Problem

Industry: Agencies & Consultancies

Software automation for agencies and consultancies.

For marketing, design, development, and strategy agencies in the U.S. with 5–50 employees. Where project profitability, client work tracking, and operational consistency separate the firms that scale from the firms that grind.

Agencies and consultancies win or lose on three things: how accurately they scope work, how consistently they deliver it, and how visibly they prove value to clients. Kivolaro builds custom software and workflow automation for U.S. agencies with 5–50 employees, focused on project tracking, profitability dashboards, client portals, intake-to-proposal automation, and reporting. Engagements run $4,000–$20,000 in 2–8 weeks, integrating with tools like Asana, ClickUp, Notion, HubSpot, Harvest, and QuickBooks.

Why agencies and consultancies need custom workflows

Three patterns we see across most agencies under 50 people:

  1. Generic PM tools don’t model client work. Asana, ClickUp, and Monday are good for tasks. They’re bad at retainers vs fixed-scope, profitability per client, write-offs, and the kinds of cross-project reporting agency owners actually need.
  2. Time tracking and budget tracking diverge. Hours go into one tool, budgets live in another, profitability lives in a partner’s head. By the time anyone notices a project is unprofitable, it’s mid-delivery.
  3. Client experience is uneven. The same agency can deliver an amazing engagement and a terrible one back-to-back because the systems don’t force consistency.

Custom workflows close all three gaps.

Common projects we deliver

  • Intake-to-proposal automation. Lead → discovery form → scoping template → proposal draft → e-sign → CRM update → kickoff scheduled.
  • Project profitability dashboards. Hours from Harvest/Toggl + costs from accounting + scope from PM tool → live margin per project, alert when a project crosses a threshold.
  • Client portal builds. Branded portal with status, deliverables, approvals, time logs, invoices. Replaces “we’re still working on it” emails.
  • Retainer management workflows. Hours tracking, usage alerts, monthly close-out automation, renewal reminders, scope creep detection.
  • Internal operations console. Project status across the agency, team utilization, hiring needs based on pipeline, exception handling.
  • White-label reporting automation. For marketing agencies: pulling data from ad platforms / GA4 / CRM into branded weekly client reports.

Stack we typically work with

  • PM — Asana, ClickUp, Monday, Notion, Airtable, Linear
  • Time tracking — Harvest, Toggl, Clockify
  • CRM — HubSpot, Pipedrive, Close
  • Accounting — QuickBooks, Xero, Wave
  • Reporting sources — Looker Studio, Metabase, Airtable + custom dashboards in Retool
  • Marketing data — GA4, Meta Ads, Google Ads, LinkedIn Ads APIs
  • Workflow engine — Make, n8n, Zapier

Pricing for agencies and consultancies projects

ProjectRange
Intake-to-proposal automation$4,000–$6,500
Profitability dashboard$5,000–$10,000
Custom client portal$10,000–$20,000
Retainer management system$6,000–$12,000
White-label client reporting$5,000–$10,000
Retainer$1,500–$3,500/mo

Frequently asked questions

Do you replace our PM tool?+

Almost never. We build around Asana/ClickUp/Monday — adding profitability tracking, intake automation, client portals, and reporting that the PM tool doesn't do well. The PM tool stays the source of truth for tasks.

Can you connect to ad platforms for reporting?+

Yes — GA4, Meta Ads, Google Ads, LinkedIn Ads, TikTok Ads all have APIs we work with. White-label client reports pulling from these are a common build.

What about agencies with both retainer and project clients?+

Yes — most agencies are hybrid. We model both engagement types in the workflow: retainers have monthly close-out automation and usage alerts; projects have scope tracking and profitability triggers.

How do you handle subcontractor and freelancer time?+

Time tracking integrations pull from contractors using the same Harvest/Toggl setup, with cost rates set per person. Profitability calculations account for blended rates.

Do you work with creative agencies specifically (design, video, production)?+

Yes — the workflow shape is similar to consultancies, but with more emphasis on asset delivery, approval rounds, and review cycles. Client portal builds are especially valuable for these agencies.

How long does an agency engagement take?+

Intake automation: 2–3 weeks. Profitability dashboard: 3–4 weeks. Client portal: 5–8 weeks. Multi-workflow systems: 6–8 weeks.

Tell us the problem →
WhatsAppProblem
Software & Automation for Agencies and Consultancies