Clients, projects & billing — all in one place
CubicleERP for Agencies unifies client management, project tracking, time billing, and profitability analytics into one cohesive platform built for digital agencies, creative studios, and professional services firms.
Everything your agency needs
Six powerful modules working together so your team can focus on creative work instead of admin.
Client Relationship Management
Maintain a 360-degree view of every client relationship with centralized communication logs, contract histories, and satisfaction tracking. Automatically surface renewal dates, upsell opportunities, and at-risk accounts so your account managers never miss a beat. Build deeper partnerships by having every meeting note, deliverable, and invoice accessible in one unified client profile.
Multi-Project Tracking & Creative Workflows
Run dozens of client projects in parallel using Kanban boards, Gantt timelines, and custom creative workflows with built-in approval stages. Link every task to a client record, a budget line, and a team member so nothing falls through the cracks. Set milestones, track revision rounds, manage dependencies, and get instant visibility into which projects are on track and which need attention.
Time Billing & Retainer Management
Capture every billable minute with one-click timers, manual entry, or weekly timesheets that sync directly to client projects. Support hourly, retainer, fixed-fee, and milestone-based billing models across your entire portfolio. Automatically track retainer burn-down rates, flag overserviced accounts, and alert teams when they approach budget thresholds before it impacts your margin.
Resource Allocation & Capacity Planning
Visualize your entire team's workload across all active projects with drag-and-drop resource scheduling boards. Identify overallocated team members, spot upcoming capacity gaps, and make data-driven staffing decisions before bottlenecks cause missed deadlines. Balance creative talent across client accounts to maximize utilization while preventing burnout and maintaining work quality.
Profitability Analytics & Multi-Client Dashboards
Know exactly which clients, projects, and service lines drive your margins with real-time profitability dashboards that connect revenue, tracked hours, and delivery costs. Drill down from agency-wide performance to individual project P&L statements and team member contribution metrics. Spot scope creep early with budget burn-rate alerts and use historical data to price future work more accurately.
Automated Invoicing & Revenue Forecasting
Generate polished invoices automatically from tracked time, completed milestones, or recurring retainer schedules and send them directly to clients with online payment options. Forecast upcoming revenue based on active contracts, pipeline proposals, and historical billing patterns. Track outstanding receivables with automated payment reminders and aging reports to keep your cash flow healthy and predictable.
Manage every client from one dashboard
A single view of all your projects, tasks, and deadlines across every client engagement.
Advanced capabilities
Purpose-built tools that go far beyond generic project management.
Retainer Intelligence & Health Scoring
Go beyond simple retainer burn-down tracking with intelligent health scoring that combines hours consumed, deliverable quality, client responsiveness, and satisfaction signals. Proactively flag at-risk accounts before renewals and arm account managers with data-driven talking points for retention conversations.
- Composite retainer health score combining utilization, scope, and sentiment data
- Automated early-warning alerts when accounts trend toward overservice or churn
- Renewal forecasting with historical retention rate benchmarking
- Account manager dashboards with recommended actions for at-risk clients
Creative Asset & Brand Management
Organize every creative deliverable, brand guideline, and client asset in a structured, searchable digital asset library. Version control ensures teams always work from the latest approved files, while client-specific brand portals make asset handoff seamless.
- Centralized asset library with tagging, search, and version history
- Client-specific brand portals with controlled access and download tracking
- Automated file format conversion and thumbnail generation for common asset types
- Integration with design tools for direct publish from Figma, Adobe, and Canva
Multi-Office & Remote Team Coordination
Agencies with distributed teams across offices, time zones, and freelancer networks need coordination tools that go beyond simple task lists. CubicleERP provides timezone-aware scheduling, freelancer onboarding workflows, and cross-office resource sharing.
- Timezone-aware resource scheduling with overlap visibility for handoffs
- Freelancer and contractor portal with scoped access and separate billing
- Cross-office utilization dashboards for balancing workload across locations
- Asynchronous approval workflows designed for distributed creative teams
New Business & Pitch Management
Track every new business opportunity from initial RFP response through pitch preparation, presentation, and outcome analysis. Build a knowledge base of winning proposals, competitive positioning, and historical win rates to continuously improve your agency's close rate.
- RFP tracker with deadline alerts, team assignments, and submission checklists
- Proposal template library with reusable content blocks and case studies
- Pitch cost tracking to measure investment in new business development
- Win/loss analysis with tagging by industry, service line, and competitor
Why agencies choose CubicleERP
Capture Every Billable Minute
Most agencies lose 20-30% of revenue to unbilled hours and poor time tracking. CubicleERP's integrated timers and automated billing workflows ensure every minute of client work gets captured, approved, and invoiced — turning lost time into recovered revenue.
Eliminate Scope Creep Before It Kills Margins
Real-time budget tracking and burn-rate alerts notify project managers the moment a project trends over scope. Change request workflows formalize additional work so your team never gives away hours for free.
Deliver Projects On Time, Every Time
Resource scheduling, dependency tracking, and capacity dashboards give you complete visibility into your delivery pipeline. Identify bottlenecks weeks in advance and rebalance workloads so deadlines are met without last-minute scrambles.
Scale Without Proportional Overhead
Automated invoicing, templated project setups, and streamlined client onboarding let you take on more clients without hiring more operations staff. Grow revenue while keeping your overhead lean and your margins healthy.
Win More Pitches With Data-Backed Proposals
Use historical project data to build accurate estimates and professional proposals that instill client confidence. Track your win rate across service lines and refine your pricing strategy based on actual delivery costs, not guesswork.
Retain Your Best People
Balanced workload allocation and transparent project planning prevent chronic overwork that drives top talent away. Give your team clarity on priorities, fair distribution of assignments, and the tools to do their best creative work.
Track time, bill accurately, grow profitably
From the first tracked minute to the final invoice, every step is connected.
Time Tracker
Homepage redesign
Prism Digital
Brand guidelines
Prism Digital
Social media kit
Prism Digital
Invoice Preview
INV-2024-0147
Prism Digital Agency
Connects with your toolkit
Seamless integrations with the tools your agency already uses daily.
Figma
Design
Adobe Creative Cloud
Design
Slack
Communication
Google Workspace
Productivity
Harvest
Time Tracking
QuickBooks
Accounting
Zapier
Automation
HubSpot
CRM
Asana
Project Management
Canva
Design
Xero
Accounting
Dropbox
File Storage
Get started in three steps
Configure Your Agency Workspace
Set up your service lines, billing rates, team roles, and project templates. Import your client list and existing project data, then invite your team — account managers, creatives, developers, and leadership — with role-based permissions.
Launch Projects & Track Time
Create client projects from templates or scratch, assign tasks across your team, and start tracking billable hours. Link every deliverable to a client record and budget so billing, communication, and progress stay connected in real time.
Invoice, Analyze & Grow
Generate invoices from tracked time or milestones, review profitability by client and project, and use utilization insights to optimize pricing, staffing, and the types of engagements you pursue. Let data guide your agency's growth strategy.
Built for every type of agency
Digital Marketing Agencies
Marketing agencies managing multi-channel campaigns across dozens of clients use CubicleERP to track deliverables, automate retainer billing, and prove ROI to clients with transparent reporting dashboards.
- Recurring campaign templates with automated monthly task generation
- Retainer burn-down tracking with automatic invoice generation
- Client-facing dashboards showing deliverable status and spend
Creative & Design Studios
Design studios handling brand identity, video production, and packaging projects use CubicleERP to manage revision workflows, track creative hours, and maintain profitability across fixed-fee and milestone-based engagements.
- Multi-stage approval workflows with revision round tracking
- Creative brief management linked to project budgets and timelines
- Fixed-fee and milestone billing with automatic progress invoicing
Software Development Shops
Dev agencies building custom applications for clients use CubicleERP to run sprints, track developer utilization, manage change requests, and maintain clear project scopes with real-time budget visibility.
- Sprint planning with story point estimation and velocity tracking
- Developer time tracking with per-project and per-client billing rates
- Scope change request workflows with client approval and budget adjustment
Traditional tools vs. CubicleERP
| Feature | Traditional | CubicleERP |
|---|---|---|
| Client + project + billing | 3 separate tools | Single platform |
| Time tracking to invoice | Manual export/import | One-click generation |
| Resource planning | Spreadsheet guesswork | Visual drag-and-drop |
| Profitability analytics | End-of-month surprise | Real-time per project |
| Client portal | Extra subscription | Built-in and branded |
| Scope creep detection | Discovered at invoice | Automated alerts |
Trusted by agency leaders
Before CubicleERP, we had no idea which clients were actually profitable. Within the first month, we discovered that two of our largest retainers were underwater. We restructured pricing and recovered over $15K in monthly margin.
Sarah Kline
Managing Director, Prism Digital Agency
“Our billable utilization jumped from 61% to 82% in a single quarter. The resource planning board made it obvious where we had capacity gaps and where people were overbooked. It changed how we staff every project.”
Marcus Tan
Head of Operations, Redthread Creative
61% to 82% billable utilization“Client onboarding used to take a week of back-and-forth emails. Now we spin up a project from a template, invite the client to their portal, and kick off the first sprint in the same afternoon. Our clients notice the difference.”
Elena Vasquez
Client Services Director, Loom & Co
Client onboarding reduced from 1 week to 1 dayFrequently asked questions
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