Web development agency CRM software
Web development agency CRM software organized by milestone and approval. Each phase sits on one timeline. Hosting and maintenance bill automatically and feedback arrives in one place rather than five threads.
11
5
$8,400
82%
Evergreen Wellness
E-Commerce Redesign
Signal Analytics
SaaS Dashboard Build
Coastal Bistro
Restaurant Website
Hartley & Associates
Monthly Hosting + Maintenance
Software a web development agency runs on
Projects are sold in milestones. They are lost in revision rounds nobody scoped. Smarfle keeps each phase and its approval on one timeline and bills hosting and maintenance automatically. Client feedback lands in one place instead of five threads, for one developer or a full studio.
Web development agency scheduling software
Your demos and check-ins are agreed at kickoff and then rebooked a week at a time until they quietly stop. Smarfle generates them for the whole engagement and protects the build time around them, so a sprint is not spent describing itself.
Learn moreWeb development agency billing software
You bill the build on milestones and the hosting whenever somebody notices it. Smarfle puts maintenance and hosting on their own cadence, so the recurring line exists whether or not anyone is looking at the account.
Learn moreWeb development agency invoicing software
You invoice the build on milestones and the hosting whenever someone notices, which is usually a quarter late. Smarfle attaches third-party costs to the project as they are spent and names the deliverable on each milestone invoice, so approval is a formality.
Learn moreThe growth side, built in
Dev agency call tracking
Project inquiries deserve the same instrumentation you build for clients. Calls are recorded, attributed, and logged to the deal.
Reviews and Google Business Profile
A strong profile and client reviews are the portfolio pieces prospects check before the portfolio itself.
Website and lead follow-ups
Project brief forms scope budget and timeline upfront, and follow-ups keep proposals moving through stakeholder review.
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 web agency looks like
The build is the part you priced. Revisions, hosting, and the maintenance you keep doing for free are the parts that decide whether the project made money.
Projects drag on without clear milestones
Websites and applications start with enthusiasm but lose momentum when milestones are vague. Without visible progress markers, clients get anxious, your team loses focus, and the launch date keeps sliding.
Hosting and maintenance revenue gets lost
Monthly hosting and maintenance retainers should be your most reliable income. But manual invoicing means some clients pay late, some never get billed, and your recurring revenue has leaks you do not notice until quarter end.
Client feedback loops create endless revisions
Clients send feedback through email, Slack, text, and phone calls. Your team pieces together conflicting requests, builds the wrong thing, and the revision cycle stretches far beyond what was scoped.
Every web development agency call, handled your way
Calls are logged to the client record with a summary, which matters when a request made by phone becomes a change request later.
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 web project flows through Smarfle
A build is quoted, approved in phases, delivered, and then bills monthly for hosting. Five steps, one record.
- 1
Lead from inbound channel
The enquiry opens a client record with project type, tech stack, and timeline captured at the point it arrives.
- 2
Scoping call and build proposal
Calendar slot for the discovery call. Proposal built from line items (discovery, design, dev, QA, launch).
- 3
MSA + deposit + project kickoff
MSA via e-sign, deposit via Stripe payment link, project becomes a work order with milestone-based progress invoicing.
- 4
Sprints tracked
Time tracking per developer against billable hours, expenses for hosting/services, sprint deliverables attached to the client record.
- 5
Launch + maintenance bill + review
Final invoice on launch via Stripe payment link. Recurring monthly maintenance billing via Stripe Connect. Review request after launch.
Same flow for every web development agency business, only the terminology and details change.
Who Smarfle is built for in web development
Recurring hosting and maintenance are what this is built around. Build-and-hand-off shops need less.
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 web agency
Building is the part you enjoy. Running projects, billing them, and finding the next one are the rest of the business.
Milestone dashboard
See every project with current phase, upcoming milestones, and team assignments. Filter by developer, project type, or status to manage your pipeline.
Phase tracking
Projects move through discovery, design, development, testing, and launch. Each phase has defined deliverables and acceptance criteria so everyone knows what done looks like.
Developer workload view
See how many projects each developer is assigned to and their upcoming deadlines. Balance work across the team and avoid burnout during heavy delivery periods.
Client feedback hub
All client feedback lives in the project record. No more searching through email, Slack, and text messages to find what the client actually asked for.
Client logins to the project
Your client signs in and sees their own build, what is scheduled against it, the invoices raised and the files you shared. One client can never reach another one, because the database enforces that rather than the interface hiding it.
Web agency CRM that carries the project
Open a client record and it should already hold the things a build keeps stalling on. Approved scope and access notes as files, the dates everyone agreed to, the emails you send at each phase. When it carries those, the record is where a project lives instead of somewhere you file it afterward.
A record that carries the project is worth more than a pipeline that only counts the ones you won.
Project files sorted under each client
Content drafts, approved wireframes and the signed scope a build is waiting on land in folders underneath the client record. Nothing leaves your side until you mark a single upload shared, and that one opens on a signed link with a 25 MB ceiling.
Endpoints you own, fired on seven events
You already build things, so point the seven event types at an endpoint of your own and let your stack react without polling anything. The payload is signed with HMAC SHA-256 and retried with backoff, which means you can verify it and stop worrying about a brief outage.
Kickoffs and reviews go out as invites
A scheduled kickoff or design review reaches the client as a calendar attachment, which is why fewer of them quietly get missed. Each developer takes a color across the month view and the week view, so you know whether the following week is spoken for before you promise a launch.
Kickoff and handover emails, saved once
Project milestones repeat from client to client, so store the wording and let the placeholders resolve to the actual client, project and billing values. The resolved message shows on screen before it goes, which keeps every developer sounding the same.
Get more clients for your web agency
Web development lead generation
Build, host, maintain. That is years of revenue from one signature. Smarfle finds the businesses in your area looking for a new site and sends the project type with the request, so proposal time goes to real budgets.
Flat pricing per accepted lead
Web Development Agency leads run about $35 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 and do you have a site already, 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.
Questions dev shops ask on the demo call
Related industries
Other trades using Smarfle to run their book of business.
Switching to Smarfle from other web agency software?
Builds sitting between milestones, and hosting clients who bill every month, make a switch feel like the wrong move right now. One of our people does the whole thing, loading your clients and services from a spreadsheet and adding each developer separately, and our team sits in the US.
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 web development 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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