Integrated Project & Resource Management for Creative Agencies

Agencydesk combines job costing, resource planning, task management, time tracking, purchase orders, reporting and resource-driven billing into a single system designed specifically for agencies.

Live Profitability

Cost • Plan • Schedule • Track • Invoice • Recon

As an agency-specific Resource-Driven Billing & Capacity Management SaaS, Agencydesk consolidates job costing, project management, resource planning, procurement, and billing into a single operational system. Creative agencies plan capacity accurately, control costs, and see exactly what each job earned.

Job Costing & Estimates

Build the financial blueprint of every job with grouped tasks and costs, dynamic rate cards, and multi-currency support. Estimates, invoices and scheduling all read from it.

Invoicing

Generate beautifully organised invoices directly from tasks and costs, with seamless Xero integration and multi-currency support.

Purchase Orders

Raise supplier POs straight from a job's costs, with the buy price and the resell price on the same document. Supplier tax applies to what you pay, client tax applies to what you charge.

Resource Planner

Plan capacity by department with drag-and-drop scheduling, live per-person workload, and leave and public holidays booked right on the grid.

To-Dos

Keep personal reminders and deadlines in one place, then share a To-Do with a colleague when you need them to action or review something.

Task Management

Assign multiple users to a single task with smart time-splitting that tracks each person’s share independently.

Time Tracking

Track time effortlessly with one-click switching, parked timers, and in-task access to briefs and estimates.

Multi-Calendar Integration

Sync Google Calendar or Microsoft 365 Outlook Calendar to overlay meetings across the Resource Planner, My Desk, and the shared team Calendar.

Job Recon

See what a job actually earned. Tracked time costed at real resource rates, supplier margin, meeting cost, and true nett margin in one view.

Reporting

Track performance, turnover, work distribution and billed vs unbilled hours in real time, and forecast what is still left to invoice.

Recurring Jobs

Automate repeating work with dynamic naming, consistent structure, and seamless scheduling for retainers and monthlies.

Client & Supplier Management

Manage profiles with default account managers, custom tax rates, billing tiers, and currencies.

Documents & Context

Keep projects aligned by attaching briefs, contracts, estimates, and reference materials to each job.

Integrated Operational and Financial Clarity for Agencies to Run Profitably at Scale.

With personalised onboarding, you’ll configure your rate cards, cost types, currencies, departments, and even naming conventions to reflect how your business actually runs. From staff structures to invoicing logic, every detail is tailored to support how you work.

“We were able to set Agencydesk up to work like our agency, not the other way around.”

– Marli, Cheymaxim Creative

Configured for your agency

Department Structure

Dynamic Rate Cards

Custom Billing Tiers

Job Templates

Multi-Currency

Connects to what you already use

Xero Integration

Google Calendar

Outlook Calendar

Claude

ChatGPT

DeepSeek

Grok

Core Features

Build Estimates

Dynamic Rate Cards

Generate precise estimates using task and cost line items from a central rate card that adapts automatically to each client’s billing tier and currency.

Structured Task Groupings

Organise work into task groups for better planning, clearer job phases, and smoother delivery tracking.

Cost & Margin Visibility

Track the true cost of work, apply markups, and maintain healthy margins across all projects.

Seamless Activation

Activate estimates directly into scheduled tasks, creating a frictionless handoff from quoting to production.

Plan Jobs

Interactive Job Planning

Use a Gantt-style timeline to map out tasks, dependencies, and delivery milestones visually.

Job Health Tracking

Monitor each job’s status with live indicators for time used, task progress, and billable value vs estimate.

Centralised Project Context

Attach and manage briefs, contracts, quotes, supplier files, and documents, everything in one place for full visibility.

Plan Resources

Department Capacity Planning

Team members are grouped by department, each with its own capacity indicator, so you can see which departments are near capacity and which have room before you commit to a deadline.

Live Visual Planning

Drag time across a job's timeline and Agencydesk spreads it evenly, capped at each person's own working hours. Lock a heavy day at an exact amount and the rest of the week recalculates around it.

Multi-Calendar Overlay

Google Calendar and Microsoft 365 Outlook Calendar meetings appear on the grid alongside scheduled tasks, so planning happens against real availability.

Leave and Public Holidays

Book leave, off days and company-wide public holidays straight on the planner. Everyone's availability stays accurate without a separate leave system.

Track Time

For Today View

Stay focused with a personal kanban-style dashboard that combines scheduled tasks and meetings in one central view.

Smart Time Tracking

Track time with an intuitive multi-timer system that allows seamless single-click switching between tasks.

Full Context Access

Open job briefs and supporting files directly from any task — no more switching tabs or digging through folders.

Personal and Shared To-Dos

Track your own deadlines and reminders alongside your scheduled work, then share a To-Do with a colleague when you need them to action or review something. Attach a reference to an invoice, PO, client or task so the context travels with it.

Manage Tasks

Intelligent Time Allocation

A task’s estimated time is automatically subdivided when multiple users are assigned, giving each team member their own portion to manage.

Rate Card Integration

Create and assign tasks from pre-configured rate cards, with task rates that adapt to each client’s tier and currency.

Task Tagging & Approvals

Tag tasks for easy filtering and assign reviewers to approve tasks via a structured “Send for Review” flow. Reviewers are notified directly within their task view.

Track Team Performance

Utilisation Against Real Capacity

Each person's hours are measured against their own contracted working hours, month by month. The reference line moves with the working days in each month, so you can see who has room and who is running beyond what they are contracted for.

Estimation Accuracy Over Time

Compare what was estimated for someone against what they actually logged, with each month colour coded so overruns stand out. One heavy month is normal. Three in a row points at a scoping problem worth solving.

Where the Month Actually Went

Break a person's month into estimated time used, estimated time left unused, meeting time, and overrun. When someone's month is filled with meetings, that becomes visible immediately, and it is a scheduling conversation to have separately from delivery.

Work Distribution Across the Agency

Plot committed hours by department, service line, team member and account executive, split between billable and non-billable. Click any bar to see the jobs behind it. Bottlenecks, spare capacity and thin billable ratios all surface in the same view.

Reconcile Jobs

True Nett Margin

Tracked time is costed at each person's real resource cost, supplier spend is subtracted, and the time your team spent in meetings is priced in. What is left is what the job actually made.

Where the Margin Came From

Split every job into task cost, task margin, supplier expense and procurement markup, so you know whether a job was built on studio hours or on marked-up production.

Hours, Value and Billing Efficiency

Compare tracked hours against estimate, convert that variance into money at each task's own rate, and see how much of the billable work performed was actually converted into billing.

Across Clients and Service Lines

Consolidate many jobs into a single reconciliation to answer whether a client, a service line, or a whole quarter of work made the agency money.

Financial Reports

Turnover Against Target

Track monthly revenue with a trend line underneath it and a target line across it. Set one agency target and Agencydesk subdivides it across your account managers, so every book of work carries its own number.

Forecast What Is Still to Invoice

Every active task's value is plotted by due date, by account manager and by client, split into what has already been billed and what has not. The forecast is built from work already sold and scheduled.

Revenue by Account Manager

Revenue is credited to the account manager who owned the job at the time of invoicing. Reassigning an account later does not move revenue that was already billed, so historical comparisons stay honest.

Turnover or Earnings

Switch supplier cost out of the picture and only the markup counts toward the month. A month carrying a large print run or media buy reads very differently once you can see both numbers side by side.

Invoice Accurately

Resource-Driven Billing

Bill accurately using tracked time, planned effort, cost margins, and amendable scope updates without manual reconciliation.

From Work to Invoice

Generate and download invoices directly from tracked tasks and cost estimates, grouped for clarity.

Flexible Billing Options

Support custom rates per client and multi-currency billing to match global operations.

Secure & Synced

Apply status locks to protect issued invoices and sync everything seamlessly with Xero (Sage integration coming soon).

Supplier Purchase Orders

Raise a PO from any job cost with the purchase and resell values side by side. Supplier tax rates apply to what you buy, client tax rates apply to what you sell, with no manual adjustment.

Our pricing

Discover your ideal plan with Agencydesk's straightforward per-user pricing model, designed for flexibility and scalability. As your team expands, enjoy tiered discounts that reduce the cost per user, making it easy and cost-effective to add members, all within our lightweight, high-performance framework.

Monthly

Annually

Startup

5+ users

Great for small agencies or startups looking to grow fast with core features.

$20/user

Growth

15+ users

Ideal for growing agencies ready to unlock deeper integration with dedicated support.

$19/user

Max

30+ users

Designed for high-volume agencies that need performance and priority support.

$18/user

What agencies say about us

Thinus Brink

Just Design

“Having our Outlook calendar integrated on top of the Resource Planner means we can see meetings and studio time together, and work is planned much more accurately. The Job Recon report is the one we keep coming back to, because it tells us how a job actually ended. We’ve also put forward a few suggestions along the way, and it’s been good to watch them come through in the product.”

Christelle

Local Truth Agency

“Since our team started using Agencydesk as our agency’s project management platform, it’s been wonderful to see how quickly it’s evolving. The pace of improvement has been non-stop, and it’s clear the platform is built with agencies in mind. We’ve already seen it start to embed better practices into our day-to-day operations, and we’re excited for the road ahead.”

Jamie

Founder, Minux Digital

“Agencydesk has completely streamlined how we run our agency, from estimates to invoices, everything flows seamlessly. It feels like it was built by people who actually understand agency life.”

Jason

Cheymaxim

“What I love most is how Agencydesk thinks like an agency. The way it splits task time between team members, keeps briefs attached to each task, and lets us plan workloads visually — it’s like it was built by someone who’s lived this chaos before.”

Ready to streamline your operations, boost team productivity, and finally use a system that actually thinks like your agency does?

Then schedule a call with our team.