intake forms |
| Slack Connect / shared inboxes | $80-$150 | Client-facing threads pinned to campaigns |
| Google Drive / Dropbox for creative | Included in Workspace | Per-client creative and asset library |
| PandaDoc / DocuSign for SOWs | $25-$50 | SOWs and e-signature inside the portal |
| Estimated total replaced | $335-$800/month | AgencyPro Basic at $39/month (flat) |
You typically keep: Google Ads, Meta, LinkedIn, TikTok ads platforms, reporting tools (AgencyAnalytics, NinjaCat, Whatagraph, Looker Studio), bid management tools (Optmyzr, Adalysis), conversion tracking platforms, and QuickBooks/Xero for accounting.
The Pricing Math for a 10-Person PPC Agency
A worked example using public list pricing for client ops tooling. This excludes your ad platforms, reporting tools, and bid management software — which you keep on both sides.
Status quo: 10-person PPC agency ops stack
- ClickUp Business (10 seats): $120/mo
- Harvest (10 seats): $110/mo
- FreshBooks Plus: $55/mo
- ManyRequests Pro: $59/mo
- Slack Connect Pro: $87/mo
- PandaDoc Essentials: $35/mo
Total: ~$466/month • $5,592/year
On AgencyPro
- AgencyPro Basic: $39/mo (flat, unlimited seats)
- Includes: account workspaces, tasks, time tracking with % of spend math, invoicing, retainers, client portal, intake forms, SOWs, asset library
- Grow from 10 to 25 people with no pricing change
Total: $39/month • $468/year
Savings: ~$387/month, ~$4,644/year
For PPC agencies, the bigger ROI is usually account-level margin visibility. One repricing on an underwater flat-fee account typically pays for AgencyPro for 5+ years.
Migrating From ClickUp, Harvest + FreshBooks, or a Spreadsheet System
Most PPC agencies come to AgencyPro from one of three setups.
Coming from ClickUp or Asana
Export your client workspaces as CSV. Map tasks to AgencyPro and rebuild your top 2 templates (paid search retainer, paid social retainer). Time tracking moves from Toggl/Harvest into AgencyPro time entries with platform/activity tagging. Most agencies migrate 3-4 accounts per week over a month.
Coming from a Harvest + FreshBooks + Drive setup
Export active retainers and unpaid invoices. Recreate retainers in AgencyPro with pricing model selected (flat fee, % of spend, or hybrid). Upload the most recent month of creative assets and reports into per-client folders. Archive old time logs in Harvest. Most teams finish in 2-3 weeks.
Coming from a Google Sheets + email setup
This is the fastest migration. Use AgencyPro's PPC retainer templates as your starting point. Recreate each active client from the master spreadsheet — typically 20-30 minutes per account. Most teams stop opening the spreadsheet by week 2.
What Accurate Fee Tracking Means for Paid Media Margins
PPC agencies that track optimization hours against management fees discover exactly which accounts are profitable — and which need repricing.
Separate Optimization Hours from Reporting Hours
Bid management and creative testing are billable optimization work. Report building is overhead. Tracking them separately reveals your true cost of service delivery.
Auto-Calculate Percentage-of-Spend Fees
Enter the month's ad spend per client, and the system computes your management fee, compares it to any minimum fee floors, and generates the invoice line items.
Deliver Spend Accountability to Clients
Clients see where their ad budget was allocated across platforms and campaigns. Transparent spend reporting reduces disputes and builds confidence in your management.
Flag New Platform Requests as Billable Scope
Client asks to add TikTok Ads to their Google-only agreement. That is a new platform with its own learning curve and setup time. The system captures the request, estimates the additional management hours, and presents it as a scope change before your team starts the work.
Know Which Flat-Fee Accounts Are Underwater
A $2,000/month flat fee sounds profitable until you realize the account needs 30 hours of optimization. Historical hour logs per account reveal which clients cost more to serve than they pay — giving you leverage at renewal.
Reduce the Back-and-Forth on Budget Changes
Clients submit budget increase or reallocation requests through intake forms with approval workflows, replacing email threads that delay campaign adjustments.
Avg monthly ad spend managed per agency
Saved weekly on fee calculations
Invoice accuracy
Based on average results reported by agencies using AgencyPro
A Real Scenario: 8-Person PPC Agency in Denver
An 8-person PPC agency focused on DTC ecommerce and B2B SaaS, managing 24 client ad accounts across Google, Meta, LinkedIn, and TikTok. Total managed spend: ~$1.8M/month. They came to AgencyPro from a ClickUp + Harvest + Wave + Google Sheets stack.
The challenge
Monthly invoicing took 6+ hours: extracting time from Harvest, calculating % of spend in Sheets, manually generating invoices in Wave. Six flat-fee accounts felt "reasonable" in aggregate but margin per account was unknown. The founder suspected at least two were unprofitable but had no data to renegotiate.
What changed in AgencyPro
- Time entries tagged by platform (Google, Meta, LinkedIn, TikTok) and activity type (bid mgmt, creative, audience, reporting).
- Pricing configured per account: 12 percent-of-spend, 8 flat-fee, 4 hybrid.
- Account-level margin report run at 90 days. Three flat-fee accounts had <25% margin.
- Two accounts repriced at next renewal (+30% and +45%); both accepted. One account off-boarded cleanly.
Measurable outcome (first 90 days)
- Monthly invoicing time dropped from ~6 hours to ~40 minutes.
- Tool spend reduced from ~$430/month to $39/month.
- Two repricings added ~$2,800 MRR.
- One off-boarded account freed ~35 hours/month, redirected to a new $5K/month onboard.
Scenario based on patterns reported by AgencyPro customers; specific numbers will vary by agency.
Is AgencyPro Right for Your PPC Agency?
AgencyPro is built for PPC agencies running multiple paid-media accounts with monthly retainers, percentage-of-spend models, or hybrid pricing. Here is when it fits and when another tool is a better choice.
AgencyPro might NOT be the right fit if:
- •You're a solo PPC consultant with 1-3 clients. HoneyBook, Bonsai, or even a simple invoicing tool plus Google Sheets handle the basics without platform overhead.
- •You're a 100+ person enterprise paid media agency. Workamajig, Kantata, or Adobe Workfront integrate with enterprise finance, billing, and resource planning at scale.
- •You only need ad-management and reporting dashboards. AgencyAnalytics, Whatagraph, NinjaCat, or Looker Studio are purpose-built for live PPC dashboards and connect directly to ad platforms.
- •You bill purely on percentage of spend without time tracking. A simpler invoicing tool may be enough if you never track agency hours against accounts.
- •You need automated bid management or scripts. AgencyPro is for client-facing ops, not bid algorithms. Use Optmyzr, Adalysis, or built-in platform tools.
AgencyPro is a great fit if:
- •You run a PPC agency with 5-50 paid accounts. Centralized intake, time tracking, and invoicing across all accounts in one platform regardless of pricing model.
- •Some accounts are silently unprofitable. Track optimization hours against management fees to surface which accounts need repricing or off-boarding.
- •You bill across flat retainer, % of spend, and hybrid. One platform handles all three models rather than juggling separate invoicing tools for different deal types.
- •You want clients to self-serve on requests and creative. Branded portal cuts status-update emails and lets clients submit ad creative, copy, and budget changes in structured forms.
- •You need profitability data per account. Per-account margin tracking helps you decide which accounts to grow, which to reprice, and which to exit cleanly.
Frequently Asked Questions
Get answers to common questions about our platform.
How does AgencyPro help PPC agencies manage client ad accounts?
AgencyPro centralizes client management in one portal. Organize accounts by platform (Google Ads, Meta, LinkedIn, TikTok), track campaign status, log optimization tasks, and share performance reports. Clients see exactly what work is being done on their accounts without constant email updates.
Can I track time separately for different PPC activities?
Yes. Log bid management, creative production, landing page work, and strategy calls as separate categories. Set per-activity rates so you know exactly what each service costs you to deliver. Most PPC agencies find that creative testing eats far more hours than bid management — data that changes how you scope proposals.
How does billing work for percentage-of-spend management fees?
Set up billing based on a percentage of ad spend (typically 10-20%), flat monthly management fees, or hybrid models with floors. Enter actual ad spend per client and the system auto-calculates management fees. Invoice for additional campaign builds or platform onboarding separately.
How does the client portal help with PPC reporting?
Share monthly performance reports, ROAS data, conversion metrics, and spend breakdowns through the secure client portal. Clients access their reports 24/7 and view trends over time. This reduces report delivery time and increases client confidence in your management.
What happens when clients request additional campaigns beyond their agreement?
Track additional campaign builds, new platform onboarding, and extra optimization work separately. The platform documents what was requested, the time spent, and generates invoices for out-of-scope work. This eliminates disputes and ensures you get paid for all PPC work.
Can I manage Google Ads, Meta Ads, and other platforms for the same client?
Organize campaigns by platform within each client portal. Track time, performance, and costs separately for Google Ads, Meta Ads, LinkedIn, TikTok, Microsoft Ads, and other channels. This is essential for multi-platform PPC management.
Does AgencyPro replace Optmyzr, Adalysis, or built-in platform tools?
No — and intentionally. AgencyPro is the agency ops layer (time, retainers, approvals, portal, invoicing). Your bid management and optimization tools (Optmyzr, Adalysis, Google Ads scripts, Meta automated rules) handle the platform work. The two complement each other.
How does AgencyPro help PPC agencies scale?
By automating management fee billing, organizing campaign requests, and automating reporting, PPC agencies typically save 10-15 hours per week on admin tasks. This time can be reinvested in campaign optimization or onboarding new clients.
Can I track ad spend budgets and alert clients about pacing?
While AgencyPro doesn't connect directly to ad platforms, you can log monthly budgets, track spend data, and share budget pacing reports through the client portal. Many agencies use this to keep clients informed about spend allocation and performance.
How do I handle PPC clients on retainer vs. project pricing?
Support both models. Set up monthly retainers with hour tracking for ongoing management, or create project-based invoices for one-time audits, campaign builds, or account restructuring. The platform handles flat fee, % of spend, hybrid, and project pricing in one place.
Can I show clients proof of the work being done on their accounts?
Yes. Detailed time logs, task histories, and optimization notes give clients full visibility into what your team is doing. This transparency builds trust, reduces "what are you working on?" questions, and helps justify your management fees.
Resources for PPC Agencies
Guides, templates, and tools to help you run a more profitable PPC agency.
Agency Pricing Models Guide
Learn different pricing models including percentage-of-spend and flat-fee structures.
Profit Margin Calculator
Calculate your ideal margins for PPC management services.
How to Prevent Scope Creep
Master scope management and protect your PPC retainer margins.
Billable Hours Calculator
Track and optimize billable hours across your PPC team.
Retainer Pricing Calculator
Price flat fee, % of spend, and hybrid retainers.
How to Scale Your Agency
Proven strategies for growing your PPC agency sustainably.
Performance Marketing Agencies
Broader performance marketing features including paid social and display.
Media Buying Agencies
For agencies focused on paid media buying at scale.