We bill retainers every month, but nobody can tell which client is costing us money.
A digital marketing agency runs on monthly retainers, content calendars, and client approvals on WhatsApp, and extra work rarely reaches the invoice. GullySystem builds agency software that ties each retainer to its deliverables, approvals, hours, and ad-spend recharges. You can see which accounts pay their way.
Most agencies can tell you how many clients they have. Fewer can say which are profitable, because the scope is in a proposal PDF, the work is in a content calendar, and the hours are in nobody’s head.
We build around the way your account managers already work, connected to Tally and your ad accounts, starting with a free technology audit of your sheets and WhatsApp groups.
A client signs a retainer for twelve posts, four reels, and an ads budget. The account manager plans the month in a sheet, and the designer works from a brief in a WhatsApp group. Each creative goes back and forth until the client replies “ok go”.
At month end someone copies numbers from Meta Ads Manager and Google Ads into slides, and accounts raise the retainer invoice in Tally. Ad spend paid on the agency card gets added later, if someone remembers. Extra reels and festive campaigns slip in as “small asks” and never reach the invoice.
What goes wrong for digital marketing agencies without a proper system.
Scope creep never gets billed
The retainer says twelve posts. The team delivered nineteen because the client asked on WhatsApp, and accounts never heard about the extra seven.
Approvals are buried in chat
When a client says they never approved a creative, your proof is a message from three weeks ago in a very long group.
Ad spend recharges go missing
Boosts paid on the agency card are recharged late or not at all, and the GST on the fee gets muddled with the spend.
Reports eat the first week of the month
Account managers build every client’s report by hand while new briefs wait.
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.
Retainer and scope tracker
Each client’s monthly deliverables, counted against what was signed, with extras flagged for billing.
Content calendar with approvals
Creatives move from brief to design to client review, and the client approves from a link, so the record sits against the post.
Timesheets by client
The team logs hours against accounts, so you see what each retainer really costs next to what it bills.
Ad spend recharge ledger
Spend paid on the agency card is logged per client and added to the next invoice as its own line.
Monthly report builder
Pulls campaign numbers from your ad platforms into a report you edit and send.
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
Tally, WhatsApp, payment gateways, GST 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 moreHow the work runs from Bengaluru for your city.
- 01
The audit, by call
A screen-share and a look at the sheets, Tally reports and WhatsApp groups your team uses. No travel needed.
- 02
A written proposal
Scope, what we build first and the cost, agreed in writing before anything starts.
- 03
Build in short rounds
Working screens shared every few weeks. Your team tests them from your own office.
- 04
Go-live, in person when it helps
For data migration and training we can come to your city. Travel is agreed in advance.
- 05
Support online
Fixes, changes and hosting handled remotely by the same team that built it.
Software we have built and run.
We only name clients whose work is published. These are systems our team designed, built and supports.
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A two-sided veterinary platform where supply is searchable by specialisation and bookable outside clinic hours — now carrying 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 all derive from bed-level occupancy, instead of being maintained in parallel spreadsheets.
Read the case study School transport servicesSAM Tours: school transport on a single ledger
Registration, fee collection, routing and finance writing to the same records — closing the gap between journeys run and fees actually collected.
Read the case studyQuestions digital marketing agencies ask before they call.
Will it raise invoices in Tally?
Yes, invoices can be pushed to Tally so accounts keep working where they already do. The retainer fee and the recharged spend go as separate lines, which keeps the GST clear.
Should we just use Asana or ClickUp?
If task tracking is your only problem, yes, and it will cost less. Those tools don’t know about retainers, recharges, or Tally, which is usually where agencies lose money.
Can clients approve creatives without logging in?
Yes. The client opens a link, approves or comments, and the decision is stored with a date against that deliverable.
Can it show which clients are profitable?
Yes. Hours the team logs are costed and set against each retainer’s fee, so an account that takes far more work than it pays for shows up. Recharged ad spend is kept out of that figure, so it doesn’t flatter the fee.
What happens in the free technology audit?
We 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 to start. You get a report ordered by priority, and there is 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. The audit 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.
Related industries.
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.
- No obligation
- We reply the same working day
- Your details stay private