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Agency / consultant

CRM for agencies and consultants, from the discovery call to the signed retainer

Proposals, projects, retainers and deliverables each get a list, and every prospect is a deal on one board.

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The Agency / consultant deals board · example data
  1. 01Lead
  2. 02Discovery call
  3. 03Proposal sent
  4. 04Negotiation
  5. 05Signed
  6. 06Lost

A week between pitches and deadlines

  • Prospects ask what it costs before you know what they need.

    On the company you keep the services they want, their monthly budget, who decides and where the lead came from: referral, website, LinkedIn, an event or cold outreach. By the time you are on the discovery call, it is already written down.

  • A proposal is a document with an expiry date.

    Each proposal records the date sent, how long it is good for, the fee and how you priced it (fixed fee, monthly retainer, hourly or value-based), and where it stands from drafting to accepted. The file or a link sits on the same record.

  • Signed work has to be watched against its hours.

    A project keeps its budget, hours budgeted and hours used, the due date, the lead and where it stands from kickoff to delivered, with a link to the shared folder. A retainer keeps the monthly fee, the hours it includes, the billing day and when it renews.

  • Deliverables go in rounds.

    Each deliverable has a due date, someone it is assigned to, a status from not started to delivered, the revision round it is on and a link. Tasks can be assigned to teammates too. If you add Books, an invoice is made from the deal.

Your lists, and what each is for

Agency / consultant adds these lists to the Clients, Companies, Deals, Tasks and Notes you already have.

  • Projects

    Use it for each piece of work you have sold, to hold the brief, the budget and the hours.

    • Project type
    • Status
    • Due date
    • Budget
    • Hours used
    • Shared folder

  • Proposals

    Use it for every proposal you send, so you can see which are still open.

    • Sent on
    • Good until
    • Fee
    • Pricing
    • Status
    • Proposal link

  • Retainers

    Use it for recurring clients: what they pay, what they get and when it renews.

    • Monthly fee
    • Hours included
    • Billing day
    • Renews on
    • Status
    • Contract

  • Deliverables

    Use it for the pieces a client has to approve, one record each, round by round.

    • Project
    • Due date
    • Assigned to
    • Status
    • Revision round
    • Link
See every field4 lists, 39 fields

Fields on each list

Projects

  • Project type · DropdownFixed fee, Retainer work, Hourly, Audit
  • Status · DropdownKickoff, In progress, Client review, On hold, Delivered
  • Start date · Date
  • Due date · Date
  • Budget · Money
  • Hours budgeted · Number
  • Hours used · Number
  • Project lead · Text
  • Brief · Paragraph
  • Shared folder · Link
  • Files · Files & photos

Proposals

  • Sent on · Date
  • Good until · Date
  • Fee · Money
  • Pricing · DropdownFixed fee, Monthly retainer, Hourly, Value-based
  • Status · DropdownDrafting, Sent, Negotiating, Accepted, Declined
  • Proposal link · Link
  • Proposal file · Files & photos

Retainers

  • Monthly fee · Money
  • Hours included · Number
  • Start date · Date
  • Renews on · Date
  • Billing day · Number
  • Scope · Paragraph
  • Status · DropdownActive, Paused, Ending, Ended
  • Contract · Files & photos

Deliverables

  • Project · Text
  • Due date · Date
  • Assigned to · Text
  • Status · DropdownNot started, In progress, In review, Approved, Delivered
  • Revision round · Number
  • Link · Link
  • Files · Files & photos

Extra fields on what you already have

On Companies

  • Services they want · Text
  • Monthly budget · Money
  • Decision maker · Text
  • Lead source · DropdownReferral, Website, LinkedIn, Event, Cold outreach

On Deals

  • Engagement · DropdownProject, Retainer, Hourly, Audit
  • Start date · Date

Where new work comes from

A form on your website and a page where customers book. Both are set up in Settings.

Starts like this

The first minutes, as they go when you sign up.

  1. Step 1: Pick Agency / consultant

    One step adds 4 lists, 39 fields and 6 deal stages. Anything you already have is left alone.

  2. Step 2: Add sample records, if you like

    9 projects, 9 proposals, 8 retainers and 9 deliverables. Around them, a made-up business: clients, companies, deals in every stage, tasks, appointments and notes. All made up, so the Home page, board, lists and reports have something to show on day one. One button removes every sample.

  3. Step 3: Add your first client

    Add the company you are pitching now, then put a deal on them in Lead.

  4. Step 4: Start the trial

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What stays the same

Other industries

Don't see your trade? Start without a template and make your own lists and fields. They work the same way. See all templates.

Try CybrRM set up for agency / consultant

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