Resource-driven Project Management Software for Creative Agencies

Agencydesk is a profitability-first project management software platform built specifically for agencies and project-based businesses that bill by the hour.

In many agencies, project management, time tracking, costing, and billing exist in separate systems or spreadsheets. That separation makes it difficult to understand true margins, individual contribution, or whether a job is actually performing as expected. Agencydesk connects those elements into one structured environment so financial clarity is built into daily operations.

Agencydesk: Designed Around How Agencies Actually Generate Revenue

Agencies generate revenue by allocating team resources to defined scopes of work at agreed rates. Time, cost, and capacity determine margin. Yet in many agencies, project management, time tracking, costing, and billing operate in separate systems, making it difficult to understand whether delivery and profitability are aligned.

Agencydesk is built around job costing as the structural core of every project. Tasks, resource rates, estimates, tracked time, expenses, and invoices are connected within the same framework. This provides live visibility into margins at multiple levels, including company-wide, per account executive, per job, and per team member, based on real resource costs and billable contribution.

By structuring projects around how agencies actually generate revenue, financial performance becomes measurable during delivery, not only after invoicing. Decisions about scope, capacity, and pricing can then be made with clarity rather than assumption.

Core features overview

Job Costing & Planning

Structure projects using Groups, Tasks, and Cost items linked to your Rate Card. Build accurate estimates, timelines, and proposals directly from costing data. Use configurable Job Templates for recurring or retainer-based workflows.

Tasks & Collaboration

Assign work across multiple team members with automatic time allocation and redistribution. Built-in review workflows support approvals and sign-offs, while notes, files, comments, and meetings remain centralised within each job.

Time Tracking & Productivity

Integrated time tracking with parked timers for practical daily use. Timesheets include Workload Scores (scheduled vs. available time) and Productivity Scores (tracked vs. billable time) to support balanced planning and performance visibility.

Billing & Rates

Define client-specific rates using Billing Tiers and a flexible Rate Card. Multi-currency support enables accurate invoicing across markets. Generate deposit, milestone, progress, or final invoices directly from job data.

Reporting & Financial Insight

Dashboards and reports cover active jobs, work distribution, forecasting, resource efficiency, margin performance, and billed vs. unbilled revenue.

Structure & Integrations

Departments enable structured task allocation and accurate reporting. Two-way Xero integration supports client imports, invoice syncing, and financial mapping. Role-based permissions ensure appropriate system access.

Headquartered in Cape Town, South Africa, Agencydesk helps agencies deliver projects consistently, control costs, and achieve operational clarity. Project managers plan without chasing updates, teams know exactly what matters today, and owners gain profit truth—not guesses. Turn time into profit clarity with a system designed for your agency.

Who Agencydesk Is Built For

Agencydesk is designed for resource-driven, service-based businesses where revenue is generated through time, expertise, and structured delivery.
It is particularly well-suited to:

• Creative agencies
  
• Design studios
  
• Branding and digital agencies
  
• Marketing agencies
  
• Specialist consultancies that outsource delivery
  
• Project-based service businesses that bill by the hour

These organisations typically manage multiple client jobs simultaneously, allocate work across designers, developers, strategists, or account managers, and rely on accurate time tracking to support billing and margin control.

Agencydesk works best for teams of approximately five or more people, where resource coordination and cost visibility begin to materially affect profitability. As agencies grow, the need for structured scheduling, workload balancing, job costing, and margin reporting becomes increasingly important.