Count deliverables against scope and see which retainers pay their way.
Digital marketing agencies run on monthly retainers, content calendars and approvals that sit in WhatsApp groups, so extra work never reaches the invoice. The agency software counts each deliverable against the signed scope of work, keeps approvals and revision rounds beside the post, and keeps recharged ad spend apart from the fee.
Most agencies know how many clients they have. Fewer know which are profitable, because the scope of work sits in a proposal PDF, the work sits in a content calendar and hours are not recorded.
Account managers keep the client list and the WhatsApp groups they already use. The new screens sit beside those habits and count the work against each signed scope. Most set-up is settled on calls.
A client signs for twelve posts, four reels and an ads budget. The month is planned in a sheet. A designer works from a brief in a WhatsApp group, and the creative goes through three revision rounds before the client approves.
At month end, someone copies numbers from Meta Ads Manager, Google Ads and GA4 into slides, and accounts raise the retainer invoice in the accounting package. Boosts paid on the agency card are added later. Extra reels and festive campaigns arrive as small requests and often never reach the bill, and the account manager absorbs them to keep the client happy.
What goes wrong for digital marketing agencies without a proper system.
What we would build for digital marketing agencies.
Named the way your team already talks about the work. We start with whichever part the audit shows is costing you most.
A requirements checklist for digital marketing agencies.
What to cover, which reports to ask for and what to put to every vendor, ready to print or save as a PDF.
A product already built for digital marketing agencies.
It is adapted to how your business works before it goes live, and anything your trade needs that it lacks is added then.
Digital Marketing Agency Management Software
Client retainers, campaign tasks, content calendars, approvals, timesheets, utilisation and monthly tax invoicing for digital marketing agencies.
Other products in the same sector as digital marketing agencies.
The business modules digital marketing agencies use most.
Each one is also available on its own, or inside a system built for you.
- Lead Management
- Contract Management
- Task Management
- Workflow and Approvals
- Project Time Tracking
- Subscription Billing
- Report Builder
- Vendor Management
- Client Portal
- Collaboration Management
- Collections and Payment Follow-Up
- Expense & Reimbursement
- Invoice Management
- Multi-Currency Support
- Performance Management
- Pipeline Management
- Project Management Reports
- Withholding Tax Management
- All business solutions
All solutions by area
- Applicant Tracking (5)
- CRM (8)
- Finance & Accounting (10)
- Helpdesk (4)
- Human Resources (13)
- Inventory Management (5)
- Project Management (7)
- Manufacturing (6)
- Procurement (4)
- Sales and Distribution (6)
- Field Service (5)
- Statutory and Compliance (4)
- Retail and POS (4)
- Bookings and Appointments (3)
- Subscriptions (2)
- Assets and Fleet (4)
- Platform (6)
- Analytics (2)
- Documents (1)
Where AI can help digital marketing agencies.
Each one reads records you already keep, and a person approves every decision.
- AI Campaign Analytics
- AI Campaign Optimisation
- AI Content Optimisation
- AI Customer Insights
- AI Customer Journey
- AI Customer Segmentation
- AI Influencer Marketing
- AI Marketing Analytics
- AI Media Buying
- AI SEO
- AI Social Marketing
- AI for Sales
- AI for Marketing
- AI for Customer Support
- AI for HR
- AI for Finance
- AI for Operations
- AI for Supply Chain and Logistics
- AI for Security
- AI for Procurement
- All AI solutions
The services behind it.
Business Process Automation
Approvals, reminders, follow-ups and reports that run on their own instead of on someone remembering.
Learn moreCustom Software and Product Engineering
Software built around how your business actually runs, when nothing off the shelf fits without workarounds.
Learn moreAPI and System Integration
Accounting software, WhatsApp, payment gateways, tax portals and your own apps sharing one set of numbers.
Learn moreData Engineering and Business Intelligence
Dashboards that answer the owner’s Monday questions without anyone building an Excel sheet first.
Learn moreAll our other services
- Software Maintenance, Support and Rescue
- AI and Intelligent Automation
- ERP, CRM and Business Software Implementation
- UI/UX Design and Prototyping
- Cloud Engineering and Managed Infrastructure
- DevOps & Automation Services
- QA and Software Testing
- Performance Engineering
- Cybersecurity and Application Security
- IoT and Edge Computing
- Technology Strategy and Product Consulting
- E-Commerce and Digital Commerce
- MVP Product Development
- Web and Mobile Application Development
- SaaS Product Development
- WhatsApp Business API and Chatbots
- Data Migration and Moving Off Spreadsheets
- Training and Adoption
- Data Protection and Privacy Readiness
- Tax and e-Invoice Engineering
- Managed IT Support
- Dedicated Team and Staff Augmentation
- Business Intelligence and Reporting Tools
- Cloud Cost Optimisation
- Global Compliance and Localisation
Written for digital marketing agencies.
Practical notes on running the business, not product marketing.
How the work runs from Bengaluru for your city.
- 1
The audit, by call
A screen-share and a look at the sheets, accounting reports and WhatsApp groups your team uses. No travel needed.
- 2
A written proposal
Scope, what we build first and the cost, agreed in writing before anything starts.
- 3
Build in short rounds
Working screens shared every few weeks. Your team tests them from your own office.
- 4
Go-live, in person when it helps
For data migration and training we can come to your city. Travel is agreed in advance.
- 5
Support online
Fixes, changes and hosting handled remotely by the same team that built it.
The work we have published.
We only name clients whose work is published. None of them is in this trade; they show how the team works, not that it has built for this trade.
PetSeva: matching owners to the right vet, at any hour
A two-sided veterinary platform where vets are searchable by specialisation and bookable outside clinic hours. It now carries more than 2,000 veterinary doctors.
Read the case study Paying guest accommodationSAM Atithi Pavathi: bed-level occupancy as the source of truth
PG management software where allocation, rates and invoices are derived from bed-level occupancy and not maintained in parallel spreadsheets.
Read the case study School transport servicesSAM Tours: school transport on a single ledger
Registration, fee collection, routing and finance write to the same records, closing the gap between journeys run and fees collected.
Read the case study Microfinance and Self Help GroupsVikasa RDO: making SHG loan recovery auditable
Loan proposals, recoveries and commissions sit on one record, with a person attached to every state change, so a business handling a bank’s money can show where each rupee went.
Read the case studyQuestions digital marketing agencies ask before they call.
Can it raise invoices in our finance package?
No. Invoices are raised here, and accounts carry on in your own books. An export can be written for your accountant and quoted as extra work, once the accountant says which ledger names and layout the books expect. Nothing is simply assumed here.
Should we use ClickUp instead?
If task tracking is the only problem, yes, a plain task tool is enough. Those tools do not count retainer scope or card recharges, where agency money often leaks.
Does it pull live numbers from Google Ads and Meta?
Not live. Channel figures come across by export or CSV from Google Ads, Meta, GA4 and Search Console. The draft report is built from them, and an account manager edits it before sending.
Can it show which clients are profitable?
Partly. Hours logged against each account sit beside its retainer fee. Margin per retainer needs a custom report built on staff cost rates, and its accuracy follows how faithfully timesheets get filled.
What affects the quote for an agency system?
Modules come first: retainer tracker, content calendar with approvals, timesheets, card recharge ledger, monthly reports and renewals. Clients, staff and ad accounts to connect add scope, and so does an accounting link. Old client sheets need moving. Once your own clients are shown on screen, we send a quotation with a separate price per part.
What should an agency assemble before we start?
Bring a few client contracts with scope, a content calendar sheet, timesheet exports, a card spend list and a monthly report deck. Nominate an account manager, a designer, a finance person and the head of delivery to take questions and test the screens.
Whose are the client records if the agency walks away?
Retainers, approvals, timesheets and every other client record belong to the agency, with the source code. Each can be exported as a spreadsheet. We keep supporting what we build, and GullySystem hosts it, though the agency can pick another host if it wants full control.
What happens after I share my requirements?
An engineer reads what you send and replies within one business day. We then look at the software, spreadsheets and WhatsApp groups your business runs on today and write down what works, what slows your team down and what is missing. A demo login, a screen-share or a few screenshots are enough. You get a short written summary ordered by priority, with no obligation to hire us afterwards.
How much will the software cost?
We don’t publish a price, because it depends on what the system has to do. That first review settles the scope, and the cost goes into a written proposal before any work starts.
Bengaluru areas with many digital marketing agencies.
Cities where digital marketing agencies are common.
Part of a wider group.
Tell us how your business runs today.
A few lines on your spreadsheets, software and WhatsApp groups is enough. We reply the same working day.
What happens after you share your requirements
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- No call is booked and nothing is paid until you have read the note. Your details stay with us.
Start with your requirements
Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.
Share your requirements