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CRM for ppc / paid ads agencies

CRM for PPC and Paid Ads Agencies with scope management

Managing PPC accounts requires separating media spend from agency management fees. When a client requests an unplanned campaign, the agency must document the new scope and bill accordingly. Workspace369 runs the agency side: client records, proposals, project tasks and project-based invoicing. This allows an account manager to record and follow each ad account request from the initial proposal to the final invoice, keeping agency fees distinct from the actual advertising platform spend and attribution data. By maintaining this clear separation, agencies can track their operational costs and ensure that professional service fees are accurately accounted for without interference from external ad platform metrics.

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Clientthe relationship and agreed brief
Worktasks with a responsible person
Billinginvoices and commercial context
Workspace369 client record showing history, files, communication, and invoices in one profile

Key facts

CRM for ppc / paid ads agencies at Workspace369 covers 9 areas, including client records, proposals, projects and tasks.

The workflow runs in 5 steps, from "record the brief" to "invoice management fees".

Workspace369 starts at $29/mo for 1 seat, and the Commander plan includes 20 seats, 500 GB of storage, and 120,000 AI tokens per month at $299/mo.

Additional seats cost $10 each and 100 GB of additional storage costs $15; full pricing is public on the Workspace369 pricing page.

The problem

Operational friction in paid advertising

Scope Creep

Clients often ask for a quick ad set that turns into a week of creative work without a formal record. Without a proposal to define the new management fee, the agency loses billable hours. Documenting these requests in the client record prevents the team from performing unbilled labor on unplanned advertising campaigns. By ensuring that an account manager logs every new request, the agency can maintain a clear history of scope changes. This systematic documentation ensures that all team members are aligned on what has been agreed upon, reducing misunderstandings and protecting agency profitability during busy campaign seasons.

Billing Confusion

Separating management fees from media spend is difficult without clear invoice records. If the agency bills for services while the platform bills for spend, the client needs a distinct record of agency costs. Inaccurate invoicing leads to payment delays and disputes regarding the actual cost of PPC management. Creating separate invoices for professional services helps clarify what the client owes directly to the agency. This clarity is essential for maintaining healthy client relationships and ensuring that the agency's bookkeeping remains accurate and straightforward.

Fragmented Briefs

Ad creative files and targeting instructions often get lost in email threads or chat apps. When a campaign launch depends on specific assets, missing files cause delays. Storing these files within the project record helps the media buyer find the required assets to build the campaign. This organization reduces the time spent searching through scattered communication history before a launch. Having a dedicated repository for campaign assets ensures that the production team can work efficiently without waiting for email replies.

Scheduling Delays

Launch dates slip because task deadlines are not visible to the account team or the client. Without a shared schedule for creative production and technical setup, the agency cannot maintain a predictable launch cadence. Tracking these milestones in a project helps everyone see when the internal preparation ends and when the media spend is scheduled to start on the external platform. This visibility allows managers to allocate resources effectively and keep clients informed of progress without constant status meetings.

The product

See the workspace your clients feel.

01

A portal clients actually check

Clients watch progress, files, and invoices in a branded portal instead of asking your team for updates.

Workspace369 client record showing history, files, communication, and invoices in one profile
02

Every channel in one inbox

Email, SMS, calls, and voicemail land beside the client record — with AI summaries, so anyone on the team can reply with full context.

Workspace369 shared inbox showing email, SMS, and call history beside a client record
03

Client work, organized as projects

Tasks, files, and status for every engagement — visible to the team and, through the client portal, to the client.

Workspace369 project board showing client work organized into stages with owners and status
04

Proposals to paid invoices

Send quotes, bill milestones or retainers, and let automated reminders chase anything outstanding.

Workspace369 invoice editor showing line items, payment terms, and client details

Workflow

Managing the out-of-scope campaign request

01

Record the Brief

Create a client record for the advertiser to store account IDs and communication history. Record the specific requirements for the new campaign in the brief to ensure the creative team understands the objectives before work begins.

02

Proposal for New Scope

Send a proposal for the out-of-scope campaign to confirm the management fee and deliverables. This ensures the advertiser acknowledges the additional cost before the agency commits resources to keyword research or asset creation.

03

Project Task Breakdown

Create a project based on the approved proposal, adding specific tasks for keyword research and creative production. Assign these tasks to the media buying team to follow the progress of the build phase before the campaign goes live.

04

File and Conversation Management

Upload ad assets and store targeting conversations directly within the project record. This keeps the technical setup instructions linked to the creative files, helping reduce errors during the upload to the advertising platforms.

05

Invoice Management Fees

Generate an invoice for the agency service fee once the campaign build is completed. This record remains separate from the ad platform spend, providing the client with a clear breakdown of professional service costs for the project.

Product coverage

Client operations for ppc / paid ads agencies

  • The client portal successfully displays the new campaign proposal and requires the advertiser to record their approval before any technical tasks begin.
  • The management fee invoice is generated as a separate record from the media budget, ensuring financial clarity for the agency bookkeeper and the client.
  • Project tasks for the new campaign are assigned and tracked, with all creative files attached to the task record for easy retrieval by the buyer.
Client records
Proposals
Projects and tasks
Files
Conversations
Scheduling
Invoices
Client portal
Workflow Automations

Loved on the App Store

Rated by the people running their client work on it.

★★★★★
Finally feels calm

Bounced between three or four all-in-one tools and always ended up in a mess of tabs. This is the first one that feels calm. Set up my client projects in ten minutes.

Justin R. · Solo founder · App Store review
★★★★★
Painless team rollout

Rolled it out to our eight-person team and adoption was painless — intuitive and polished. I'd love more integrations, but they keep shipping.

Samantha D. · Operations lead · App Store review
★★★★★
Hours back every week

Was juggling separate tools for notes, tasks, docs, and updates. Consolidating into one place has genuinely saved me hours each week. Support is responsive too.

Alicia N. · Agency founder · App Store review
Read all reviews

Get started

See Workspace369 on your own client work.

Start a free trial or talk to sales — either way, you will see the whole loop: inbox, projects, portal, and billing.
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FAQ

Evaluation exercise for agency workflows

How do I handle ad spend?

Keep live media budgets in your ad platforms and run the agency side in Workspace369: management fee proposals, invoices, payment links and client messages. Separate fee invoices keep spend and service costs clear.

Where does ROAS tracking fit?

Attribution and ROAS stay in your ad platforms and analytics tools. Workspace369 tracks the agency side: client projects, files, proposals, invoices and, from Specialist, project and customer profitability.

What about client approvals?

You can use the client portal to share proposals and project updates. This helps the advertiser see the work scope and record their intent before you bill for the extra campaign setup.

Is resource planning included?

Workspace369 assigns projects and tasks with owners and deadlines, tracks billable time from Voyager and reports project profitability from Specialist. For granular resource leveling, agencies also compare productive.io for team capacity.

Keep exploring

Related pages

Ready when you are

See where Workspace369 fits into your client-work flow.

Start with the modules you need today, then turn on AI, automations, accounting, inventory, requests, and reporting as the operation grows.

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