Marketing agency CRM software
Marketing agency CRM software pointed at the thing that eats retainers. Hours land on the right client as the work happens. Deliverable dates stay visible and the monthly invoice builds from what was delivered.
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$42,000
78%
Bloom Botanicals
Social Media Campaign
TechVault SaaS
PPC Management
Cedar Valley Realty
Brand Identity Redesign
Northwind Logistics
Content Strategy Retainer
Software a marketing agency runs on
A retainer is profitable right up until scope expands. Nobody logs the extra hours, so nobody notices until the month comes in thin. Smarfle lands hours against the right client as the work happens and keeps deliverable dates visible before they slip. The monthly invoice builds from what was actually delivered, freelance or thirty staff.
Marketing agency scheduling software
The standing call you agreed in a kickoff is the first thing to disappear when a launch gets busy. Smarfle creates the whole cadence for the length of the retainer, so a client going quiet shows as a gap rather than as a renewal you lose.
Learn moreMarketing agency billing software
Your retainer bills on time and the extra work you absorbed does not. Smarfle runs the retainer on its own cadence and raises approved extra scope as its own charge, so the monthly number stays the number you agreed.
Learn moreMarketing agency invoicing software
You put media spend and your retainer on one invoice and the client reads a single number, then questions all of it. Smarfle keeps pass-through spend on its own line and invoices approved extra scope separately, so your fee stops being the thing under review.
Learn moreThe growth side, built in
Agency call tracking
You sell call tracking to clients, and your own new-business calls deserve the same. Every inquiry is recorded, attributed, and logged.
Reviews and Google Business Profile
Agencies that rank their own profile prove they can rank a client's. Reviews from retained accounts close skeptical prospects.
Website and lead follow-ups
Audit-request forms are your lead magnet, and automated follow-ups keep pitches warm through the client's budget cycle.
CRM plans that grow with your agency
All plans include a 14-day free trial. No credit card required.
Solo
Sole operators getting started
- 1 user
- Up to 500 clients
- 1 GB storage
- Public booking link + calendar
- Client management
- Work orders with photos
- Invoices + Stripe payments
- Voice AI receptionist (usage-based)
- AI drafts + work order summaries
- GMB rank tracking + Search Console
- GBP Posts + Dashboard
- API access + webhooks
- Mobile PWA + CSV import/export
Starter
Small teams adding tools and growth
- Up to 5 users (1 owner + 4 techs)
- Up to 2,000 clients
- 3 GB storage
- 2 branch locations
- Everything in Solo
- Website builder + AI content
- Your own domain on that website
- Branded client portal
Professional
Growing service businesses
- Up to 10 users
- Up to 5,000 clients
- 5 branch locations
- 10 GB storage
- Everything in Starter
- Manager role (up to 2)
- 50 saved email templates
Business
Multi-location operations
- Up to 30 users
- Up to 10,000 clients
- 10 branch locations
- 20 GB storage
- Everything in Professional
- Manager role (up to 5)
- Priority support
SMS, email, AI, and voice are billed pay-as-you-go. See full pricing breakdown →
What an inefficient agency looks like
Agency work expands to fill whatever nobody is measuring. Scope, hours, and the reporting you do for free all grow in the same direction.
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.
Every marketing agency call, handled your way
Client calls are transcribed onto the account, so a conversation about scope is written down rather than remembered. Routing changes by hour without anyone forwarding anything by hand.
Plain forwarding
$0.04/min
Just rings your phone. Every call logged as answered or missed.
Forward with call tracking
$0.10/min
Rings your phone. Recorded, transcribed, summarized, and logged to the customer record.
Busy message + text-back
~$0.05/call
Plays your message, hangs up, and texts the caller. Replies land in your Inbox as leads.
AI receptionist
$0.25/min
The AI answers, qualifies the caller, and books the job. Great after hours if you want it.
Spam screening is included in every mode
Turn it on and unknown callers hear one sentence and press a key before the call connects. Dialer software does not press keys, so it never reaches you. How screening works
- Your customers skip it. Known clients and callers on mobile numbers are never screened.
- You are not billed for it. Screened, silent, and blocked calls cost nothing.
- One blocklist. Block a number once and it stops calling and texting.
Curious how the AI option sounds? Call (866) 355-9645 and try booking a consultation with it.
How a marketing engagement flows through Smarfle
A retainer starts with a scoped proposal and stays profitable because the hours land in the right place. Here is that path.
- 1
Lead from referral or content
Enquiries from your own marketing, a referral, or the form all open a client record carrying industry, budget, and stated 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.
Smarfle fits some agencies better than others
Retainers and tracked hours decide it. Project-only shops with no recurring revenue will find less here.
We built this for you if...
Tap the ones that resonate
This probably isn't for you if...
And that's okay
Everything Smarfle does for a marketing agency
The creative work is why clients hired you. Running campaigns, billing accurately, and winning the next account are what keep the lights on.
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.
Client logins for work in progress
Clients open a login of their own and see the work booked against their account, the invoices behind it and any file you shared across. What used to arrive as another email thread comes in as a message on the account.
What agency CRM software does after the pitch
Somewhere in your week there is an evening spent sending the same three chase messages and hunting for a brand file a client sent in March. None of that is creative work and none of it is billable. It stays manual because it never feels big enough to fix. These four are the pieces of it that stop being yours.
The evening work is the work nobody scoped, and it is the first thing worth handing to software.
Client follow ups leave your head
Schedule a reminder against a date and it sends without you logging back in, by text or email before the date lands. When work is marked done a prompt offers the next reminder while the account is still in front of you.
Brand assets on the account, not in email
Logo packs, approved scope documents and signed statements of work go into folders you name beneath the account. They remain internal unless you switch one across, at which point the client reaches it through a signed link instead of another attachment.
Push CRM events into your reporting stack
Agencies run a reporting dashboard and a project tool that both need to know when a client signs or an invoice clears, and seven event types can push straight into them. Each call is signed so the receiver can prove where it came from, and a failed delivery is attempted again rather than dropped.
Delivery steps attached to each offering
Your audit has a shape, from gathering analytics access through to the findings deck, and that shape is stored on the service rather than in one strategist's head. Whoever picks the engagement up works the identical list and checks items off as they land.
Get more clients for your marketing agency
Marketing agency lead generation
Retained clients bill monthly for as long as the work is good, so the cost of finding one stops mattering quickly. Smarfle finds the local businesses looking for marketing help and sends what they want done. You pitch people who already decided to spend.
Flat pricing per accepted lead
Marketing Agency leads run about $45 each. You see the job and the ZIP first, then accept or pass free. No monthly lead budget, no bidding wars.
When leads start
We expand the directory around every business that joins, and Google needs time to rank new pages, so plan for up to two months before leads ramp up. You pay per lead, never for waiting. A Google Business Profile with real reviews brings them sooner.
Requests arrive pre-qualified
Every quote request already answers what do you need help with and what size is your business, so your callback quotes instead of interviews.
Fair by design
Your existing customers and repeat requests are always free, and a bad lead can be disputed with a refund to your wallet.
What agency owners ask before they switch
Related industries
Other trades using Smarfle to run their book of business.
Event planning CRM
Corporate event planners often partner with marketing agencies on launches + brand activations.
ExploreCoworking CRM
Many agency members work from coworking spaces; partner referrals flow both ways.
ExploreWeb design & dev CRM
Adjacent creative services that often white-label each other.
ExploreSwitching to Smarfle from another agency CRM?
Retainers do not pause for a migration and the deliverable dates you promised do not shift either. We work around both, putting clients and services into a CSV for you, loading it, and adding each specialist to the account by hand. This is US work done by people you can reach.
Why businesses stay
Who you are buying from
We answer requests the same day. If your business needs a new feature, or an existing one changed, it gets built fast, often by the next day. Ihor Lavrenenko puts his name on this product: he has helped hundreds of local businesses grow, and Smarfle is how that experience shows up in your operation every morning.
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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