CRM Business Hub A CRM for agencies that follows every client from pitch to retainer invoice
Leads with their campaign attached, proposals clients sign online, projects that know their budget and hours that end up on the invoice. Account managers and project leads finally look at the same numbers.
- Cancel anytime
- No long-term contract
- 14 days free
What it looks like in practice
The pitch from last week's campaign
A brief comes in through the contact form on your website. It arrives as a lead with the campaign and UTM values attached, gets a score and lands with the next account manager in the rotation.
Scope, extras and sign-off
The proposal lists the core work, with a second round of revisions and a launch video as optional items. The client signs online, and the deposit invoice is ready before the kick-off call.
Friday budget check
The project lead opens the project: hours per team member, costs, what is invoiced and how far the budget has run. A web redesign that is drifting shows it on Friday, not at the end of the quarter.
Freelancers, licenses and media costs
The illustrator's bill and the stock licenses come in as supplier bills and billable expenses on the client's project. At month end they go onto the client invoice instead of staying in your margin.
A CRM for agencies has to follow the money further than the deal: from the first pitch to the last retainer invoice, with all the hours in between. CRM Business Hub puts leads, deals, proposals, contracts, projects, time and invoices on one client record, so the account manager, the project lead and whoever sends the invoices look at the same numbers. Leads arrive from your website forms with their campaign values, get a score and reach the right person by round-robin. Deals move through your own pipelines with a weighted forecast, as the sales pipeline shows.
When the client signs, the work starts in the same place. Create the project with a budget, an hourly rate and milestones, or start from a project template with every date shifted to the new kick-off. The team tracks time on tasks, the Gantt view shows what blocks what, and the project bills as a fixed fee, by project hours or by task hours. Retainers live as contracts with term, billing cycle and automatic renewal, next to a recurring invoice. Read more about project management with time tracking, and check how busy your team really is with the staff utilization calculator.
What you get
Leads with their campaign attached
Web forms carry campaign and UTM values into each lead. Scoring rules rate them from 0 to 100, the AI adds a score with reasons and a next step, and assignment rules share them out by source.
Proposals with optional extras and online sign-off
Write the scope with optional items, send the link and let the client accept with name, signature and consent. On acceptance the invoice or a deposit invoice can be created straight away.
Projects that know their budget
Every project shows open tasks, hours, costs and what is already invoiced, with hours per member and milestones. Save a good project as a template and start the next one from it.
Time on every task, billable or not
Team members start a timer on the task they work on or add hours later. Billable time waits until you invoice the project, and the Gantt view with dependencies shows what holds the launch up.
Retainer contracts and recurring invoices
Contracts carry value, term, billing cycle and automatic renewal, and clients accept them online. The overview shows active contract value, contracts that end within thirty days and those still waiting for a signature.
A CRM for agencies that shows profit per project
The project profitability report puts invoiced amounts against costs and hours. Set goals per team or person, such as accepted proposals or booked hours, and send saved reports by email on a schedule.
Move one live client into CRM Business Hub
Add the app to a free workspace, import your client list and run the next proposal and project there. Invite the account team and the designers for the fourteen-day trial, so the first timesheet is real.
How to get started
Create your free workspace and invite the team
Sign up, add CRM Business Hub and invite account managers, project leads and finance. Roles decide who sees what.
Set up pipelines, sources and forms
Name your deal stages with their probabilities, add your lead sources and assignment rules, and put a web form on your website with its embed code.
Send the first proposal
Turn the qualified lead into a client and a deal, write the proposal with optional items and send the link for online sign-off.
Run the project and invoice it
Create the project from a template, track time on tasks, pass on expenses and bill the project or start the retainer's recurring invoice.
Pricing
CRM Business Hub starts at a fixed monthly price (see pricing) for the whole workspace, not per user. The account manager, the designers on a timer and the freelancer you bring in for one campaign all work in it at the same monthly price.
That matters most in the months an agency grows: a new hire or a pitch team does not change the bill, so you can give everyone a login instead of sharing one.
Is it the right fit?
A good fit if
- Small creative, web, content and marketing agencies
- Agencies that work on retainers, project fees or billable hours
- Agencies that pass on freelancer work, licenses and media costs to clients
- Account managers and project leads who want the pipeline and delivery in one place
Not the right fit if
- Agencies whose clients expect a login to review every deliverable: proposals, invoices and tickets each open from their own link
- Agencies that want to charge retainers to a client's card automatically: the recurring invoice is sent, and the client pays it each month
- Teams that want every client email in Gmail or Outlook logged to the CRM by itself
- Agencies that want to send client satisfaction surveys or run a help center from the CRM
Frequently asked questions
What makes a CRM for agencies different from a sales CRM?
How do new leads reach the right account manager?
Can we bill a fixed fee and still track the hours?
How do we stop extra work from going unbilled?
Can we start new client projects from a template?
Can we schedule video calls with clients from the CRM?
Do freelancers we bring in for a campaign cost extra?
Read next
- Related solutionsA CRM for freelancers that gets you from enquiry to paid invoiceProposals your clients sign online, hours that land on the invoice, retainers that bill themselves and reminders you no longer have to write. One price for your workspace, not per seat.
- Related solutionsA CRM for IT service providers that links contracts, tickets, hours and invoicesClient emails become tickets with SLA clocks, extra work becomes billable hours, and the maintenance fee goes out as a recurring invoice. You see on one client record whether the agreement still pays.
- Related solutionsQuoting and invoicing software for trades that turns site visits into paid jobsPrice the job the evening after the visit, let the customer sign online, take a deposit before you buy materials and send the final invoice the day you finish. Your office sees the same numbers.
- From the blogFrom Quote to Invoice: Where Small Businesses Lose MoneyExpired quotes, unbilled extras, retyped lines and invoices sent two weeks late. Seven leaks between quote and payment, what they add up to...
- From the blogWhy Your Task List Belongs Next to Your Customer DataSticky notes and a WhatsApp group called urgent are what fill the gap when work is not written down. A task board closes it, but only if it...
- From the blogLate Payment Reminders: When to Send Them and What to SayA notice before the due date, a first reminder within three days, firmer steps up to a final notice at day 30. A reminder schedule, sample w...
Ready when you are
Set it up in your own workspace and see how it works with your data.
- Cancel anytime
- No long-term contract
- 14 days free
