One system for retainers, campaign tasks, approvals and monthly billing.
Run a digital marketing agency from one set of records. Every client has a retainer. The deliverables promised for the month are listed on it, and the posts, ads, articles and creatives sit as tasks under it. Approvals, revision rounds, hours logged by the team and the monthly invoice all stay on the same client record.
- Retainer types, deliverable counts and approval rounds entered as your agency sells them
- Client list, retainer dates and pending invoices moved from your sheets and task board
- Later changes to deliverable lists and billing cycles carried out for you when you ask
Agencies running monthly retainers use Digital Marketing Agency Management Software, which GullySystem sets up around the client record. Each retainer lists the month’s deliverables, the content calendar, campaign tasks with owners, approval rounds and the hours your team logs. The monthly GST invoice follows the same cycle. Renewal talks start from that delivery and payment history.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Enquiry and pitch
A referral or an inbound enquiry is recorded with the brand, the channels it wants and the person who pitched. The proposal sent and its outcome are kept on the same entry.
- 2
Retainer set up
A won account becomes a retainer with its start date, billing cycle, monthly deliverable list, approval rounds and the account manager who owns it.
- 3
Calendar and briefs
The month is planned on a content calendar by channel. Each post, ad set, article or video becomes a task with a brief and an owner inside the team.
- 4
Work and approval
Designers, writers and media buyers do the work and log hours. Drafts go to the client for approval, and each revision round is recorded against the task.
- 5
Publish and track
Approved work is marked live with its date and channel. Ad spend handled for the client and the results pulled from each channel are entered beside the task.
- 6
Billing and review
At cycle close, the retainer invoice and any extra work are raised. Delivered against promised, hours logged and payments pending are read for the month.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
Enquiries and pitches
Record inbound enquiries and referrals, the channels each brand asks about, the proposal sent and whether it turned into a retainer.
Learn moreClient and retainer records
Hold the brand, contacts, start date, billing cycle, monthly fee basis and account manager for every retainer. Two brands of one client group are held as separate retainers.
Learn moreMonthly deliverable scope
List what each retainer owes in a month, such as posts, reels, blogs, ad sets and reports, and count what is delivered against it.
Learn moreContent calendar
Plan the month channel by channel for each brand, with the draft date, publish date and status of every post, story, article and video.
Learn moreCampaign tasks and briefs
Break the calendar into tasks with a brief, an owner, a due date and the stage each one has reached inside the team.
Learn moreCreative approvals and revisions
Send drafts for client approval, keep each version, record the feedback given and count the revision rounds used on a task.
Learn moreAd accounts and channel log
Note the Google Ads, Meta, Instagram and LinkedIn accounts handled for a client, with the budget agreed for a period. Figures come from GA4, Google Search Console or a channel report. A media buyer enters them after the campaign.
Learn moreTimesheets and team load
Log hours against a client and a task. Read team utilisation from the same entries, and see how designers, writers and media buyers are spread across accounts.
Learn moreRetainer billing and invoices
Raise the GST invoice for each billing cycle, add work done beyond the retainer and track what is still unpaid by client.
Learn moreClient reporting packs
Assemble the month’s report pack for a client. It draws on delivered work, published dates and the channel figures your team has entered.
Learn moreFreelancers and vendors
Keep the video editors, photographers, writers and influencer coordinators you hire per job, with the work given and the amount payable.
Learn moreRenewals and account health
List retainers by renewal date beside their delivery record, approval delays and payment history before the conversation happens.
Learn moreThe business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Lead Management
Inbound enquiries and referrals are recorded with the channels each brand asks about, the proposal sent and whether it became a retainer.
- Contract Management
Every retainer holds its brand, contacts, start date, billing cycle, monthly fee basis and account manager, with two brands of one group kept separate.
- Task Management
The content calendar breaks into tasks, each with a brief, an owner, a due date and the stage it has reached.
- Workflow and Approvals
Drafts go to the client for approval, every version is kept, feedback is recorded and revision rounds are counted per task.
- Project Time Tracking
Designers, writers and media buyers log hours against a client and a task, and utilisation is read from those same entries.
- Subscription Billing
The GST invoice for each billing cycle is raised, work beyond the retainer is added, and unpaid amounts are tracked by client.
- Report Builder
The account manager assembles the month’s report pack from delivered work, published dates and the channel figures the team has entered.
- Vendor Management
Video editors, photographers, writers and influencer coordinators hired per job are kept with the work given and the amount payable.
How we would put it in.
Setup, data migration, integrations and anything built on top.
Topics beyond the modules.
Each page covers one part of how the system is used, connected or controlled.
Agency Software Views for Founders, Managers and Creatives
Several people touch the same retainer, and each role opens the screens its own work needs.
Learn moreReports for Digital Marketing Agency Owners
These reports come from the retainers, calendars, tasks, timesheets and invoices your team already fills.
Learn moreAgency Software Connections to WhatsApp, UPI and Drive
The agency system links to the messaging, payment and file tools a marketing team already uses.
Learn moreOne system, each person sees their part.
For agency founders
See live retainers, deliverables outstanding, hours going into each account, invoices raised and the renewals coming up.
For account managers
Work through your clients, their calendars, the drafts waiting with the client and the extra work to be billed.
For designers and writers
See the briefs assigned to you, due dates, feedback on a draft and the revision round you are on.
For media buyers
See the ad accounts you handle, the budget agreed for the period and the numbers to enter after a campaign.
For the finance person
Raise retainer invoices by cycle, add extra work, record receipts and list what each client still owes.
The numbers the owner asks for.
- Retainers live, paused and ended by client
- Deliverables promised and delivered in the cycle
- Drafts waiting for client approval, by age
- Hours logged by person and by account
- Invoices raised, receipts and pending amounts
- Calendar items published late by channel
- Freelancer and vendor amounts payable
Who this is built for.
- Independent digital marketing agencies running a handful of monthly retainers
- Social media agencies posting for several brands at once
- Performance marketing agencies handling Google and Meta ad accounts for clients
- SEO and content agencies delivering article, keyword and backlink plans
- Agencies mixing monthly retainers with one-off campaign projects
- Agencies working through freelance editors, writers and designers
When it is not the right choice.
- A solo marketer with two clients manages fine on a spreadsheet and a chat group.
- Studios selling one-off branding or print jobs rather than monthly retainers need a project record, not a retainer register.
- An in-house marketing team inside one company has no client billing to run and needs less than this.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- SMS and email
- UPI and payment gateway
- Google Drive or Dropbox file links
- Spreadsheet or CSV import of channel figures from Google Ads, Meta or GA4
- Tally export
Questions owners ask before a demo.
Does it show what a client was promised this month?
Yes. The retainer carries its deliverable list, and delivered counts sit next to promised counts for the cycle. A paused cycle is marked on the retainer. What that does to the invoice is set with you.
Can the team update tasks and log hours from a phone?
Yes. It runs in the browser, so an account manager can move a task along or log hours between meetings. Judging a creative is easier on a laptop.
How are revision rounds counted?
Each draft version and each piece of client feedback is kept on the task. Rounds used against rounds allowed show on the account.
Will the team have to fill timesheets?
Hours are logged against a client and a task, usually when a task is updated. How strictly you ask for this is your call.
Will numbers come from Google Ads or Meta directly?
Not by default. Figures from Google Ads, Meta or GA4 are entered, or imported from a sheet. Any direct connection depends on the platform and is scoped separately.
Can ad budgets handled for clients be tracked?
Yes. The budget agreed for a period, and the spend your media buyer records, sit on the client record apart from your fee. How pass-through media budget is billed is decided with you.
Does it raise the monthly GST invoice?
Yes. Invoices follow each client’s billing cycle, with extra work added. Which GST rate applies to a retainer or a pass-through is confirmed by your accountant.
Can a client log in to approve work?
A limited client portal for approvals can be set up. Whether your clients get one, or approve over WhatsApp and email, is settled during scoping.
Can freelancers be given access?
Yes. A freelance editor or writer can be limited to the tasks given to them, without seeing other clients or any billing.
What does it cost?
No price is published. Client count, team size and set-up shape the figure. You see a working demo first, then a written proposal.
Wondering what it costs? Six questions give you a written scope and the buckets any quote should separate.
Businesses that use this.
Related products.
See Digital Marketing Agency Management Software with your own data.
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