Agencies price their people by the hour and then spend those hours on things nobody pays for: pulling numbers into a client report, updating a board that went stale a week ago, chasing an approval that is stuck in a client's inbox, finding the timesheet that should have been in on Friday. The work is real, it is just not the work the client is buying. Here is how a studio moves that admin to one point of contact, inside the tools it already runs on.
Client reports, assembled before the meeting
Month-end reporting is the first thing to hand over because it arrives on a schedule. Your assistant assembles each client's report from your dashboards and templates, pulling Google Analytics, Meta and Google Ads figures into Looker Studio or AgencyAnalytics, checks the numbers match the sources and gets the pack to the account lead ahead of the call. Analysis, recommendations and creative decisions stay with your strategists.
Boards that tell the truth
Asana, ClickUp or monday.com only helps when someone updates it, and nobody in a busy studio has the time. Your assistant creates tasks, due dates and owners for every new brief, updates status daily, nudges overdue items and keeps the board matching what is really happening, so the Monday stand-up is about the work rather than the tool.
- Tasks, owners and due dates created for every brief
- Daily status updates and overdue task nudges
- Client assets, brand files and deliverables organised in your drives
- Approvals chased and every revision round logged
Content out the door, including your own
Client content goes out on the schedule you approve, and so does the agency's own. Your assistant schedules approved posts in Buffer, Hootsuite, Later or Meta Business Suite, prepares content calendars for sign-off, resizes and formats approved creative in Canva for each platform, and posts case studies and team news on the studio's channels, the ones that are usually last on the list.
Proposals, onboarding and billing
Winning the work should not create a second job. Your assistant prepares proposal and scope documents from your templates and pricing, runs the onboarding checklist and kickoff logistics, reminds the team about timesheets and summarises hours in Harvest, raises invoices in QuickBooks or Xero and follows up on payments. Freelancers and vendors get their briefs, deadlines and invoices coordinated the same way.
We assemble, update, chase and schedule. Strategy, creative and client relationships stay with the agency.
What to hand over first
Studios that get the most from support start with the work that arrives on a calendar and widen from there:
- Month-end client reports
- Project board upkeep and approval chasing
- Content scheduling for clients and the agency
- Proposals, onboarding and kickoff logistics
- Timesheets, invoices and payment follow-up
An NDA is signed before any access is shared, access is granted per client where your tools allow it, and it can be changed or withdrawn at any time. Hours flex up for a pitch week, a launch or month-end reporting and back down afterwards.
It starts with a free 30-minute call where we go through how your clients, briefs and invoices move today. No setup fees, and we usually begin with one or two areas before adding more.
Give your account team its hours back
Tell us where the admin piles up and we will show you which reports, boards and billing tasks we can take on first. Request a free call.
