CRM for Marketing Agencies

• The problem

  Feedback on a creative arrives in three chats and an email, and the designer works from the wrong version.

  In Kompot.ai

  Run each campaign as a project and share it with the client by link. They see the deliverables as tasks and comment on the exact one they mean, while their emails and WhatsApp messages still land in one conversation history on the client record.

• The problem

  The retainer invoice goes out whenever someone remembers, and a late-paying client keeps getting work.

  In Kompot.ai

  Set the retainer up as a subscription invoice billed monthly, with a payment link the client pays by card. Overdue invoices are flagged, so the account manager knows about the debt before next month's work is planned, not after.

• The problem

  A 'quick extra' — one more landing page, another round of banners — gets done and never billed.

  In Kompot.ai

  Price out-of-scope requests as an estimate from your price list of services and send it before the work starts. You see when the client viewed and approved it, and the approved estimate converts into an invoice on top of the retainer.

• The problem

  Monthly reports are due for every retainer client at once, and one always slips into the second week.

  In Kompot.ai

  A scheduled workflow creates the report tasks at the start of the month, each with an assignee and a due date. Overdue tasks show per person, so you find out whose report is stuck before the client asks where it is.

• The problem

  The proposal went out after the pitch, the lead went quiet, and nobody followed up until the quarter ended.

  In Kompot.ai

  Each prospect is an opportunity in a pipeline you define: brief received, pitch, proposal sent, negotiation, won. The proposal goes out as an estimate, so you see whether it was opened, and a workflow raises a follow-up task when a deal sits at one stage too long.

What you keep on record

Retainer terms

Monthly fee, scope, start date and renewal date as custom fields on the client, with the signed agreement stored as a document.

Client stakeholders

The marketing director, the brand manager and the person who pays the invoices as separate contacts, each with their own message history.

Campaigns and deliverables

A project per campaign or per retainer month: tasks, deadlines, files, progress notes and the invoices tied to it.

Service price list

Strategy, creative, media management and production as catalogue items, ready for a proposal or an out-of-scope estimate.

Questions owners ask

Can clients approve creatives and copy inside Kompot.ai?

You can share a project with the client by link. They see its tasks and comment on each one, so feedback sits next to the deliverable it is about, and your team then closes the task. Proposals sent as estimates show whether the client approved or rejected them.

How do we bill a monthly retainer and one-off projects for the same client?

The retainer goes out as a subscription invoice once a month. A one-off project is invoiced from its approved estimate; a deposit goes out as its own invoice with its own payment link, and the balance as a second one. Both kinds sit on the client record with their paid or overdue status.

Does it build the performance reports we send to clients?

The figures in a client report come from your ad and analytics tools. Kompot.ai handles what surrounds it: a recurring task so the report is not forgotten, the email that delivers it, and the client's reply saved in their history. Its own reports cover your pipeline, invoices and tasks.

Can freelancers work in it without seeing our whole client base?

Yes. Roles and permissions set what each role can open and change. A freelance designer works with tasks from a laptop or a phone's browser, while proposals, invoices and the new business pipeline stay with your own team.