01/ 05
Automated Client Reporting
- Before
- The Friday afternoon reporting ritual. Exports. CSV pastes. Manual formatting.
- What we build
- All data sources (Google Ads, Facebook, LinkedIn, GA4, HubSpot) connect to a Looker Studio or Power BI dashboard.
AI automation for Marketing Agencies
Your Agency Is Growing. Your Team Is Drowning in Admin Work.
Every client you add means more reports, more onboarding emails, more status updates. We build the systems that handle the repetitive half of agency operations, so the strategic half can scale.
The friction
Agency margins get squeezed from both directions.
What happens now
- On one side: clients want more for less.
- On the other: your team is spending 30-40% of their time on work that doesn't require expertise, status updates, reporting, onboarding emails, CRM entry, proposal formatting.
- That's not a talent problem. It's an operations problem.
What it costs the business
- An agency with 8 team members, each spending 12 hours/week on non-billable admin tasks, is burning 96 hours per week on work that doesn't move a client forward.
- At $35 blended hour cost: $174,720/year.
- That is not a small number.
- And every hour of that time is time that could be going into client work, new business development, or margin.
What changes
Here is how the week runs once the systems are live.
Onboarding starts itself in 10 minutes
Welcome email, workspace, dashboard access, and a team intro, fired the moment a deal closes.
Every client report, every Monday
Pulled, formatted, and delivered automatically. No Friday afternoon required.
New leads tagged and routed instantly
Source and service interest logged, the right teammate notified, before anyone checks the inbox.
What we build
The 5 Automations We Build for Agencies
02/ 05
New Client Onboarding Automation
- Before
- The onboarding email thread. The "did you get access?" follow-up. The manually created project workspace.
- What we build
- Deal closes in CRM → onboarding flow triggers → welcome email sent → project workspace created in ClickUp/Asana/Notion → client portal access granted → account team introduced → intake form sent → follow-up scheduled for Day 3 and Day 7.
03/ 05
Lead Routing + Follow-Up
- Before
- Inbound leads sitting in a shared inbox waiting for someone to notice them.
- What we build
- Lead fills out your contact form → CRM record created → tagged by service interest and budget range → assigned to the right team member → first-touch email sent within 5 minutes → follow-up sequence begins.
04/ 05
Proposal Generation Automation
- Before
- Starting a proposal from scratch for every new prospect.
- What we build
- After the discovery call, a brief internal form captures scope, service, budget, and timeline.
05/ 05
Client Health Monitoring
- Before
- Not knowing a client is unhappy until they cancel.
- What we build
- Automated monthly check-in emails to all active clients.
Case studies
What we built for marketing agencies.
Law firm marketing agency
Marketing agency's own AI app, untangled onto one database, Law firm marketing agency, client build
Two systems held the same data. We kept one and cut 49 scripts to 5 or 6.
The stack
Works with the tools your team already uses.
- ReportingLooker Studio + Supermetrics / Power BI
- CRM + lead routingHubSpot or GoHighLevel
- Project managementClickUp, Asana, or Notion API
- Proposal generationGoogle Docs API + Apps Script
- Automation backbonen8n or Make.com
- Client healthCRM + Slack alerts
How it gets built
In phases, so you see something working early.
Phase 1: Reporting
Automated multi-client reporting system
Phase 2: Lead Routing
Inbound lead routing + follow-up sequence
Phase 3: Onboarding
New client onboarding automation
Phase 4: Proposals
Proposal generation from intake form
Questions
The things owners ask before they commit.
Yes. The most common setup: a master data model where each client's metrics are templated, with customizable KPI targets per client. Each client gets a report that looks like it was built for them specifically, because the template is parameterized, not copied.
Yes, ClickUp has a solid API. We can create workspaces, add tasks, assign team members, and set due dates automatically. Same for Asana and Notion.
The automation doesn't replace the human, it builds the draft. Your team still reviews, customizes, and approves before it goes to the client. Most teams adopt it fully within 2 proposals because the time savings are immediate and obvious.
The system supports a manual delivery mode for specific clients, the report is generated automatically but held for team review and manual send. You get the time savings on the data pull and formatting; the human still presses send.
Free 30-minute Lead Check
Your Team Didn't Become Agency Professionals to Build Reports on Friday Afternoons
Book a free 30-minute audit. We'll identify the top 2 hours-per-week drains in your agency operations and tell you what to build first.
Get a Free 30-Min Lead Check