Agency Systems Audit
All retainers, proposals, and client deliverables live in one workspace. Scope changes tie to the client record so margin leakage is visible in real time.
For Marketing & Growth Agencies
The Business OS for Marketing Agencies Running Ads, Content, and Retainers
You manage ad accounts, CRO, content, and email for ten clients. Your own agency runs on HubSpot, Notion, HoneyBook, and a prayer.
No tech prep needed. We'll guide you.
Scope changes tracked
Every scope adjustment ties to the client record so you can see whether a retainer is profitable before the quarter ends.
E-sign inside the workspace
Proposals, SOWs, and change orders sign off directly against the client record — no separate DocuSign, no email threads.
Social agent drafts + posts
The social agent drafts posts from your content strategy, you approve, the post ships — no third-party scheduler subscription.
A day in the life
Before and after working with Systemly
See how The Business OS for Marketing Agencies Running Ads, Content, and Retainers teams go from chaos to clarity
Before
8:00am
Open HoneyBook to check which proposals are still waiting on sign-off. Nudge three clients via email individually
10:30am
Sunday-night report for a client is still not done. Start pulling numbers from Looker, GA, and Meta Ads Manager
12:30pm
Client asks if a new landing page is in scope. Dig through three months of Slack DMs to find the original SOW
2:00pm
Realize you haven't posted on the agency's LinkedIn or Twitter in two weeks because Buffer subscription was cancelled
4:00pm
Retainer ended for a client last week. Nobody sent the renewal email. Scramble to put together a pitch
6:00pm
Try to figure out which retainers are actually profitable this month. Give up because scope creep isn't tracked
After
8:00am
Open the pipeline: two proposals waiting on e-sign, auto-reminder went out yesterday
10:30am
Report template pulls from client record automatically. Review and send in 15 minutes
12:30pm
Open the proposal record for the client — original scope and approved changes are right there
2:00pm
Social agent drafted three posts this morning. Review, approve, schedule to post this week
4:00pm
Renewal reminder fired two weeks ago. Pitch already in the client's portal awaiting review
6:00pm
Retainer margin view shows which engagements had scope changes and whether margin held
Real scenarios from The Business OS for Marketing Agencies Running Ads, Content, and Retainers teams we’ve worked with
Solutions
How we help the business os for marketing agencies running ads, content, and retainers teams
We match your specific challenges with the right solution package. Each one is designed to fit where you are now and where you want to go.
Systemly Install — Complete
Client intake, proposal templates, project boards, invoicing, and retainer renewal all wired up. Social agent drafts your agency's own posts so brand-building is not a weekend job.
monthly-maintenance
Keeps pipelines, retainer statuses, and reporting templates current as your agency grows. Adjusts as you add clients and services.
Common challenges
What we hear from the business os for marketing agencies running ads, content, and retainers teams
01
Retainer scope drifts quietly. A client asks for "just one more landing page" and by month four you are delivering 40% more work than you are billing for.
Impact: Margin disappears without anyone noticing. The agency grows revenue but not profit because scope creep is invisible until the P&L catches up.
02
Proposal sign-off lives in email threads. Approvals get lost. Legal reviews drag. Projects start a week late because nobody can find the signed SOW.
Impact: Each delayed kickoff compresses the delivery window. Deadlines slip, clients get frustrated, and the team works weekends to catch up.
03
You promise monthly reports, then spend Sunday night cobbling them together from Looker, GA, Meta Ads Manager, and a Google Doc template.
Impact: Client reporting is the highest-leverage retention activity and the most dreaded task in the agency. When it slips, renewal conversations get harder.
04
Your own brand's social presence suffers because every tool that would help costs $50/mo on top of your existing stack.
Impact: The agency that helps clients grow their brand has no time to grow its own. You lose the compounding reputation effect that drives inbound.
What we build
What we build for the business os for marketing agencies running ads, content, and retainers teams
Retainer tracking with renewal automation
Monthly retainer cycles tracked per client with renewal alerts 30 and 14 days before contract end.
Proposal + SOW + change order workflow
Templates for proposals, scoped SOWs, and change orders tied to each client engagement with e-sign built in.
Monthly client report templates
Reusable report templates that pull from the client record so Sunday-night reporting becomes a Tuesday afternoon review.
Agency brand social publishing
The social agent drafts posts for your agency and posts directly to Twitter, Facebook, and Instagram — no Buffer subscription.
We work with what you already use
Don't see your exact setup? We work with most systems you already have and tie them together so you get time back for the work that actually makes you money.
Results
What you can expect
The practical improvements these setups are designed to support for Marketing Agencies teams.
Scope creep is visible
Every change order ties to the client record so retainer margin is measurable
Proposals sign off faster
E-sign inside the workspace replaces back-and-forth with DocuSign and email threads
Your agency posts on its own cadence
Social agent drafts + posts to your channels so brand-building is not a weekend project
Integration
Tools we work with
We integrate with the tools Marketing Agencies teams already use. No forced migrations, no platform lock-in.
HubSpot
Notion
HoneyBook
Slack
Stripe
Cal.com
Google Analytics
Meta Ads
Figma
Don't see your tool? We work with most platforms and can build custom integrations.
Templates
Templates built for Marketing Agencies teams
Start with the DIY templates that match how Marketing Agencies teams handle pricing, intake, and follow-up. Use them now, then upgrade to a full system when you are ready.
Template
Monthly Client Report Template
Reusable report that pulls from the engagement record: what shipped, what is next, retainer hours used vs. billed, risks, and a clear call-to-action for the next period.
View template →Estimate missed-call revenue leak
Before you implement, estimate how much revenue and profit is at risk from missed calls and slow follow-up in your current workflow.
Open Missed-Call CalculatorFrequently asked questions
Can Systemly replace HubSpot for an agency?+
For agency ops — retainers, proposals, projects, invoicing, client portals — yes. If your workflow needs marketing automation at enterprise scale (Marketo-tier), keep HubSpot for that and use Systemly as the delivery layer.
Does the social agent work for multiple brands?+
Currently the social agent is scoped to your agency's own accounts. Multi-brand client-account publishing is on the roadmap.
How does this handle retainer vs. project billing?+
Both work. Retainer engagements track monthly recurring invoices with Stripe. One-off projects invoice per milestone or on completion. Both tie to the same client record.
Can we white-label the client portal?+
White-label portal is a Pro plan feature ($179/mo). Below that, portals carry a subtle Systemly attribution.
What about reporting integrations?+
Reporting templates pull from data already in Systemly — retainers, projects, invoices. For ad-performance data from Meta, Google, or analytics tools, we recommend using the tool's native export and embedding in the client portal as a linked doc.
We run on Slack. Will Systemly replace it?+
No — Slack stays for team comms. Systemly replaces the scattered client ops: Notion, HoneyBook, HubSpot, Stripe, Buffer. Client-facing communication moves to the portal; team chat stays in Slack.
Contact
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