AI operations for marketing, creative, web & performance agencies
New clients stall because assets arrive late. Deliverables sit in “awaiting approval.” Billing goes out after the month it was earned. We build and install the follow-up systems that handle the chasing, so your team can get back to client work.
For owner-operated agencies at roughly $1M–$20M in revenue. Built and delivered by FreedomStack. No guaranteed outcomes: we scope against your actual workflow and tell you honestly if it isn’t a fit.
Where agency hours leak
These are illustrative scenarios, not client stories. If two or three feel familiar, that’s where an operations review starts.
The contract is signed and the kickoff call went well. Then the brand logins, the brief and the asset folder trickle in over weeks, and your strategist is sending the same reminder email for the third time.
Round-two creative has been in review for three weeks. The launch date moved, nobody on your side wanted to nag, and the project manager only notices when the client asks where it is.
On the last working day, someone copies numbers from several dashboards into a slide deck, rewrites last month’s commentary and hopes nothing was pasted into the wrong client’s file.
A retainer cap was passed mid-month. The hours are logged, but nobody flagged it, and by the time the invoice is assembled it feels awkward to raise. So it quietly gets written off.
Friday is spent on “just checking in” messages, status updates and reconciling who’s waiting on whom. It’s necessary work, but it isn’t the work clients hired you for.
Scenarios are composites written to describe common patterns. They aren’t drawn from named clients, and we make no claim about how many hours or how much revenue your agency would recover.
Three named systems
Each system is a defined piece of your workflow, installed in the tools you already use. An engagement covers one, two or all three, depending on where the leak is worst.
A single, consistent way for new clients to hand over what you need to start.
Reminder wording is agreed with you up front. Client-facing messages are reviewed by a human unless you opt out.
Deliverables waiting on sign-off stop disappearing into inboxes.
You choose the tone and cadence. The system flags and drafts; it never approves work on a client’s behalf.
Approved work and logged time arrive in one place, ready for review.
It prepares a summary. A person reviews it and issues the invoice. Pricing decisions stay with you.
How an engagement works
We work in four stages. Timing depends on your tools, how many systems are in scope, and how quickly access and feedback come back. We don’t promise a fixed timeline.
We walk through how work actually moves today, find the stall points and agree which systems are worth building.
We build the agreed systems inside your existing PM tool, CRM, accounting and Slack or email setup where feasible.
We run the systems on live client work with your team watching, and fix what doesn’t behave before you rely on it.
You get written documentation and a walkthrough so your team can run, adjust and pause each system.
Where you land in that range depends on the number of systems in scope and the tools involved: your PM tool, CRM, accounting software and Slack or email. We confirm a written scope after the process audit. This page doesn’t quote a fixed price or guarantee a delivery date.
What we need from you
We keep the ask small and put the boundaries in writing before anything is connected.
Questions agency owners ask
We ask for the minimum access the agreed systems need, and the permissions and boundaries are written down before anything is connected. We’ll map which data moves between which tools during the process audit, and you can ask for that detail before you share anything.
Client data stays in your own tools wherever possible. If a build needs a third-party service, we tell you which one and why before using it.
We typically work with common project management tools, CRMs, accounting platforms, and Slack or email. Whether a specific integration is practical depends on the tool, your plan and its API or automation options. We check that in the operations review rather than assume it, and we’ll tell you if a tool is a poor fit.
It drafts reminders, summarises feedback, sorts and flags what’s stuck, and assembles information into a summary. It doesn’t approve work, set prices, send invoices or make commercial decisions.
A human reviews anything client-facing before it goes out, unless you choose to opt out for specific, low-risk messages. AI output can be wrong, which is why review steps are built in.
No, and that isn’t the aim. The idea is to remove the repetitive chasing so they can spend more of their week on client relationships and delivery.
We’ll say so on the call. If your bottleneck is something automation won’t fix, if your tools don’t allow what you need, or if the scope doesn’t justify the investment, we’ll tell you plainly and, where we can, point you to what to try instead.
The systems are built and delivered by FreedomStack. You’ll deal with the same people from the process audit through to handover.
Book your operations review
A short form helps us prepare for the 30-minute call. We read every submission and reply by email to arrange a time.
Prefer to pick a time yourself? Open the booking calendar.
Prefer email? julien@relaycairn.com