Industries · Marketing agencies
Briefs in.Approvals out.Retainers in profit.
We build agency operating systems that connect client requests, briefs, content approvals, team capacity, retainers and reporting — so account managers, creatives and leadership work from the same live picture.
- DL-2291Harbor Trading · Ramadan campaign reelWaiting 52hVersion 3 · sent Mon 16:10Client review
- DL-2288Saffron & Co. · 6 feed postsDue todayReviewer: AM · Copy + designInternal review
- DL-2284Meridian Realty · launch landing pageOn trackCopy in progress · Tech R.Drafting
- Client requests
- Briefs
- Content approvals
- Content calendars
- Team resourcing
- Retainer tracking
- Client reporting
- Client portal
01Where agencies lose margin
The work is good. The hand-offs aren't.
Most agencies don't struggle to make great work. They struggle with the requests, revisions and hours that happen around it — and that nobody is tracking.
01Client requests arrive as voice notes and WhatsApp messages
What happens
A client sends "quick one" requests to whoever they know best — the account manager, a designer, sometimes the founder. Half of them never become a proper brief.
What it costs
Work starts on the wrong version, deadlines are guessed, and out-of-scope requests are done for free because nobody logged them.
With one system
Every request lands in one queue with the client, the retainer it belongs to, a requested date and an owner — and turns into a structured brief before anyone opens a design file.
02Approvals are buried in email threads and screenshots
What happens
Drafts go out as PDFs, links and WhatsApp images. Feedback comes back across three channels, and the "final" version depends on who you ask.
What it costs
Wrong versions get published, revision rounds multiply, and posts miss their slot while the team waits for a thumbs-up.
With one system
Each deliverable has one approval thread with versions, comments and a clear status — internal review first, then the client, then scheduling.
03Nobody can say who has capacity next week
What happens
Resourcing is a weekly meeting and a spreadsheet that is out of date by Tuesday. Freelancers are booked by message.
What it costs
Some creatives are overloaded while others wait for work, new pitches are accepted without knowing who will deliver them, and overtime becomes normal.
With one system
A resourcing view of every person and freelancer by day, built from the tasks already assigned — so account leads book real availability, not hope.
04Retainers quietly go over scope
What happens
The retainer says twelve posts, four reels and one shoot a month. Nobody compares that against what was actually delivered and the hours it took.
What it costs
Accounts that look healthy on revenue lose money on time, and scope conversations with the client happen too late or not at all.
With one system
Each retainer tracks deliverables and hours used against what was sold, and flags the account before it goes over — not after the month closes.
05Monthly client reports take days to assemble
What happens
Someone exports numbers from each ad and social platform, pastes them into slides and writes the commentary the night before the meeting.
What it costs
Senior time goes into formatting instead of insight, and reports arrive late or inconsistent between account teams.
With one system
Performance data is pulled in where the platforms allow it, combined with the work delivered, and a draft report is ready for the account lead to review and add judgement to.
02Agency platform preview
What your agency system could look like.
Move between the views an account manager, creative lead and agency owner would open every day. Every screen is designed per agency in discovery.
- DL-2291Harbor Trading · Ramadan campaign reelWaiting 52hVersion 3 · sent Mon 16:10Client review
- DL-2288Saffron & Co. · 6 feed postsDue todayReviewer: AM · Copy + designInternal review
- DL-2284Meridian Realty · launch landing pageOn trackCopy in progress · Tech R.Drafting
- DL-2279Alto Fitness · story setApprovedApproved by client Tue 11:02Approved
- DL-2275Vale Motors · showroom shoot editScheduledBooked for Thu 19:00Scheduled
- DL-2296Juniper Clinics · new service briefNeeds infoBrief incomplete · missing offerBrief
Illustrative interface with sample data — your system is designed around your services, clients and team.
Illustrative demo · sample dataCan you picture your own agency on it?
Build your agency system03Solutions
The parts of an agency system — chosen for your agency.
Every request logged, owned and scoped
Client request inbox
Requests from WhatsApp, email and the client portal arrive in one queue, tagged to the client and retainer, with an owner and a requested date — and out-of-scope work flagged before it's started.
- One queue across channels
- Linked to client and retainer
- Out-of-scope flags
- Request-to-brief conversion
Every request logged, owned and scoped
Client request inbox
Requests from WhatsApp, email and the client portal arrive in one queue, tagged to the client and retainer, with an owner and a requested date — and out-of-scope work flagged before it's started.
- One queue across channels
- Linked to client and retainer
- Out-of-scope flags
- Request-to-brief conversion
Not every agency needs every module. We scope the ones your operation actually uses, and add the rest when you need them.
04AI inside the system
AI that clears the admin around the creative work.
AI in your agency system works on your own requests, briefs, approvals and timesheets. It drafts, summarises and spots problems early — your team makes the calls.
AI never publishes content, sends anything to a client or changes a retainer on its own. Drafts, change notes and messages wait for a person to approve them, client data stays inside your system, and each user only sees the accounts their role allows.
- 01
Request to brief
Account manager reviewsA client sends a two-minute voice note asking for an Eid offer campaign.The assistant transcribes the note, fills the campaign brief template with what was said, lists what's missing — offer details, budget, sizes — and drafts the questions back to the client for the account manager to send.
- 02
Scope checks
Is this new request covered by the retainer?Compares the request with the retainer's deliverables and what has already been used this month, and if it's over, drafts a change note with an estimate based on similar past jobs.
- 03
Feedback summaries
Admin onlySummarise the client's comments across email and WhatsApp on version 2.Turns scattered feedback into one numbered list of changes attached to the deliverable, highlighting anything that contradicts the original brief.
- 04
Resourcing help
Leads confirm bookingsWho can take a two-day video edit before Thursday?Checks capacity across the team and booked freelancers, suggests the best options and shows what would move — nothing is reassigned until a lead approves it.
- 05
Report drafting
Reviewed before sendingDraft the October report for Alto Fitness.Builds a first draft from available platform data and the work delivered, with plain-language highlights — the account lead adds the strategic commentary and sends it.
- 06
Profitability questions
Which retainers lost money on time last quarter?Answers from your own timesheets and retainer values, with the accounts, the hours behind them and where the extra effort went.
05A day with ORCHESTR
One agency Monday, two ways.
- 08:40Requests already queuedWeekend requests are in one queue by client, with draft briefs and out-of-scope flags ready to review.
- 09:30Capacity on one screenLeads look at the resourcing view, see the one overbooked designer and move a job to Friday in a minute.
- 11:15One thread per deliverableThe deliverable shows version 3, the consolidated comments and that it's waiting for client approval.
- 14:00Scope flagged up frontThe request is flagged against the retainer, and a change note goes to the client before production starts.
- 16:30Draft report readyThe draft report is already built from platform data and delivered work. The account lead spends the time on insight.
- 19:00Owner checks the numbersThe founder checks effective rate by client, billable time and pipeline on their phone.
An illustrative day — every system is designed around how your team actually works.
06Integrations
Works with the tools your agency already uses.
Integrations depend on what each provider exposes — we confirm every connection in scoping before committing to it. Names are examples of categories we work with, not partnerships.
- Messaging
- WhatsApp Business APIEmailSlackMicrosoft Teams
- Social & ads data
- Meta (where available)Google AdsTikTok (where available)LinkedIn (where available)Google Analytics
- Files & design
- Google DriveDropboxFigma linksAdobe Creative Cloud files
- Calendars
- Google CalendarMicrosoft 365 / Outlook
- Accounting
- Zoho BooksQuickBooksXero
- Data
- Spreadsheets & exportsExisting project tools (via API or export)BI tools
07How we build your system
Built around your agency — not a template.
- 01
Understand your business
We learn how the business actually runs — people, tools, hand-offs and where time is lost — before proposing anything. - 02
Map your workflows
Every workflow is mapped end to end: who does what, when, with which information, and what should happen automatically. - 03
Design your system
Screens, records, permissions and integrations are designed around those workflows, and the scope is agreed in writing. - 04
Build and integrate
We build in stages and connect the tools you keep, so your team sees working software early and gives feedback as we go. - 05
Test and launch
We test with real scenarios, migrate the agreed data, set up roles and access, and onboard the team. - 06
Support and improve
After launch we support the system under an agreed arrangement and extend it as the business changes.
08Why it matters
What changes for the agency.
We don't quote savings we haven't measured. In discovery we baseline how your team works today, so improvements can be tracked against your own numbers.
Requests that never get lost
Every client ask is logged, owned and tied to a retainer, whichever channel it came through.Fewer revision loops
One version and one feedback thread per deliverable means less rework and fewer wrong posts going live.Scope conversations on time
Over-scope work is visible when it's requested, not after the month has closed.Realistic deadlines
Account managers commit to dates based on the team's real capacity.Reports that take judgement, not formatting
Senior people spend their time on what the numbers mean.Clear margin by client
Leadership sees which accounts and services actually make money.
09Possible use cases
How different agencies could use it.
Examples of what we could build — not completed client projects.
From WhatsApp chaos to a calm queue
A small team managing a dozen social retainers replaces group chats and a shared spreadsheet with one request queue, approvals and content calendars.
Margin visibility across departments
Creative, video, web and performance teams share resourcing and timesheets, with retainer tracking and an owner dashboard on top.
Reports that build themselves
Ad platform data pulled where available and combined with change logs and creative delivered, so monthly reports start as a reviewed draft.
A network you can actually schedule
Freelance editors, photographers and copywriters booked in the same resourcing view as staff, with briefs, files and approvals in one place.
FAQs
Agency questions, answered.
Professional services
01We already use a project management tool. Why would we need this?
Generic task tools are good at lists, but they rarely connect requests, retainers, approvals, timesheets and reporting in one model. We can integrate with what you use, pull its data into the agency view, or replace it where it's holding you back — we'll recommend one honestly after discovery.
02Can clients approve work without logging into yet another tool?
Yes. Clients can approve through a simple portal link or reply on the channel they already use, and the decision is recorded on the deliverable. How much you expose to clients is your call.
03Can it pull data from Meta, Google Ads and TikTok?
Where those platforms offer API access for your accounts, yes — we confirm each one in scoping, because access rules and available metrics differ by platform and account type. Anything not available by API can be brought in by export.
04Will AI write our content?
That isn't the focus. AI here handles the operational work around content: turning requests into briefs, summarising feedback, checking scope and drafting reports. If you want help drafting captions or copy, it can be added — always as a draft your team edits and approves.
05How does time tracking work without annoying the team?
Time can be logged against the task people are already working on, with quick entries from the job itself rather than a separate timesheet. We design the rules with you — some agencies track everything, others only track retainers.
06Can we migrate our clients, retainers and history?
Usually yes, from spreadsheets and the exports of your current tools. We agree in advance what moves — clients, contacts, retainers, open jobs, past deliverables — and clean it before launch.
07Is client data kept separate between accounts?
Access is role-based and enforced on the server. A freelancer can see only the jobs assigned to them, and clients only ever see their own work. Hosting and retention are agreed during scoping.
08Does it work for an agency with offices in Dubai and Riyadh?
Yes. Teams, clients and reporting can be split by office or business unit, with shared resourcing where people work across both and a group view for leadership.
09How is an agency system priced?
It's quoted after a discovery call, based on the modules, integrations and team size involved. Hosting and ongoing support are agreed separately, in writing, before any work starts.
Start here
Let's mapyour agency.
Tell us how your agency runs today. We'll show you how one system could connect your clients, team and retainers.
- 01We get back to you to arrange a call.
- 02A focused conversation about how your agency runs today.
- 03If there's a fit, a written scope and quote — no obligation.
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