Industries/Marketing Agencies
📈

Run a Bigger Agency Without a Bigger Team

Automated client onboarding, monthly reporting, new business outreach, and internal ops — so your team spends time on the work that actually requires them, not the admin that surrounds it.

Automate My Agency →See Workflow Examples
Client Onboarding — Automation Example
Contract signed ✅ — Starting onboarding for Apex Retail
Welcome email sent with onboarding guide
Questionnaire link sent — response due in 48h
Kickoff call booked for Thursday 10am
Slack channel #apex-retail created
Project created in ClickUp with tasks assigned
First status report scheduled for 30 days

Demonstration system — built on the same technology we deploy for clients.

The Problem

You Are Too Busy Delivering Work to Grow the Business

The agency that can deliver great work AND run efficiently will always out-compete the one that can only do one of those things.

📋
Client onboarding takes days

A new client signs and then there's 3 days of back-and-forth emails to collect information, book calls, and get tools set up. First impressions suffer.

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Reports are built manually every month

Someone on your team spends 3–4 hours every month copying data from ad platforms into a template. That's 40+ hours a year per client.

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New business stops when you're busy

Prospecting and follow-up require consistent effort. The moment your team is heads-down on delivery, outreach stops — and the pipeline dries up.

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Operations live in your head

Key processes — weekly check-ins, invoice chasing, status updates — only happen because you personally remember to do them. That's a bottleneck and a risk.

What We Build

Four Systems That Run While You Work

Built around your existing tools. No new software to learn. Just the admin, outreach, and ops running automatically.

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Client Onboarding Automation
The moment a contract is signed: welcome email goes out, questionnaire is sent, kickoff call is booked, project is created in your PM tool, and a Slack channel is set up. All without anyone touching it.
How it works
📊
Automated Client Reporting
Data pulled from Google Ads, Meta, GA4, and other platforms, formatted into your report template, and emailed directly to the client — on schedule, every month, without anyone touching it.
How it works
📬
New Business Outreach
Prospecting sequences that run in the background — initial outreach, follow-ups, case study sends — so your pipeline doesn't dry up the moment your team gets busy on delivery.
How it works
⚙️
Operations Automation
Internal task triggers, weekly status reminders, invoice chasing, contract renewals — the recurring ops that currently live in your head, systemised and running automatically.
How it works
How It Works

New Client Signs — Here Is What Happens Automatically

From signed contract to fully onboarded client — without a single manual step from your team.

✍️
Contract signed
Trigger fires immediately
📧
Welcome email sent
Personalised with onboarding guide
📋
Questionnaire sent
Access, goals, brand assets
📅
Kickoff call booked
Direct calendar link
💬
Slack channel created
Team + client added
📌
Project created
Tasks assigned in PM tool

Demonstration flow — built on the same automation stack we deploy for clients. Tools configured to your exact stack.

FAQ

Questions From Agency Owners

We integrate with ClickUp, Asana, Monday.com, Notion, Trello, and most major PM tools via API or Zapier/n8n. During the strategy call we map your exact stack and confirm all connections before build.
Yes. We pull data from Google Ads, Meta Ads, GA4, TikTok Ads, LinkedIn Ads, and most major platforms via API. The data is formatted into a template you approve, then emailed directly to your client on schedule.
Yes. We can trigger invoice sends via Xero, QuickBooks, or Stripe when a project milestone is hit or a month-end date arrives. We can also set up automated payment reminders that escalate in tone if an invoice remains unpaid.
In most cases yes. We integrate with HubSpot, GoHighLevel, Pipedrive, Salesforce, and Zoho. If you use something more niche, we assess integration options during the strategy call.
Yes. We can build an automated client portal using ScalePilot OS or integrate with existing tools. Clients see live performance data, recent reports, and can communicate directly with your team — all updated automatically.
2–3 weeks for a full agency automation stack. We start with the highest-impact workflows (usually onboarding and reporting), get those live and tested, then layer in outreach and ops automation.
Get Started

Build the Operations That Let Your Agency Scale

Book a 30-minute strategy call. We'll map your current processes, identify what's being done manually, and show you exactly what we'd automate first — no commitment required.

Book Free Strategy Call → See Live Demos

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