Automated client reports
Branded weekly and monthly reports built from live data and sent on schedule. No more slide wrangling.
Ad agency software: campaign reporting & approvals
Ad agencies: campaign reports that build themselves. Make ads, not slides.
Month-end means exporting from Google, Meta and LinkedIn, pasting it all into slides and emailing a PDF nobody reads past page two. Creative gets signed off somewhere in a forty-email thread and the media plan lives in a spreadsheet with six versions. We build reporting, approval, media planning and spend tracking tools for ad agencies that all talk to each other, then we host them and look after them.
Looking for ad campaign reporting software that also handles approvals and media plans?
An ad agency runs on two clocks. There's the creative clock, where briefs turn into concepts, rounds of feedback and finished assets. Then there's the numbers clock, where every client wants to know what their money did this week. Most agencies end up with a reporting tool, a project tool, a proofing tool, a spreadsheet media plan and an account manager stitching it together late on a Thursday.
Wollopit builds custom agency software around how your agency actually works. Campaign data pulls itself from every ad platform into reports and live client dashboards. Creative gets approved in one place with a proper record. Media plans, flighting and budgets are shared and paced against real spend. We connect the tools your team already likes, replace the ones holding you back and look after the lot on our own servers.
01The problems
What we hear from ad agencies
Does your advertising agency have these problems? Here's how we'd fix them.
Most agencies we talk to are great at the work and burn hours on the bits around it. Reporting, chasing approvals and reconciling spend quietly eat the margin on every retainer.
- The problemReports built from exportsThe first week of every month disappears into downloading CSVs from five ad platforms and pasting them into slides.How we fix itData pulled straight from each platform every night. Reports generate in your branding and land in the client's inbox on schedule.
- The problemNumbers that don't matchMeta claims one figure, GA4 says another and the client wants to know which one is lying.How we fix itOne combined dashboard with consistent definitions, de-duplicated conversions and notes that explain the gap in plain English.
- The problem"How's it tracking?" emailsClients ask mid-week, so an account manager drops everything to pull numbers that are already out of date.How we fix itClient logins to a live dashboard that shows their campaigns and nothing else. They check it themselves.
- The problemCreative approvals by emailv7_FINAL_final2.pdf, feedback split across three threads and the client approves the wrong version.How we fix itAn approval workflow with versions side by side, comments pinned to the artwork, named approvers and a signed-off record.
- The problemMedia plans in spreadsheetsSix copies of the plan, flighting changes that never made it to the master and nobody sure which one the client signed.How we fix itA shared media plan with channels, flighting and budgets, client sign-off and full version history.
- The problemOverspend found at month endBudgets get checked when someone remembers. By then a campaign has blown past its cap or underspent for a fortnight.How we fix itDaily pacing against budget for every campaign, with alerts when spend runs hot or cold.
- The problemBriefs that arrive half doneBriefs come in by phone, email and a hallway chat, then the team spends a day chasing the missing details.How we fix itBrief forms that ask the right questions up front and turn straight into a job with tasks and due dates.
- The problemTrafficking in someone's headEvery publisher wants different sizes, specs and deadlines. One missed spec and the ad doesn't run on launch day.How we fix itAn asset delivery tracker with specs per publisher, due dates, checklists and a clear status for every placement.
- The problemRetainers quietly overservicedHours slip past the retainer every month and nobody notices until the year-end review.How we fix itTime logged against jobs, retainer burn shown live and profitability per client you can actually see.
- The problemMedia billing done by handMedia recharges, fees and commissions retyped from the plan into invoices, then checked against the platform bills.How we fix itInvoices built from the plan and actual spend, reconciled and sent straight into Xero or MYOB.
02What we build
Solutions
What we build for ad agencies. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Cross-platform dashboard
Google Ads, Meta, LinkedIn, TikTok and GA4 combined with one set of definitions.
Client portal
Live results, approvals, plans and invoices behind one client login.
Creative approvals
Versions, pinned comments, named approvers and a signed-off record for every asset.
Media plan builder
Channels, flighting, budgets and targets in one shared plan with client sign-off.
Budget pacing & alerts
Daily spend against budget per campaign, with alerts before it goes over or under.
Brief intake & job setup
Smart brief forms that create the job, tasks and timeline automatically.
Asset trafficking tracker
Publisher specs, sizes, due dates and delivery status for every placement.
Retainer & time tracking
Hours against jobs, live retainer burn and overservicing alerts.
Media billing & invoicing
Media, fees and commissions invoiced from the plan and actuals into Xero or MYOB.
Asset library
Finished creative, logos and brand guidelines filed by client and campaign, easy to find again.
New business pipeline
Leads, pitches, credentials decks and follow-ups tracked from first call to signed retainer.
An agency website that sells
Hand-built, quick on mobile, showing off your work and built to rank for the clients you want.
03The systems
The big ones
Your whole agency, on one system.
These are the systems agencies ask us about most. Each one works on its own and they get properly clever when they're joined up.
Campaign reporting
Month-end reports that write themselves.
Campaign data pulls from every ad platform overnight and drops into reports in your branding. Add a line of commentary, hit approve and it goes to the client on schedule. The hours you used to spend in spreadsheets go back into the work.
- Google Ads, Meta, LinkedIn and TikTok data
- GA4 and conversion data alongside
- Branded report templates per client
- Weekly, monthly or campaign-end schedules
- Account manager commentary before send
- Consistent metric definitions
- Period on period comparisons
- PDF and live link versions
- Internal review step before it goes out
Client dashboards
Clients check their own results.
Every client gets a login to a live dashboard showing their campaigns and nothing else. Spend, results and pacing are always current, so the "how's it going?" emails dry up and your team stops being a data help desk.
- One login per client team
- Live spend, reach and conversions
- Results by channel and campaign
- Budget pacing they can see
- Plain-English notes from the account team
- Approvals and plans in the same portal
- Your agency branding throughout
- Mobile friendly for the boss on the road
Creative approvals
Sign-off without the forty-email thread.
Upload a concept, tag who needs to approve it and comments land pinned to the artwork. Rounds are tracked, versions sit side by side and there's a clear record of who signed off what and when.
- Static, video and copy approvals
- Comments pinned to the exact spot
- Versions compared side by side
- Named approvers in order
- Reminders when approvals stall
- Round counts against the scope
- Signed-off record for every asset
- Works with Frame.io and Adobe files
- Approved files sent to trafficking
Media planning & spend
One media plan. Paced against real spend.
Build the plan with channels, flighting and budgets, get the client to sign it and watch actual spend track against it every day. When a campaign runs hot or cold you hear about it while there's still time to fix it.
- Channels, placements and flighting
- Budgets by month, channel and campaign
- Client sign-off with version history
- Daily pacing against actual spend
- Over and underspend alerts
- Publisher specs and deadlines
- Trafficking checklist per placement
- Plan changes logged and approved
- Feeds straight into media billing
Retainers & billing
Know which clients actually make money.
Time logs against jobs and retainers, so you see burn in real time instead of at the annual review. Media, fees and commissions turn into invoices from the plan and actuals, then flow into Xero or MYOB.
- Time logged against jobs
- Live retainer burn per client
- Overservicing alerts
- Profitability by client and job
- Media recharges from actual spend
- Fees and commissions calculated
- Invoices into Xero or MYOB
- Works alongside Streamtime or Harvest
04How it changes
Before and after
A month-end report, wolloped.
Here's how month-end reporting could change. Every agency is different, so we map yours first.
Before
- Log in to five ad platforms and export CSVs
- Paste it all into a spreadsheet and fix the columns
- Rebuild the charts in the slide template
- Work out why Meta and GA4 disagree
- Email a PDF and hope they read it
- Client replies asking for last week's numbers
After
- Data pulled from every platform overnight
- Report built in the client's template automatically
- Account manager adds two lines of commentary
- Metrics already reconciled with notes
- Report sent on schedule with a live link
- Client checks their dashboard whenever they like
05Services
Everything under one roof
Software, websites and systems for ad agencies.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for ad agencies
Built around how your advertising agency actually runs: automated client reports, cross-platform dashboard and the admin in between, in one system you own.
Websites for ad agencies
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Advertising agency system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for ad agencies
Client portal and creative approvals: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Google Ads, Meta Ads Manager and LinkedIn Campaign Manager so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your advertising agency, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the ad platforms and agency tools you rely on, work alongside the ones you're happy with or replace the ones holding you back.
- Google Ads
- Meta Ads Manager
- LinkedIn Campaign Manager
- TikTok Ads Manager
- Microsoft Advertising
- Google Analytics 4
- Looker Studio
- HubSpot
- Mailchimp
- Streamtime
- Harvest
- Asana
- Slack
- Frame.io
- Adobe Creative Cloud
- Dropbox
- Google Drive
- Xero
- MYOB
- Stripe
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your advertising agency: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit with your account managers, creatives and finance person to see where the hours really go each month.
- 02
Archi-tech
We plan it before writing code: your platforms, clients, reports, approvals, media plans, billing, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually reporting first, so you get a win before the next month-end.
- 04
Look after
We host it, maintain it and keep the platform connections working when the ad networks change things. You call the people who built it.
08Questions
FAQ
Things ad agencies ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can clients see live results?
Yes. Each client can have their own login to a dashboard showing their campaigns and nothing else, updated automatically.
Which ad platforms can you pull data from?
Google Ads, Meta, LinkedIn, TikTok, Microsoft Advertising and GA4 are the usual ones. If a platform has a way to get data out, we can usually connect it.
Can the reports carry our agency branding?
Yes. Reports and dashboards use your branding, with templates per client if you want them.
We already use Streamtime and Looker Studio. Do we have to switch?
No. If a tool is doing its job we build around it and connect to it. If something is holding you back, we'll show you what replacing it would involve before anything changes.
Is client data kept separate?
Yes. Every client only sees their own campaigns, approvals and invoices. Your team gets access based on their role.
How much does an agency system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like automated reports or an approvals tool can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers, keep it secure and keep the platform connections updated. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most ad agencies we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got an advertising agency problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.