How to Leverage Agency Automation to Improve Efficiencies & Project Outcomes

Your team is drowning in busywork. While your competitors are winning pitches and delivering breakthrough campaigns, your talented creatives are stuck filling out timesheets, chasing client approvals, and sending the same status update emails for the hundredth time.

The solution isn't hiring more people. It's automating the repetitive tasks that are stealing your agency's most precious resource — creative time.

Strategic automation can transform your operations by:

• Eliminating costly mistakes: A 2018 survey found that a key benefit of adopting workflow automation is the reduction of human error — 67% of respondents reported higher accuracy and/or a reduction of errors in their work, and 54% reported a decrease in operational risks.

• Boosting productivity & freeing up your creative talent: Automation technology can eliminate mundane manual tasks from your to-do list, freeing up your team’s time to focus on more value-adding work. 51% of survey respondents stated that automation tools enabled staff to focus on completing higher-value tasks, and 64% reported an improvement in employee productivity.

• Unlocking significant time & cost savings: Among the agency owners surveyed above, 60% reported cost savings after adopting automation systems. This is partly due to reducing the number of people needed to handle mostly manual tasks, and partly from allowing your high-value talent to focus on creative work.

The bottom line? Automation doesn't just improve your numbers — it transforms your workplace culture. When your team isn't bogged down in administrative tasks, they're happier, more creative, and focused on the strategic work that actually drives results.

Ready to make automation work for your agency? This guide covers everything you need to know: what to automate, how to implement it strategically, and how Workamajig streamlines agency workflows from first client contact to final invoice.

To learn more about Workamajig, keep reading or request a free demo.

Best Practices for Automating Agency Workflows

Not all automation is created equal. You must know where to deploy it strategically vs. where the human touch remains essential. Businesses should align their approach to automation with their agency type and the nature of the interaction they are handling.

High-touch, premium agencies can't afford to automate client-facing interactions the same way that more budget providers can. Your $50K campaigns demand a different approach than someone's $500 social media package. But that doesn't mean you can't automate intelligently.

The key is to automate behind-the-scenes busywork while preserving the personal touch where it matters most. This frees your team to focus on what clients actually pay for: strategic thinking, creative brilliance, and relationship building.

This brings the obvious question: how exactly should you go about implementing automation in your agency?

#1. Identify What to Automate

Before implementing any automation, take the time to evaluate all your processes thoroughly. Anything repeatable is a prime candidate for automation.

Start by mapping your entire client journey — from the moment you acquire a client to final project delivery and invoicing. Then break down every process into its constituent tasks and classify each task into one of the following categories:

• Recurring and periodic: Tasks repeated across projects at regular intervals. Consider, for example, asking for requirements from a client or sending a weekly project status report. These are automation gold mines.

• Recurring only: Tasks repeated a few times per project but infrequently. Examples include performance reports or deliverable sign-offs. Automation potential depends on complexity — client sign-offs can definitely be automated, for instance.

• Unique: One-off tasks specific to each project. Since they're unique and only done once, automation isn't possible.

In most cases, agencies discover a surprising number of tasks fall into that first category. The frequency varies (weekly, monthly, per project), but the pattern repeats.

Take client onboarding. You do this every time you work with someone new. Instead of manually walking each client through your process, you can create an automated email sequence that gets them up to speed without any hand-holding.

The additional benefit of this introspective exercise is that it provides a deeper understanding of your own processes and work style — often revealing inefficiencies you didn't even know existed.

#2. Document ‘If-Then’ Rules for Automation

Once you've identified your automation candidates, create detailed if-then rules for each workflow. This is where you define exactly what action should be taken and when.

For example: "If a project is 10 days late, then send an email reminder," or "If a client clicks on the pricing page, then trigger a pop-up with an introductory offer."

Think of it as programming your agency's decision-making process. There should be a default course of action based on project status and the actions of your employees and clients. You can even create flowcharts to map these workflows visually, like this:

For each workflow, identify the specific tools you'll use to execute the action.

Creating a client onboarding process? Use your email marketing tool to build the if-then automation. Automating timesheets? Your project management tool should automate data entry.

Tools like Zapier can help you connect different software applications to create seamless automated workflows across your entire tech stack.

The additional benefit: Even if you don't automate everything immediately, documenting your processes with if-then rules provides clarity on the right course of action in any situation. It's also an invaluable training tool for new employees who are learning how your agency operates.

#3. Combine Automation + Templates

By combining automation with thoughtfully designed templates, you can eliminate many high-touch, personalized interactions from your task list.

For example, you can create a personalized performance report template with automatically populated data fields that is instantly emailed to clients when they click "How is my campaign doing?" No manual work required.

"Templatizing" your projects should be a top priority in any automation program. Templates are essentially standardized processes.

A template for a content marketing project, for instance, would follow a very different process than one for a web design project. The latter would focus on mockups and user research, while the former might prioritize outlines and keywords — completely different workflows.

With automation, you'd have a default template for each project type. Then, when creating a new project, the template would automatically generate all the associated processes and documents. Project managers can add or remove elements as needed, but the heavy lifting is already done.

To leverage this, start by categorizing your projects by type (SEO, social media, PPC), cost, client size (small business vs. Fortune 500), complexity, and duration.

For each category, identify the core processes, documents, frequency, and key data fields.

Here's how this might look in practice:

• SEO Projects: Performance report

  • Frequency: Monthly

  • Key fields: Keywords, ranking for current period, ranking for previous period, target URL, traffic for current period, traffic for last period

• PPC Projects: Performance report

  • Frequency: Weekly

  • Key fields: Total spending, total revenue, total expenses, net profit, CTR, CPC

Create templates for each document type, and then configure your project management tool to populate client information automatically. You should never manually enter a client's name into any template.

The upfront investment pays off exponentially. This might sound like substantial work initially, but you only do it once, and it saves hours on every subsequent project.

#4. Use Automation for High-Conflict Interactions

So far, we've focused on using automation without making clients feel like they're dealing with a machine. But here's where the impersonal nature of automation becomes truly invaluable: high-conflict situations.

Picture this scenario: You need a client sign-off on deliverables, but your client has gone radio silent. The project is stalled, deadlines are looming, and you're stuck playing phone tag or sending (increasingly desperate) emails.

Manual follow-ups in these situations often backfire. Clients often feel nagged, criticized, or personally attacked, creating tension that could damage the relationship.

Automated reminders, however, eliminate the "nag factor" entirely. When clients receive notifications from an obviously automated source, they can't direct their frustration at any one specific person. The message feels procedural rather than personal.

This is one of automation's most underutilized advantages. Identify the high-stress tasks that typically create friction:

• Signing off on deliverables
• Sharing requirements
• Approving edits/change requests

Automate these processes so your team never has to chase clients manually in potentially volatile situations. Your employees will appreciate it, and your client relationships will remain intact.

Finally, before rolling out any automation, invest time in properly training your team on the new system and managing the transition. Even the most perfectly designed automation can fail if people are unwilling to accept it or don't understand how it works.

Clearly explain how workflow automation will make their jobs easier and more efficient — when your team understands the benefits, they'll be motivated to embrace the change.

How Workamajig Supports Agency Automation at Every Stage

Workamajig is the all-in-one agency management platform that eliminates the software juggling act, centralizes agency work, and allows you to automate various workflows. It includes client management, project management, resource planning, time tracking, vendor management, accounting software, and business intelligence reporting — all under one roof.

Here's how Workamajig supports and optimizes your agency processes:

Client Intake & Onboarding

Workamajig includes a CRM (and integrates with other CRMs like HubSpot) to assist in sales processes and client onboarding.

• Our web-to-lead feature seamlessly integrates with your website’s contact form, automatically capturing new leads and their associated details (including names, email addresses, phone numbers, and company information). You can also import new leads from another CRM you integrate.

• The lead management dashboard displays all incoming leads, allowing sales teams to review details and begin qualification.

• Sales teams can convert any leads they wish to pursue into Opportunities. Our system transfers all contact information and conversations to Opportunities, ensuring that they contain all historical information. Opportunities are then displayed in the Opportunities dashboard.

• The CRM includes intuitive Kanban boards so sales reps can easily work on Opportunities to close. You can customize each column to align with your typical sales process and clearly see where each Opportunity stands.

• Our system can convert any earned Opportunities into new projects — saving all details and attachments from sales conversations — so project managers can see what’s in the queue, gather all of the necessary context, and begin planning. They don’t have to link with sales teams to get up to speed.
  
  

Then, Workamajig’s client portals streamline onboarding and ongoing communication. You can set up portal access when bringing on new clients; this allows clients to:

• Check active projects and status (say goodbye to "how are things going?" emails).

• Request new work through customizable project forms that capture all necessary details — you can create routing rules so requests automatically go to the right person(s).

• See when they’ve been tagged into projects and reviews, and quickly jump in to leave feedback.

• Access approved deliverables as soon as they’re available.

• View and pay invoices directly through the platform.
  
  

Read more on how to structure and streamline the client intake process.

Project Planning

As noted above, all sales conversation details naturally carry over to the new project when converted, so project managers have all the information they need to begin planning and scheduling work.

Our project templates also play a role in eliminating redundant planning work. You can create templates for all of your most popular project types and services to standardize processes and eliminate the mental gymnastics of planning everything from scratch.

Whether you're managing digital marketing campaigns, social media projects, web design workflows, or traditional advertising initiatives, templates ensure consistency across all project types.

• While creating templates, managers can predefine tasks, timelines, resource requirements, and approved workflows.

• Project managers can then add or remove elements as needed, but the foundational planning work is already complete.
  
  

Project Workflows

After project kickoff, Workamajig provides a variety of tools and alerts to keep projects moving and help eliminate the “nag factor” we mentioned earlier.

First, role-based Today dashboards show all team members exactly what they should be working on and when. Handy columns like “Do This Today” and “Work To Be Done” leave no room for error when planning daily work.

Creatives can view the tasks they need to complete, while managers can see open items awaiting approval, invoices to review, and conversations that require their attention (among other tasks). Nothing slips through the cracks.

Our system also provides reminders, alerts, and red flags when to-dos sit untouched or are nearing due dates, so managers don’t need to be the ones to keep tabs on everything and send follow-ups.

Next, Workamajig features a range of creative collaboration tools to facilitate review and feedback processes, helping teams arrive at final deliverables.

When project files are ready for review, employees can tag managers directly in the system. Managers can do the same when client feedback is needed. Our system automatically alerts designated reviewers when they’re tagged and sends reminders if reviews aren’t addressed before the approaching due date and time.

Time Tracking

Workamajig provides a variety of built-in time tracking tools and includes time tracking right on task cards. This practice helps team members realize the ease of time entry, saves managers from constantly reminding employees to submit hours, and automates timesheet creation.

Here’s how it works:

• Employees can record hours directly on task cards, ensuring that all information about the specific project activity is populated automatically from the task card to the timesheet. They can record time with timers, manually input hours, or add time from calendar events (via our integrations with Google Calendar, iCal, and Outlook).

• Our system updates corresponding project budgets, allowing managers to see if employees are spending too much time on one task and if projects are at risk of overrunning. It also saves the employee's hourly cost factor, ensuring labor costs are reflected against the project's profitability.

• Managers can then review and approve timesheets for client invoicing, ensuring all billable hours are accounted for — without extra data entry or chasing staff for corrections.

This approach reduces manual admin, increases compliance, provides clear project cost visibility, and automates timesheet record-keeping.

Project Monitoring

Our project monitoring system tracks all ongoing work against estimated budgets and timelines, alerting managers when projects show potential to deviate from plan. This prevents managers from having to track every single moving piece, calculate project expenses at each step, and guesstimate on when projects will wrap.

From this dashboard, you can clearly see all active projects and their current progress.

The right-hand side includes Gantt charts that show each phase, start dates, and projected end dates. Managers can assign colors to each phase to easily visualize progress at a glance.

The left-hand side has clear health meters showing financial, timeline, and project statuses. It also shows allocated vs. actual hours and a clear % complete graph. You’ll notice here that some projects have yellow warnings in these columns (indicating projects are at risk of overruns) and others have red (indicating projects have already exceeded planned budgets or timelines).

When projects trigger these warnings, managers are immediately notified so they can step in. These proactive risk alerts give managers the opportunity to course-correct before projects go off track. They can reallocate budgets, reassign resources to reduce labor costs, negotiate scope adjustments, or extend deadlines with client approval.

Real-time timelines also enable them to communicate with clients if projects will run late, and provide accurate revised wrap dates — rather than sending vague updates like “The project is running behind schedule, but we're working to deliver as soon as possible."

Project Status Reporting

As mentioned above, you can simplify client reporting by granting them portal access, allowing clients to check in on projects and view the current status at any time.

Additionally, Workamajig provides convenient project status reporting tools that enable managers to generate reports, automatically pull in current, real-time project details, and send reports to stakeholders or clients at specified intervals (daily, weekly, or monthly).

While reports are largely automated, managers can add custom comments or highlight sections before sending if they want to supplement auto-filled project data.

Read more: Project Status Reporting Made Simple (with Templates & Tools)

Invoicing & Billing

Workamajig includes automated invoicing to facilitate this process and ensure accuracy. Here’s how it works:

• Our invoicing tool pulls in all of a project’s billable labor hours and expenses (like media purchases, freelancer costs, etc.) to generate a billing worksheet. All projects have predetermined billing methods and triggers that the system can follow when building billing worksheets — time & materials, fixed fee, retainers, or media.

• Billing worksheets are generated and then automatically routed to the appropriate manager(s) for review and approval. Managers can make any final changes to worksheets by adding or removing line items and adjusting costs.

• After approving billing worksheets, managers can instantly convert them to invoices. They can also customize the invoice format, add brand elements like logos or custom colors, and include messages for clients before sending invoices.

• Managers can send invoices directly through Workamajig (as a PDF attachment), deliver them through client portals, or even print invoices for mailing or record-keeping purposes.

Note: Managers can also schedule or create recurring invoices for clients that require or prefer regular billing cycles (such as clients with retainer agreements).

Our system also integrates with PayFlowPro and Authorize.net to simplify client payment processes — they can click payment links within emails and easily pay online with their credit card. Payments are automatically logged in Workamajig, and clients receive confirmation emails after submitting them.

Reporting on Project Outcomes

Typically, reporting on project outcomes involves pulling data from various sources — spreadsheets, project management systems, time tracking tools, and accounting software — and patching it all together. However, Workamajig includes all of these modules, enabling our reporting tool to aggregate all this data for you.

Our system includes user-friendly preset reports and custom reporting tools so you can hone in on what’s most important to your projects and agency goals.

Our most popular reports include:

• Profit & loss reports (across multiple categories — by project, campaign, client, etc.)
• General Ledger (GL) reports
• Cash projections
• Revenue forecasting
• Project budget drill-downs
• Billable summary reports
• Hourly realization rates
• Key metrics monitor
• Balance sheet reports (for visibility into overall financial health)
• AR aging (to track outstanding client invoices)
  
  

You can also star your most commonly used reports as favorites to create a personalized reporting dashboard and easily access your most important data.

We also include resource utilization reports so you can gather valuable insights on:

• Who’s clocking the most hours
• What projects, campaigns, or services require the most resources
• Which clients require the most resources
• How many hours are billable vs. nonbillable
• Utilization rates — comparing assigned work hours vs. total available hours
  
  

Discover How Workamajig Can Transform Your Daily Operations

Agency automation isn't just about efficiency — it's about reclaiming your team's creative potential. When repetitive tasks run automatically in the background, your people can focus on the high-value work that drives real results for clients.

Workamajig makes this transformation accessible for agencies of all sizes. Our comprehensive platform consolidates everything you need to automate workflows seamlessly: from lead capture and project planning to delivery and invoicing.

Whether you're managing small teams or scaling operations, Workamajig brings everything you need under one roof while providing the automation tools that let your talent shine.

Ready to see how automation can transform your agency? Request a free demo today.

Originally published May 28, 2019.