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CRM for social media marketing agencies

CRM for Social Media Marketing Agencies with Creative Workflow Tracking

When a social campaign requires a last-minute creative change and the primary account manager is unavailable, the agency needs a clear record of previous conversations and files. Workspace369 provides a central location for client records, project tasks, and scheduling to keep campaigns moving. This allows team members to step in, review project history, and coordinate with clients through a portal without searching through disparate email chains or personal folders. By keeping client records, files and conversations in one place, the agency keeps campaigns running even during unexpected staff absences.

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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 social media marketing agencies at Workspace369 covers 9 areas, including client records, proposals, projects and tasks.

The workflow runs in 5 steps, from "client onboarding" to "invoicing and closure".

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 challenges in social media management

Lost Creative Assets

Creative files often get buried in email threads or chat apps. Workspace369 stores files within the specific client record or project task (file attachments and versioning start on Specialist), making it easier for the team to locate graphics or videos during urgent revisions. This helps reduce the risk of using outdated assets when the lead designer is unavailable. Team members can quickly verify which file version is the most recent by checking the attachments directly linked to the active campaign task, ensuring that the correct creative asset is always used for publishing.

Approval Bottlenecks

Waiting for client feedback via email delays social post scheduling. By using the client portal for conversations and file reviews, agencies can record client decisions directly against the relevant project task. This helps avoid delays for time-sensitive posts when team members manually document approvals within the project record. The portal provides a clear history of client feedback, allowing any available account manager to see exactly what changes were requested and when the final approval was granted.

Disorganized Client History

Without organized client records, new team members may struggle to see past proposals or invoices. Workspace369 allows users to link conversations and invoices to the client profile, providing context to handle account inquiries when the lead manager is out. This continuity helps teams understand the recorded financial history of each social media account. Having access to past billing details and signed proposals ensures that client questions about project scope or costs can be answered accurately without delay.

Scheduling Conflicts

Managing multiple campaign timelines without a shared calendar can lead to overlapping launch dates. The scheduling feature helps agencies map out project tasks and deadlines, making timelines visible across the social media marketing team. This visibility helps managers allocate work and monitor client campaigns during peak periods.

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 social campaign lifecycle

01

Client Onboarding

Create a client record and send the initial proposal for approval. Record the specific brand guidelines in the brief so that team members can reference the client's visual identity and tone of voice requirements. This foundational step helps the team access the recorded brand rules during the engagement.

02

Campaign Project Setup

Initialize a new project for the social campaign. Assign tasks for content creation, copywriting, and scheduling, allowing team members to see their specific responsibilities and deadlines. This structure helps the agency track progress across multiple simultaneous campaigns.

03

Creative Asset Management

Upload draft graphics and videos to the project files section. Use the conversations feature to discuss internal revisions before presenting the final creative to the client for their review through the portal. Keeping these discussions within the project record helps preserve the recorded reasoning behind creative choices for future reference.

04

Client Review and Feedback

Direct the client to the portal to view files and record their feedback. This gathers change requests in one place, making it easier for a backup manager to understand what needs adjustment if the lead is away. The portal allows clients to submit sign-offs, reducing the risk of disputes over final creative versions.

05

Invoicing and Closure

Once the campaign tasks are complete, convert the agreed proposal into an invoice. File the final campaign report in the client record for future reference. This closes the campaign cycle, helping the agency issue accurate billing for the work delivered and maintain organized project records.

Product coverage

Client operations for social media marketing agencies

  • A team member not assigned to the project must be able to locate the latest creative file and client feedback quickly using only the client record and project task history.
  • The client must be able to log into the portal, view a specific task, and leave a comment that is immediately visible to the agency team for review and action.
  • Invoices and proposals associated with a specific social media campaign must be linked to the primary client record, allowing the team to review the financial history of the project.
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

Validation criteria for agency operations

Where does Instagram posting fit?

Keep post scheduling and engagement metrics in your social media management tool. Workspace369 runs the client side around it: campaign projects, files, portal approvals, client messages and invoices.

Can clients upload files?

Yes, the client portal allows clients to upload creative assets and brand assets directly to their records. This helps the agency access files without relying solely on external file-sharing links that might expire or require separate login credentials.

How do we handle last-minute changes?

If a campaign needs a last-minute creative approval while a manager is away, any team member can check the conversations and tasks. They can see the current status, review the file, and message the client through the portal to finalize the approval.

Can I track project budgets?

Yes. Proposals and invoices track what each project is worth, time tracking turns billable hours into invoices from Voyager, and project profitability reports start on Specialist. For detailed resource planning, agencies also compare Productive, which focuses on project financial management.

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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