Agency (Advertising, Marketing, PR) CRM
When the hours spent are not visible until the month closes, the agency ends up working for free for a customer it thought was profitable; and because revision rounds are counted nowhere, that gap never reaches the next quote.
Retainer, project and performance contracts are a field on the customer card; agent hours attach to a customer and a project, and the month-end report comes out of those records.
- Keep the contract type, the monthly budget, the contacts and the payment terms for every brand on a single card
- Run the customer, project and task queue in a Kanban or Gantt view
- Enter agent hours per customer and per project and see the remaining hours on a retainer at any moment
- Submit design, video and content files for approval through the limited-permission account you open for the customer, and attach revision requests to the record
- At the end of the month gather the work done, the hours spent and the campaign results into a single PDF report
| Customer and Brand Record | Every agency customer is an account record; the contract type (retainer, project, performance), the monthly budget and the payment terms sit in its fields, and contacts are attached to that record. |
|---|---|
| Project and Task | A project is a record attached to the customer and a task is a record attached to the project; the assigned agent and the time estimate are in the task fields, and the queue is read in the Kanban or the calendar view. |
| Agent Hour Entry | An hour spent is a record carrying a customer and a project field; on a retainer it is deducted from the contract hours, and the remaining hours appear in that customer's report. |
| File and Revision | Design, video and content files are attached to the project; a revision request is written onto the project and which round it is is counted from the record. |
| Monthly Activity Report | The report is produced from the task and hour records within the month; campaign result figures (CTR, followers, KPI) do not arrive from the ad accounts by themselves, they are entered into the record by hand or by import. |
What an agency sells is hours, but the invoice is issued with three separate logics: a fixed monthly amount on a retainer, on stage delivery in a project, and according to the result achieved on performance. If you have customers on all three models in the same month, which team is working for whom comes not from the calendar but only from the hour records.
Rapitek CRM writes the contract type onto the customer card and runs the invoicing according to that label; mixed contracts are held in the same structure. Hours can be entered by hand by the agent, kept with a timer attached to the start of a task, or imported from a report you take out of another tool. A user account with limited permissions is opened for the customer in the CRM; which projects, files and reports they will see is determined by the profile. On the PR side the media list, and on the digital side campaign and KPI tracking, are defined during setup as separate objects.
