Software for Marketing Agency — Projects, Retainers and Per-Client Profit
Custom software for marketing agency operations connects projects, retainers, time tracking, client approvals and media plans into one system that shows the real profit of every client in real time.
What the system covers
Projects and retainers
One view of project engagements and monthly retainers — booked budget, burned hours, remaining scope and an alert before a client eats through their retainer.
Time tracking and billable utilization
One-click timesheets from the task, billable vs non-billable split, and a per-specialist workload board by week.
Client approvals
Creative, copy and media plans move through an approval portal with versions, comments and a full audit trail — no more email sign-offs.
Media plans and campaigns
Budget planning per channel, flight dates, planned vs actual spend, and automatic markup on managed media.
Per-client profitability
Revenue minus real labor and subcontractor cost per client and per month — which accounts feed you and which drain you, in black and white.
Billing and finance
Automatic retainer and milestone invoicing, overdue payment tracking, and a 90-day cash flow forecast.
Who it fits
SEO and PPC agencies
Monthly retainers, many small tasks, media spend to manage. The system tracks burned hours against the retainer and flags when an account turns unprofitable.
Creative studios
Fixed-scope projects, revision rounds and client approvals. Creative versions and feedback live in one place, not across fifteen email threads.
Full-service marketing
A mix of projects, retainers and media buying across several teams. You see every specialist's utilization and the true profit of the client portfolio.
How we build it
We do not resell someone else's SaaS. We build your own digital agency software on a proven stack: PostgreSQL for data, .NET or Node.js for business logic, React/Next.js for the web UI. REST APIs and webhooks keep the system open to your ad platforms and accounting.
Time, budgets and approvals live in one database. A specialist logs an hour against a task, the manager sees burn against the retainer, and finance gets real per-client profit without anyone opening a spreadsheet at month end. One project, one life in the system.
We start with one to two days with your team, mapping how projects actually flow, who tracks what on paper, where billable hours leak. From that map we lock the MVP scope for phase one — typically projects, retainers, timesheets and invoicing. Other modules ship in later sprints without halting operations.
We integrate with Google Ads, Meta Ads, GA4, Slack and your accounting software. See how we approach API integrations for existing landscapes, or full custom software development.
Go-live happens in stages: one team first, then the whole agency. Risk stays low and people get time to adapt. After go-live we stay on an SLA-backed support contract.
Why Saitami for your marketing agency software
Billable utilization
Average uplift six months after go-live, measured on real client data from agencies that stopped losing billable hours in spreadsheets.
Admin time
Achieved through automatic retainer invoicing, an approval portal and one-click timesheets straight from the task.
Starting investment
Fixed price for the MVP phase. No per-user licensing, no hidden subscription. You own the system outright.
Agency software often runs alongside a CRM for marketing agencies and campaign management software on a single architecture — one database, one source of truth.
Frequently Asked Questions
How long does marketing agency software implementation take?
Marketing agency software implementation typically takes between 6 and 12 weeks for the first productive phase. A small agency with one team goes live in 6-8 weeks. A mid-size agency with several teams, media buying and accounting integration lands closer to 10-12 weeks. We deploy in stages, starting with the most painful process.
Is this software suitable for small agencies?
This software is suitable for small agencies with 5-15 people. That is why we start with an MVP scope — projects, retainers, timesheets and invoicing — without bloated modules. A small agency gets the same visibility into billable utilization and per-client profit as a large one, with a lighter interface and 2-3 days of training. The €5,200 starting price is sized for this segment.
Can it integrate with Google Ads and our accounting software?
It integrates in almost every project. We connect to Google Ads, Meta Ads, GA4, Slack, and to Microinvest, Plus Minus and Ajour via API or file exchange. Media spend, invoices and payments flow automatically, so per-client profit is always current. You keep your accounting tool — the system runs operations.
How much does software for a marketing agency cost?
Software for a marketing agency starts from €5,200 for an MVP rollout in a small agency and typically lands between €16,000 and €38,000 for a mid-size agency with several teams, media buying and accounting integration. Pricing is fixed against the agreed scope, paid in milestones, and never includes per-user fees. Post-go-live support is a separate SLA contract.
Ready to see the real profit of every client?
Book a 45-minute free consultation. We walk through your agency operations, demo the software for marketing agency live, and leave you with a concrete phase-one plan at a fixed price and timeline.
Book a free consultation →