Agency Software Views for Founders, Managers and Creatives

Several people touch the same retainer in a week. A media buyer, a designer and a founder each open only the screens their own work needs, and see nothing they have no business seeing.

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One retainer, five roles

Founders

Live retainers, deliverables outstanding, hours going into each account, invoices raised and the renewals ahead. This is the view that decides hiring and which accounts to keep.

Account managers

Their own brands, the month on each calendar, the drafts waiting with a client and the extra work to be billed at cycle close.

Designers and writers

A board of briefs assigned to them, with due dates, feedback on each draft and the revision round the work has reached.

Media buyers

The ad accounts they handle, the budget agreed for the period and the numbers to enter once a campaign has run.

Finance

Billing due this cycle, extra work to add, receipts to record, pending amounts by brand and freelancer bills to settle.

Through a week

A referral comes in on Monday and is recorded as an enquiry with a date to call back. The calendar for the month is already signed off, so designers work from briefs and send drafts up for internal review. An account manager chases two approvals. A media buyer updates spend on Thursday.

At cycle close

Delivered against promised is read per brand. Finance raises invoices and adds the extra work account managers logged. Founders look at hours by account beside the fee basis. Freelancers see what they are owed, and nobody outside finance sees another brand’s billing.

What the agency decides

Which roles exist and who holds them
Whether fee and billing fields are hidden from creatives
Which brands each account manager can open
Whether freelancers get a limited login
Who may approve work on the client’s behalf internally
Who may change a published calendar date

FAQ

Frequently asked questions

Can a designer see what a client pays?

That depends on the permission you give. Most agencies keep fee and invoice fields to founders and finance, with creatives seeing scope and briefs.

Do account managers see each other’s clients?

That is your call. Some agencies open every brand to the whole team, others limit a manager to their own portfolio.

Does a founder need a separate report to see everything?

No. The founder view spans every brand, and the same records feed it that the team fills during the week.

Who changes what a role may open?

GullySystem staff make the change when you ask. Role access is decided before go-live, then revised as the team grows.

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