Agency Software That Stops Scope Creep and Speeds Up Billing
Stop losing profit to unbilled work and retainer overruns. Smarfle tracks your campaigns, manages client expectations, and gets invoices out on time.
24
18
$42,000
78%
Bloom Botanicals
Social Media Campaign
TechVault SaaS
PPC Management
Cedar Valley Realty
Brand Identity Redesign
Northwind Logistics
Content Strategy Retainer
Where marketing agency businesses lose time and money
The day-to-day friction every marketing agency owner recognizes.
Scope Creep Eats Your Retainer Margins
Clients ask for one more revision, one more report, one more strategy call. Without clear tracking of what is included and what is extra, your team delivers work that never gets billed and your retainers become unprofitable.
Deliverable Deadlines Slip Without Warning
Campaign launches, content calendars, and reporting deadlines move targets across multiple clients. When one project runs late, it creates a domino effect that impacts every other client's timeline.
Monthly Reporting Takes Longer Than the Work
Your team spends hours compiling reports for each client, pulling data from multiple sources, formatting slides, and scheduling review calls. The reporting process itself has become a major cost center.
Built for marketing agency businesses
Not a generic CRM. Every feature is tailored to how marketing agency companies actually work.
Campaign and Project Tracking
Create campaigns per client with deliverables, deadlines, and assigned team members. Track progress through phases and see all active projects in one view.
Retainer-Based Invoicing
Generate monthly retainer invoices automatically. Track hours or deliverables against retainer budgets so you know when clients are over or under their allocation.
Client Portal for Approvals and Updates
Clients log in to see campaign progress, approve deliverables, and view their invoices. Fewer email threads, faster approvals, and clearer communication.
Team Assignment and Capacity Planning
Assign designers, strategists, and coordinators to campaigns. See workload across the team and identify who has capacity before taking on new clients.
Revenue and Client Profitability Reports
Track revenue per client, campaign type, and team member. Identify which retainers are profitable and which are costing you money so you can adjust pricing or scope.
Specialized marketing agency solutions
The workflows every marketing agency business lives or dies by — each with a dedicated guide.
Marketing Agency Scheduling Software
Shared calendar with public booking, recurring sessions, and auto-reminders that cut no-shows in half.
Learn moreMarketing Agency Billing Software
Recurring billing on auto-pilot. Save customer cards, auto-charge subscriptions, no chasing payments.
Learn moreMarketing Agency Invoicing Software
One-click invoice from completed work. Stripe payment links, aging report, automatic reminders.
Learn moreIs Smarfle the right fit for your marketing agency business?
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Retainer Budget Tracking That Prevents Margin Erosion
Every deliverable and hour logged against a retainer is tracked in real time. You see at a glance which clients are within budget and which are consuming more than their allocation. This data lets you have proactive conversations about scope instead of discovering overruns at month end.
Everything your marketing agency business needs
Three ways Smarfle transforms how you operate, get paid, and grow.
Campaign Dashboard
See every active campaign with client, phase, deadlines, and assigned team. Filter by account manager, campaign type, or status to focus your attention.
Deliverable Tracking
Track every deliverable from brief through creation, review, and approval. Know exactly where each piece of work stands without asking your team.
Team Capacity View
See workload distribution across designers, strategists, and coordinators. Identify who has bandwidth before assigning new work or onboarding new clients.
Retainer Budget Monitor
Track hours and deliverables against each client's retainer allocation in real time. Flag overruns before they happen and have scope conversations proactively.
How a marketing engagement flows through Smarfle
From first pitch to monthly retainer — campaigns and creative tracked end-to-end.
- 1
Lead from referral or content
Web form, AI receptionist, or inbound from your own marketing. Each becomes a client record with industry, budget, and goals.
- 2
Discovery + proposal
Calendar slot for discovery. Proposal built from line items (strategy, creative, ad spend, retainer). Custom fields track scope and team allocation.
- 3
Retainer signed + onboarding
MSA via e-sign, first month invoice via Stripe payment link, project kickoff scheduled, recurring monthly retainer becomes a work order.
- 4
Campaigns + creative work logged
Time tracking per client against billable hours, expenses for ad spend, deliverables attached to the client record. Job checklist for monthly QBR prep.
- 5
Monthly bill + report + renewal
Stripe Connect for recurring monthly retainer. Workflow automation sends the monthly report email. Maintenance reminders for the renewal conversation.
Same flow for every marketing agency business — only the terminology and details change.
Stop losing agency inquiries when you're in client work
Your team's heads-down on launches and campaigns. Inbound calls roll to voicemail. The qualified prospects who don't bother calling back hire the agency that picked up.
How AI Receptionist works- Inbound calls from your own marketing efforts
- Referrals from existing clients during business meetings
- RFP / proposal-request calls from larger prospects
- Crisis-PR calls with urgent timelines
- AI qualifies (industry, budget, scope) and books the discovery call
Always on. Never misses an after-hours marketing agency call.
Plans that grow with your marketing agency business
All plans include a 7-day free trial. No credit card required.
Starter
Solo operators & small teams
- Up to 3 users (1 owner + 2 techs)
- Up to 100 clients
- 1 GB storage
- Unlimited work orders & invoices
- Client portal
- Scheduling calendar
- Reports & analytics
- Review requests
- Voice AI receptionist (usage-based)
Professional
Growing service businesses
- Up to 10 users
- Up to 500 clients
- 3 branch locations
- 5 GB storage
- Everything in Starter
- AI email & SMS drafts
- GMB rank tracking
- Voice AI receptionist (usage-based)
Business
Multi-location operations
- Up to 30 users
- Up to 1,000 clients
- 10 branch locations
- 20 GB storage
- Everything in Professional
- Priority support
- Voice AI receptionist (usage-based)
SMS, email, AI, and voice are billed pay-as-you-go. See full pricing breakdown →
Marketing Agency CRM questions
Switching to Marketing Agency CRM from another tool?
Most marketing agency businesses arrive at Smarfle from one of the tools below. See a side-by-side comparison.
Ready to run your marketing agency business from one place?
Join service businesses that book more jobs, get paid faster, and grow their reputation with Smarfle.
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