Proposals sent by email with no clear view of which are still waiting for an answer
THE AGENCY PROBLEM
Your agency's pipeline lives in too many places
Agencies sell and serve at the same time, and a generic sales CRM only handles half of that. The usual result:
Retainer renewal dates tracked in a spreadsheet, or in someone's head
Client conversations split between WhatsApp groups, email threads and calls
New-business follow-ups that slip because delivery work takes over
AGENCY CRM SOFTWARE
What does an agency CRM actually do?
An agency CRM is CRM software shaped around how agencies work: winning new clients through pitches and proposals, then keeping them through retainers and ongoing relationships. A CRM for agency teams needs to cover both sides.
TracktCRM is built around this cycle rather than adapted from a one-time-sale pipeline. Teams that search for a marketing CRM or client management software are usually after the same thing: one place where pitches, active clients and conversations all live. See the full CRM software overview.
New business
Capture enquiries and referrals, then track each proposal from sent to won or lost.
Existing clients
See every active retainer and when each one comes up for renewal.
Conversations
Keep the full history of every client discussion on the client record.
Visibility
Let the whole team see who owns which pitch or client, and what happens next.
FEATURES
What agencies get with TracktCRM
Proposal Pipeline
Track every pitch through your own stages, for example pitch, proposal sent, negotiation and won, so you always know which proposals need a nudge.
Retainer Renewal Tracking
Keep active retainer clients visible next to new business, with renewal dates and reminders so a renewal is never a surprise.
Full Client Conversation History
Every call, message and note is logged against the client, so anyone on your team can pick up a conversation without asking around.
Lead Capture and Instant Replies
Enquiries from your website, referrals and WhatsApp are captured automatically, and TracktCRM's AI can reply within seconds so a new prospect is never left waiting while the team is busy on delivery. See how TracktCRM's AI CRM works.
Follow-Up Automation
Automated reminders keep proposals and renewals moving, so follow-ups do not depend on anyone remembering.
Reporting
See win rates, pipeline value and response times without building a report by hand.
MULTI-CLIENT
Run several client relationships in parallel
Agencies rarely have just one relationship to manage. TracktCRM lets you keep new-business pipelines and active-client tracking side by side:
Separate pipelines for different clients or service lines
A single rolled-up view across everything the agency is working on
Clear owners on every pitch and every client, so responsibility is never ambiguous
HOW IT WORKS
How a client moves through TracktCRM
Enquiry captured
A lead arrives from your website, a referral or WhatsApp and is logged with its source.
Instant reply
TracktCRM's AI responds within seconds, so the prospect is acknowledged even if your team is mid-project.
Proposal sent
The deal moves to your proposal stage, with the owner and next follow-up date attached.
Won
The client moves into your retainer or active-client stage, and the full conversation history stays with the record.
Retainer tracked
Renewal dates are visible and reminders go out before a renewal is due.
Renewed or closed out
The outcome is recorded, so reporting reflects what actually happened.
FOR CONSULTANTS
The same pipeline works for consultants
A consultant's cycle looks a lot like an agency's: an enquiry, a proposal, an engagement, then repeat work. If you are looking for a CRM for consultants, the same proposal pipeline, renewal tracking and conversation history apply, without paying for features built for large sales teams. Solo consultants can start with a single simple pipeline and grow from there.
BUYER'S GUIDE
What to look for in the best CRM for agencies
Does it cover both new business and retainers?
Many CRMs stop at the closed deal. An agency needs to see what happens after the win too.
Can it keep client conversations in one place?
If clients talk to you on WhatsApp and email, the CRM should log both against the client, not in someone's phone.
Is it quick to set up?
A small agency cannot spend weeks configuring software. Look for a pipeline you can adapt to your own stages quickly.
Does it automate follow-ups?
When delivery is busy, follow-ups are the first thing to slip. Reminders and automation protect your pipeline.
Will it grow with the team?
The right tool works for two people today and twenty later, without a migration.
INTEGRATIONS
Connects with the tools your agency already uses
WhatsApp Business
Capture and reply to client conversations in-chat. See WhatsApp CRM
Email and SMS
Keep every channel in one thread per client.
Google Calendar
Pitch meetings and check-ins sync automatically.
Meta and Google Ads
Enquiries from your own campaigns flow into the pipeline.
Zapier and open API
Connect project management, invoicing or anything else.
SOCIAL PROOF
Agencies running pitches and retainers in TracktCRM
“Proposals, renewals and client chats used to live in three different places. Now one pipeline shows what needs attention this week.”- Name, Title, Agency
“We stopped missing renewal dates, and new enquiries get a reply even when the whole team is heads-down on delivery.”- Name, Title, Agency
FAQ
Frequently asked questions
What is an agency CRM?
An agency CRM is customer relationship management software built around how agencies sell and serve clients: pitches and proposals, retainer renewals, and ongoing client conversations. It keeps all of it in one place instead of scattered across email, WhatsApp groups and spreadsheets.
What is the best CRM for agencies?
The best CRM for agencies is one that tracks the whole client lifecycle, from first pitch to proposal to retainer renewal, without needing weeks of setup. TracktCRM is built for that: a customizable proposal pipeline, renewal tracking, and full conversation history on every client.
Can I run separate pipelines per client?
Yes. You can set up separate pipelines for different clients or service lines, and still see everything rolled up in one view.
Can I track retainer renewals?
Yes. TracktCRM tracks retainer clients alongside new business, so you can see when each renewal is coming up and get reminded before it does.
Is TracktCRM suitable for a 2-person agency as well as a 20-person one?
Yes. TracktCRM works for a founder-led agency of two just as it does for a team of twenty. Start simple with one pipeline and add stages, owners and pipelines as the agency grows.
Does TracktCRM work as a CRM for consultants?
Yes. Consultants run the same cycle as agencies: enquiry, proposal, engagement, repeat work. TracktCRM tracks that cycle and keeps every client conversation attached to the record.
Is TracktCRM a good CRM for marketing agencies?
Yes. Marketing agencies juggle new-business pitches, active retainers and ongoing client conversations at the same time. TracktCRM keeps each in its own stage so nothing gets lost between them.
Can I manage client conversations from WhatsApp and email in one place?
Yes. WhatsApp, email and SMS conversations are logged against each client record, so anyone on your team can pick up a thread with full context.
Can I try TracktCRM before committing?
Yes, TracktCRM offers a 30-day free trial, so your agency can try the full pitch-to-renewal flow before committing.
See TracktCRM on your own agency pipeline
Start a free 30-day trial, or book a demo and we will walk through your pitches and retainers inside TracktCRM.