For owners of growing agencies
Grow the agency without adding another layer of admin.
We find the operational work quietly eating your team's week and build one tool around how your agency actually runs. Not a platform. Not a subscription. Yours.
- 30 minutes, no preparation
- Free either way
- £500 a day, one day minimum
Pick a time that suits
30 minutes. We find where the team is losing time. Free whether you hire us or not.
What the audit gives you
- The one job capping the team, named
- What it costs a year, from your hours
- The tool we would build, in plain English
30 minutes. Free either way.
8+
hours a week, per team member
Given back to one Google Ads agency.
JB Marketing. A growing team, knowledge scattered across inboxes, sheets and people's heads. One portal, built in stages.
How it gets like this
The same brief. Six places.
Nobody decided it should work this way. The agency grew and the information did not move with it.
- InboxBrief in a thread from MarchFeeds the tool
- Spreadsheetsresearch_v3_FINAL.xlsxFeeds the tool
- Client docsWhich folder is current?Feeds the tool
- MessagesApproval buried in a threadFeeds the tool
- Research toolsRebuilt for every accountFeeds the tool
- People's headsAsk Sam when she is backWritten down, once
Where is the Harbourside brief?
Four places. Twenty minutes. Three people interrupted.
The agency's tool
Everyone can see itOne place. Ten seconds. Nobody interrupted.
Before: the agency keeps what it knows in six places, the inbox, spreadsheets, client documents, messages, research tools and people's heads, and the same client brief exists in three of them. Finding it means checking four places and interrupting three people. After: the six places feed one tool, so the brief, research, approvals, report and notes for a client are in one place that the whole team can see.
Which of these are yours?
0/10
Tick the ones that are yours.
Most agency owners get to three before they reach the end of the list.
Nothing off the shelf
Your specific problem. A tool built for it.
Pick where the week goes. Watch what it could look like instead.
How it usually runs
- Welcome email and a new drive folder
- A kickoff call, notes in someone's doc
- The checklist lives with whoever ran the last one
The bottleneck underneath
There is no single definition of onboarded. Nobody can see what is missing until the client asks.
One tool that could remove it
An onboarding tracker that creates the same steps for every new account, assigns each one, and shows what is still open.
One possibility, sketched. Yours is built around how your agency actually runs.
The maths that decides it
Busy is not a budget line. The hours are.
Half of an account's month is coordination. It is the hours that are the problem, not the people.
One client account, one month
Across your whole team
Chasing information, rebuilding research, assembling reports, re-explaining a client. Be conservative.
Salary plus National Insurance, pension and overheads. A £45,000 account manager lands near £35 an hour.
Repeat admin is costing you roughly
£64,400
a year, every year, at 5 hrs a week per person
- Team hours a week
- 40
- Hours a year
- 1,840
- Cost a year
- £64,400
- Full-time capacity consumed
- 1.1
8 people × 5 hrs
40 hrs × 46 working weeks
1,840 hrs × £35
40 hrs ÷ 37.5 hr week
That is about 1.1 full-time person spent coordinating work the agency already has.
An illustrative estimate from your own numbers, not a promised saving. This gives you the rough number. The free audit finds the actual work behind it.
The fork in the road
Hire a coordinator, or build the tool?
Most agencies at this point hire someone to hold it together. We make the job disappear instead.
£22k£60k
Plus about 20% for National Insurance, pension and a desk.
210
At £500 a day, agreed before we start, with one day the minimum. Most agency builds are three to five. Nothing is billed afterwards.
Over three years
58×
The hire costs £115,200. The build costs £2,000, once.
Hiring is not wrong. A coordinator can do things a tool cannot. But a hire is forever and a build is once, and you own it. Illustrative, from your numbers.
JB Marketing · Google Ads agencyBefore, and after.
“Everyone's finally working from the same source of truth, and the tools take the grind out of campaign research.”
Client data and account history
Inboxes, spreadsheets and individual people's heads
A shared knowledge hub, kept current, open to the whole team
A question about a client
Ask whoever remembers, or read a document that went stale
Ask the assistant. It answers from the agency's own live data.
Campaign research
The same keyword and competitor picture rebuilt by hand for every account
Tooling does the heavy lifting. The team edits and judges.
Outreach, sales, holidays, team admin
A different tool for each
In the same portal as everything else
8+
hours saved per team member, every week
1
shared, current source of agency information
Less
repeat research and admin
Day 1
a new starter gets the whole picture
JB Marketing is Ben's agency. We ran this problem before we built for it.
Read the full case studyThe offer
A free systems audit. We find your specific problem.
- 1
A 30 minute call
No preparation. You talk us through how a client moves through the agency, brief to report.
- 2
We follow the work
Where the brief lives, who rebuilds the research, how an approval gets recorded.
- 3
You get the answer
The work that is stuck, what it costs, and what we would build. Or what to buy instead.
What you walk away with
- The one job capping the team, named
- What it costs a year, from your hours
- The tool we would build, in plain English
- A fixed price and a day count
No platform pitched. No saving promised before it is measured. If an off the shelf tool would do, we say so.
Possibilities, not packages
We build the tools nobody sells you.
Shapes we have built or would expect to. Yours is built around how your team already works, so nobody has to change anything.
- 01
A client knowledge hub
Brief, preferences, decisions and history, searchable by anyone.
- 02
A research workspace
Every pull kept against the client, first draft done.
- 03
A report that builds itself
Numbers from the live accounts. You write the commentary.
- 04
A request and approval board
One queue. Who approved what, and when.
- 05
An onboarding tracker
The same steps for every account, gaps visible.
- 06
A capacity view
Who is on what, how much room they have, who is off.
- 07
The one we have not listed
Most builds are the one thing specific to how an agency runs. That is why nobody sells it, and why the audit comes first.
If you go ahead, here is the whole deal.
- £500
a day
Day count agreed before we start, minimum one day. Most builds are three to five. No part days, no hourly rate.
- £0
if we overrun
Takes longer than we said? You pay the quote. Not a penny more.
- 100%
yours
The code is yours to keep. No licence, no seat pricing, no lock-in.
Overruns
If it takes longer, that is our problem.
Gorringe's was quoted one day. It took three. They paid for one.
Ownership
Not another subscription.
The code is yours to host, change or hand to another developer. No subscription, no licence to renew, nothing that switches off.
Who is building it
Built by people who know what an agency week actually looks like.
- Ben
- Runs JB Marketing, a Google Ads agency. Hit this ceiling with his own team and built the portal above to get past it.
- Archie
- Runs a creative agency. Knows what onboarding, approvals and reporting cost when they live in five places.
Not about cutting staff. The jobs we remove are the boring ones.
A good fit
- Four or more people
- Someone coordinating client work across the team
- Briefs, research, approvals or reports in more than one place
- Growing, with the work already coming in
Not a fit
- Freelancers and one-person agencies
- Anyone after a website, a rebrand or a campaign
- Agencies wanting a product to resell
- Anyone with no real time problem
Find where the team is losing time.
30 minutes. No preparation. A clear recommendation either way.
Pick a time
Or tell us where it jams
We reply the same day, usually within the hour.