Industries / Professional Services / Marketing Agencies
AI Automation for marketing agencies.
In marketing and creative agencies, billable time is the product — and it leaks straight into intake, onboarding, and chasing prospects. So the systems are built to plug those leaks. New-client intake and onboarding get systematized, outreach to ideal-fit prospects runs without anyone writing it, discovery calls show up booked and qualified, and the team stays on client work. Custom-built to how your agency already runs, connected to the software you already use, and yours to keep.
The outcome
The team’s time, back on client work.
Here’s what the systems are built to deliver — the intake, outreach, and follow-through that fill the pipeline and start every project cleanly, handled without pulling the team off billable work.
- New-client intake and onboarding get systematized, so the agreement, deposit, and kickoff stop eating account leads’ week on every new project.
- Discovery calls book and qualify themselves, so the only conversations on the calendar are the ones worth showing up for.
- Outreach to ideal-fit prospects runs without the team writing it, keeping the agency in front of the right clients without anyone drafting a single message.
- Proposals and warm leads get followed up until they close, so long-cycle deals don’t quietly fall off between the pitch and the signature.
- Reviews and referrals get built in, so a finished project quietly turns into the next one instead of going quiet.
Where we usually start
A starting point — not the limit.
These are the automations marketing and creative agencies start with most often. They’re a starting point, not the menu — if there’s a repetitive, time-sensitive part of running the agency pulling the team off client work, we can build for it. Every system is custom to your engagement, your voice, and your pipeline, and it’s yours to keep.
Client Intake System
Puts the agreement, deposit, kickoff questionnaire, and welcome sequence on rails, so a signed client moves from “yes” to underway without account leads re-sending the same emails by hand. Every project starts the same polished way — brand assets collected, scope confirmed, nothing forgotten under deadline pressure — and the agency’s first impression holds up no matter how booked the team is.
Outreach Campaigns
Targeted, personalized outreach to ideal-fit prospects that goes out in your agency’s voice — without the team having to write it. The system handles the sequencing, the personalization, and the cadence, so the agency stays in front of the right clients consistently instead of only in the weeks someone finds an hour for new business.
Follow-Up Automation
The long-tail nurture that turns an interesting pitch into a signed retainer months later. Prospects and past clients stay warm on a cadence no one has to track, so the deals with a long sales cycle don’t quietly fall off the radar between the first call and the day they’re finally ready to start.
AI Receptionist
Answers inbound inquiries in your agency’s voice, qualifies them on budget and scope, and books fit discovery calls straight onto the right person’s calendar — while capturing the context on bigger opportunities and routing anything that needs a human straight to one. It covers the inquiries that arrive while the team is heads-down in client work and can’t get to the inbox.
That’s where most agencies start — we build well beyond it. See the full service breakdown, jump to pricing, or read how the build works.
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Built for how agencies run
Custom to your agency. Connected to your tools. Owned by you.
This isn’t an app you log into and configure yourself. We design the systems around the way your agency already operates, build them, and maintain them as the technology changes — so they keep working without becoming the team’s problem.
How it fits your business
- Works with your software — we build around HubSpot, ClickUp, Dubsado, and the tools you already run, so contacts, projects, and onboarding stay in one place.
- Built around your engagement — your intake, your proposals, your voice, and your onboarding workflow, not a generic template.
- Live in one to three weeks — starting with a free audit that maps the highest-ROI automations first.
- Yours to keep — you own the workflow automation; ongoing care keeps it improving, but you’re never locked in.
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Agency questions
Straight answers for marketing agencies.
Can you systematize client intake and onboarding without making it feel templated?
Yes — that’s the point. We build the intake around your agency’s voice and your engagement, so the agreement, deposit, kickoff questionnaire, and welcome sequence all go out feeling like they came from your team, not from a form. Account leads stop re-sending the same onboarding emails by hand, and every new client still gets the polished, deliberate start your agency is known for — just consistently, on every project.
Can it book and qualify discovery calls for the agency?
Yes. Inbound inquiries get an instant response, a few qualifying questions, and a link to book directly onto the right person’s calendar — so the only calls that land are ones worth the team’s time. Prospects who aren’t a fit get a graceful answer instead of a slot, and the ones who are arrive already briefed on budget and scope. Your team stops playing scheduling tag and stops sitting through calls that were never going to close.
Can you run outreach without the team writing every message?
Yes. We build targeted, personalized outreach campaigns to ideal-fit prospects that go out in your agency’s voice without anyone on the team drafting each one. The system handles the sequencing, the personalization, and the follow-up cadence, so the agency stays in front of the right prospects consistently instead of only when someone finds an hour between client work. You approve the messaging and the targeting before anything sends.
Will it work with the software my agency already uses?
In most cases, yes. We build around the tools you already run — HubSpot, ClickUp, Dubsado, and similar platforms — so contacts, proposals, projects, and onboarding stay in one place and nothing has to be re-entered. During the free audit we confirm exactly what connects and how, before you commit to anything.
Will the automation sound robotic to my clients and prospects?
No. We tune the writing and the cadence to sound like your agency, not a generic CRM blast, and it’s built to hand off to a person the moment a conversation needs one. The goal is a client who feels personally looked after from the first reply — not one who can tell they’re in a sequence. You sign off on how every message reads before it ever goes out.
How long does it take to go live, and do I own the system?
Most agency builds go live in one to three weeks depending on scope, starting with a free 30-minute audit that maps the automations with the fastest return. And yes — you own what we build. The workflow automation is yours to keep even if you ever stop working with us; ongoing care is a choice, not a lock-in.
See what should be automated in your agency.
The free 30-minute audit gives you a custom blueprint — the specific automations that would buy back the most of the team’s billable time, with ROI estimates and a clear cost to build. No pitch, no pressure, and you walk away with the plan whether you hire us or not.
No pitch. No pressure.