Digital Agency System
Digital agencies delivering websites, apps, and digital marketing for their clients.
From the proposal presented to the client to production and delivery, then the monthly maintenance contract — a full client cycle with documented feedback.
No credit card required — your project is set up with the full system in under a minute
This is the system board as you'll receive it: workflow columns and starter cards showing the first steps
How does work flow in this system?
Every opportunity starts as a card in “Proposal”, where the account manager prepares the technical and financial offer; after the client signs, it moves to “Production”, and the work is distributed among designers, developers, and content creators as subtasks on the card. When the first version is complete, it moves to “Client Review”, where the client's notes are gathered in documented rounds rather than scattered messages; then “Delivery” after final approval and handover of assets and credentials; and finally “Monthly Maintenance” if the contract includes ongoing support — where the project turns from a cost into recurring revenue.
The Forum documents client feedback and decisions: every review round gets a topic gathering the notes, what was accepted, what we declined, and why — protecting the agency from scope creep and preserving the relationship. Chat is for daily internal coordination within the production team. Announcements is for agency news and policies: new pricing, vacations, tool adoption. Dues manages client payments by contract milestones and the dues of collaborating freelancers in privacy.
The account manager owns the relationship: writes the proposal, receives client feedback and documents it in the Forum, and secures the final approval. Delivery producers manage the “Production” card, distribute tasks, and guard the deadlines. The support team takes the “Monthly Maintenance” cards and executes clients' ongoing requests under the contract. Information flows from the client to the account manager to the Forum to the production team — there is no shortcut around this path.
Who does what?
The operational roles in this system and each role's responsibility in daily work — assign them to your team as-is or adapt them to your reality.
Account Manager
Writes proposals in “Proposal” and owns the client relationship: receives their feedback and documents it in the Forum, secures approvals, and pushes the card toward “Delivery”.
Delivery Producers
Manage the “Production” card: distribute work among designers, developers, and content creators, and track deadlines and the agreed scope.
Support Team
Executes “Monthly Maintenance” client requests under running contracts, updates cards with what was done each month, and escalates anything beyond the contract scope to the account manager.
Finance
Posts contract payments by milestone in Dues, tracks collaborating freelancers' dues, and flags payments pending client approval.
What's prepared for you from day one?
System units
- Tasks — A kanban board with workflow columns and execution cards
- Chat — The team's fast daily coordination channel
- Forum — Documented discussions in organized sections — decisions and knowledge that never get lost
- Announcements — The official voice of management — circulars and alerts that reach everyone
- Dues — Internal money with strict privacy — dues, advances, and expenses
Forum sections (4)
- Documented Client FeedbackEach client's review rounds in a dedicated topic: what was requested, what was accepted, and what was declined — a record that protects both parties from misunderstanding.
- Scopes & Change RequestsClient requests outside the original contract: estimated, priced, and the decision to accept or defer them documented.
- Portfolio & LessonsWhat worked in delivered projects and what struggled — lessons the team builds upcoming proposals and estimates on.
- Production ToolsEvaluating the design, development, and content-management tools the team tries before officially adopting them.
«Working Rules for This System» — Pinned in the forum
1) Production does not start before the proposal is signed and the first payment is posted in Dues. 2) Client feedback is documented in the Forum in a dedicated topic per round — what is not documented is not executed. 3) Any request outside the contract scope is raised to the “Scopes & Change Requests” section and priced before execution. 4) Delivery does not happen without the client's documented approval and the handover of all credentials and assets. 5) Monthly maintenance requests are executed within the contract; whatever exceeds it is escalated to the account manager. 6) Freelancers' dues are posted in Dues as soon as their work is approved.
Welcome announcement: «Welcome to the Agency System»
From today, every client passes as a card from “Proposal” to “Monthly Maintenance”, and every client note is documented in the Forum in a dedicated topic — no approvals or changes via scattered messages anymore. First step: register open proposals, ongoing projects, and maintenance contracts. Chat is for internal coordination, and official decisions reach you in this channel.
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