Software Agency Tools Built with AI: Client Sprint Portal, Estimates, Utilisation and Skills

Mythex lets a software agency replace the weekly status email with a client portal that shows the sprint, what shipped and what is blocked on the client, estimates with hour ranges and written assumptions, a deal CRM that remembers phase two, and a dashboard of utilisation and burn. Describe how your agency works in chat and publish it.

Selling hours, reporting progress, protecting margin

An agency sells discovery workshops, fixed-scope builds, sprints, maintenance retainers and developers placed in client teams. Utilisation decides whether the month makes money, and fixed-price work drifts quietly over budget. Clients get a weekly status email that few read, then are surprised when the deadline moves because they never sent the API credentials. Proposals list a price but bury the assumptions, so disputes start over what was included. Resourcing lives in a spreadsheet and the next quarter's capacity is a guess. The agency needs progress clients can see without a meeting, written decisions, honest estimates and one view of who is booked.

• Sprint status: shipped, in progress, blocked on client
• Staging links, release notes and demos by sprint
• Change requests and decisions with who approved them
• Estimates by feature with low and high hour ranges
• Billable against available hours per developer
• Signed work against capacity a quarter ahead

What you can build for software agencies

A client portal that ends the status email

Clients see the current sprint, what shipped, what is in progress and, at the top, what is blocked on them. Staging links, release notes and demo recordings are filed by sprint, change requests are approved in writing, and time and budget used are visible on time-and-materials work.

Build a client portal for my software agency. Each project shows the current sprint with items shipped, in progress and blocked on client (listed first). Store staging links, release notes and demo videos per sprint. Clients approve change requests in writing. Show hours used against budget for time-and-materials projects.

Estimates with ranges and exclusions

Build estimates from features or epics with low and high hours, roles at their own rates, a contingency line, and assumptions and exclusions as prominent as the price. Offer a smaller first release beside the fuller version.

Create an estimate tool for my software agency. Line items are features with low and high hours per role (developer, designer, QA, PM) at our rates. Add contingency, a list of assumptions and exclusions (hosting, content migration, app store submission), and two options: MVP and full release.

A deal CRM that asks about phase two

Deals move from enquiry to discovery call, proposal, negotiation, signed and kickoff, with stack, budget range and decision makers. Past clients are tagged with launch dates so you follow up a few months after go-live, and referral partners are tracked.

Make a CRM for my software agency. Deals: enquiry, discovery call, proposal, negotiation, signed, kickoff. Record stack, budget range, decision makers and referral source. Remind me 3 months after each project launch to discuss phase two or maintenance.

Utilisation and burn in one view

Billable against available hours per developer, burn against budget on fixed-price projects, revenue by client to show dependency on one account, and signed work against team capacity for the next quarter.

Build an agency dashboard: billable versus available hours per developer this month, budget burn per fixed-price project, revenue by client, and signed hours versus team capacity for the next 3 months. Import hours from a time-tracking CSV.

Milestones, hours and retainers

Fixed-price milestones tied to accepted deliverables, time-and-materials invoices by person or role, monthly retainers, change requests as separate lines referencing the approved request, and PO numbers for larger clients.

Make invoicing for my software agency supporting fixed-price milestones (invoiced when accepted in staging), time and materials by role and rate, and monthly retainers. Change requests appear as separate lines with their reference. Add PO numbers.

A skills directory for fast proposals

Each engineer's languages, frameworks, domains and availability date, anonymised bios ready for team-extension proposals, and contractors and partner studios listed apart from employees.

Create an internal skills directory for my agency. Engineers have languages, frameworks, domain experience, seniority and next availability date. Generate an anonymised bio for proposals. List contractors and partner studios separately.

Sell discovery as its own product

A paid discovery phase with defined deliverables, such as a scoped backlog, an architecture outline and an estimate, lowers the client's first commitment and filters out price shoppers. Build a landing page for it, then feed its output straight into the estimate tool so the full quote starts from agreed scope.

• Fixed price and duration
• Backlog, architecture and estimate as outputs
• Credited against the build if they proceed

Building client projects in Mythex

Some agencies also use Mythex to prototype or build client apps: full-stack with a database, logins and storage, editable and exportable on Pro and pushable to GitHub. It works from ChatGPT, Claude, Cursor and Codex as well.

Questions

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