Marketing Agency Apps: Client Approvals, Retainer CRM and One-View Reporting

Mythex lets a marketing agency build its own site, a client portal where drafts get approved by a deadline, a CRM that tracks pitches and retainer renewals, retainer and media invoicing, and a dashboard that puts spend, results and hours per client in one view. Describe how your agency works in chat, check the live preview and publish with a real database.

Where agency time disappears

An agency sells retainers and projects and then spends much of the month proving they were worth it. Account managers chase approvals across email and Slack, media buyers watch spend daily, and month-end reporting means exporting numbers from ad platforms, analytics and social tools and pasting them into a deck. Late approvals push campaign dates and the agency takes the blame. Retainers end quietly because nobody reviewed results before notice arrived, and one or two clients consume far more hours than they pay for. Tools pile up: a project board, a shared drive, client Slack channels and budget spreadsheets. An agency needs approvals, spend, results and hours in one client record.

• An approval queue with deadlines for drafts, ads and posts
• Monthly reports per client from exported channel data
• Retainer value, scope and renewal date per client
• Media spend billed separately from management fees
• Hours logged against each retainer
• Pitches tracked from brief to decision

What you can build for marketing agencies

An agency site that says who you work best with

Case studies give the client's goal, the channels used and concrete results. Services are grouped by outcome, a note says which sectors and budgets you suit, and the enquiry form asks for current monthly spend and goals.

Build a website for my marketing agency with case studies (client goal, channels, results), services grouped by outcome (lead generation, launches, retention), a 'who we work with' section with our minimum monthly budget, and an enquiry form asking for current monthly spend, platforms used and main goal.

An approval portal with a deadline rule

Clients approve or comment on drafts, ads and posts in a queue with a deadline on each item; anything not approved by the deadline moves to the next slot. Monthly reports, brand assets and a request form for new work sit in the same login.

Make a client portal for my marketing agency. Each client has an approval queue of drafts, ads and posts with a deadline; they approve or comment, and unapproved items past the deadline move to the next slot automatically. Add monthly reports, brand assets and guidelines, and a request form for new work.

Pitches and retainers in one pipeline

Track pitches from brief to proposal, pitch meeting and decision. Clients carry retainer value, scope, renewal date and upsell ideas, with contacts by role. A reminder two months before renewal prompts a results review.

Make a CRM for my marketing agency. New business moves through brief, proposal, pitch, won or lost. Clients have retainer value, scope, renewal date, contacts by role (marketing lead, founder, finance) and upsell notes. Remind the account lead 60 days before each renewal.

Results, pacing and hours per client

Import channel exports to show results per client in one view, spend against budget with pacing for the month, and hours logged against retainer value. The clients who quietly cost you money become obvious.

Build a dashboard for my marketing agency. Import CSV exports from ad platforms and analytics per client and show leads, cost per lead and spend against monthly budget with pacing. Also show hours logged against retainer value per client and pipeline revenue for the next three months.

Retainers in advance, media billed apart

Retainers invoice at the start of each month. Media spend you pay platforms for is rebilled separately from management fees, and out-of-scope work is billed once the client approves it.

Create an invoicing app for my marketing agency. Retainers invoice on the 1st of each month in advance. Media spend is rebilled on its own invoice, separate from fees. Out-of-scope work items need client approval before they appear on an invoice. Track payment terms and overdue invoices per client.

Proposals with deliverables and revision limits

Proposals list deliverables per month, channels, the retainer fee, a separate onboarding fee and media budget recommendations shown apart from your fees. Revision limits are written in so scope creep has an answer.

Make a proposal builder for my agency. Each proposal lists monthly deliverables by channel, revision rounds included, the retainer fee, a one-off onboarding fee and a recommended media budget shown separately from our fees.

From five dashboards to one report

Mythex does not log into ad platforms for you. The practical route is to export each platform's monthly data as CSV and import it into your reporting dashboard, which then shows every client the same way. If a platform offers an API and you want live numbers, you can connect it with your own credentials later. Start with the two channels that matter most to your biggest clients.

• CSV exports per platform monthly
• One layout for every client
• API connections later if needed

What to set up first

Put the approval portal live for one client whose sign-offs are always late, with the deadline rule agreed in writing. Log hours against their retainer for a month. When the portal saves you chasing, roll it out to every client and start the CRM's renewal reminders.

Questions

More for marketing agencies

• Marketing Agency Website Builder: Case Studies That Win Clients
• Marketing Agency CRM for Pitches, Retainers and Renewals

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