Agencies workflow
Organize client delivery with time tracking, files, roadmaps, and clear reporting.
A practical workflow guide, illustrated with real Scrumbuiss screenshots. For real customer quotes, visit Customers .
Who it’s for
Teams that want a clear workflow, less manual coordination, and better visibility.
- Agencies delivering client work across multiple projects
- Teams that need time tracking, files, and delivery visibility in one place
- Leaders who want clearer utilization and reporting
Highlights
- Time tracking with dashboards and reports
- Files, assets, and shared collections
- Portfolio visibility across clients
- Briefs that align stakeholders
Common challenges
- Client work spread across too many tools
- Low visibility into workload and profitability
- Hard to keep files and context organized
- Reporting that’s time-consuming and inconsistent
How it works
A practical workflow structure you can replicate in your own workspace.
Kickoff with a brief
Capture requirements, stakeholders, and success criteria before delivery starts.
Track time and progress
Log time entries and keep delivery transparent across the whole team.
Report to clients
Share updates with clear milestones, timelines, and deliverable status.
Related products
Products teams typically use to implement this workflow.
Project delivery
ProductPlan, execute, and ship with Kanban, sprints, timelines, workload planning, and dashboards.
- Kanban execution with clear ownership
- Sprints and backlog planning
- Timelines, dependencies, and capacity planning
Portfolio
ProductTrack objectives and align roadmaps across projects to keep teams focused on outcomes.
- Objective tracking and progress visibility
- Roadmap planning across projects
- Portfolio-level reporting and alignment
Time Tracking
ProductTrack time with a built-in timer and entries, then report and improve with dashboards.
- Timer and time entries inside your workflow
- Reports for teams, projects, and clients
- Visibility into cost and effort
Files
ProductStore, organize, and share project files — with recents, shared items, and collections.
- Project files organized in one place
- Recents, shared files, and collections
- Fewer “where is the latest version?” moments
Related templates
Templates you can copy and adapt for this workflow.
Project brief template
TemplateAlign stakeholders, define scope, and reduce rework with a lightweight project brief you can share and update.
- Clear scope, goals, and success metrics
- Stakeholder alignment and decision log
- Requirements, risks, and dependencies
Risk register template
TemplateTrack delivery risks, owners, and mitigations so teams can act early instead of reacting late.
- Risk scoring and priority
- Owners and mitigation plans
- Trends and early signals
Potential impact (examples)
The examples below are illustrative and depend on your team, process, and workload.
Recover billable time
Track time consistently and reduce lost billable work caused by missing entries.
Example: Capture 15–30 minutes per person per week of previously untracked billable work.
Reduce project overhead
Keep briefs, files, and delivery tracking together to reduce context switching and admin effort.
Example: Save 30–60 minutes per week per person by consolidating files and updates in one workspace.
Improve reporting speed
Use dashboards and consistent project structures to generate client updates faster.
Example: Save 1–2 hours per week for account leads by streamlining reporting and status updates.
ROI example
A simple way to think about profitability is saved time value (or recovered billable time) minus software cost.
Illustrative calculation (USD)
- Team size: 8
- Hours saved per person per week: 0.5
- Blended hourly rate: $80/hour
Estimated saved time: 4.0 hours/week
Estimated value: $320/week (~$1,386/month)
Illustrative example only. This is not a guarantee or customer result. Subtract your software costs to estimate net ROI.
Setup checklist
A practical checklist to implement this workflow inside Scrumbuiss.
- ✓ Create a workspace and organize clients as projects or portfolio items.
- ✓ Set up time tracking categories (billable vs non-billable) and reporting views.
- ✓ Standardize a project brief template for new client work.
- ✓ Create a files structure for assets, deliverables, and shared folders.
- ✓ Add automations for deadlines, approvals, and client update reminders.
- ✓ Build dashboards for utilization, workload, and delivery milestones.
- ✓ Share progress with stakeholders using a brief link or structured updates.
FAQ
How does this improve profitability for agencies? +
Agencies typically improve profitability by reducing delivery overhead and capturing more billable time. Time tracking, clear workflows, and centralized files can help reduce leakage and admin time.
Can clients see our internal workspace? +
You can share specific outputs like briefs or updates without exposing internal workflows. If you need a specific client access model, we can review options.
Can we track time per project and per person? +
Yes—time tracking supports entries and reporting views so you can see where time is spent across clients and teams.
Can we keep files organized per client? +
Yes—use the Files product and collections to keep client assets and deliverables organized and easy to find.
Related features
Explore the building blocks used in this workflow.