wollopit Got a problem? →

Marketing agency software: client reporting & approvals

Marketing agencies: reports that build themselves. Every platform, one dashboard.

The first week of every month disappears into exports, screenshots and slide decks. Approvals sit in someone's inbox. Retainers quietly run over. We build automated reporting, client dashboards, approval workflows and agency ops tools for marketing agencies that all talk to each other. Then we host them and look after them.

Tell us what's slowing you down →Try the live demo →Or call0423 011 252

Looking for automated marketing reporting that also runs the rest of the agency?

A marketing agency sells results, but a scary amount of the week goes on proving them. Numbers live in Google Ads, Meta, GA4, Search Console, LinkedIn, TikTok and Klaviyo. Each one gets exported, tidied up and pasted into a template that breaks every time a platform changes its layout. Multiply that by twenty clients and reporting week becomes reporting fortnight. Meanwhile approvals bounce around email and Slack while nobody's quite sure how many hours the big retainer has left.

Wollopit builds custom agency software around how your team actually works. Data gets pulled from every platform automatically into branded reports and live client dashboards. Content goes through a proper approval flow with comments and sign-off on record. New clients hand over access and assets through a checklist instead of fifteen emails. Time, retainers and invoices line up with Xero or MYOB. We connect the tools you already like, replace the ones holding you back and look after the lot on our own servers.

01The problems

What we hear from marketing agencies

Does your marketing agency have these problems? Here's how we'd fix them.

Most agencies we talk to are brilliant at clients' marketing and run their own operations on spreadsheets, templates and late nights. It holds together until a big client asks a hard question.

  • The problemReporting week eats the monthSenior people spend days exporting CSVs, screenshotting charts and pasting numbers into slides for every client.
    How we fix itReports build themselves from live data on a schedule, in your branding. Your team just adds the commentary.
  • The problemData scattered across ten tabsGoogle Ads, Meta, GA4, Search Console, LinkedIn, TikTok and email all report differently and none of them agree.
    How we fix itEvery platform pulled into one place with matched date ranges, consistent naming and blended totals per client.
  • The problemClients don't read the PDFThirty pages of charts go out and the client still rings to ask whether it's actually working.
    How we fix itA one-page summary up front: goals against actuals, what changed and what you're doing next, in plain English.
  • The problemBudgets blow out quietlyAd spend overpaces mid-month and nobody notices until the invoice lands or the campaign stops on the 20th.
    How we fix itSpend pacing across every account with alerts when a client is running hot or cold against budget.
  • The problemApprovals lost in emailFinal_v7_REALLY_FINAL.png, three reply-all threads and a client who swears they never signed off.
    How we fix itAn approval portal with comments on the actual asset, version history and a timestamped sign-off on record.
  • The problemContent calendar in a spreadsheetA shared sheet with colour codes only one person understands. Clients can't see what's going out or when.
    How we fix itA shared content calendar per client with drafts, status, approvals and publish dates all in one view.
  • The problemOnboarding takes weeksChasing logins, ad account access, brand guidelines and logos across fifteen emails before any real work starts.
    How we fix itAn onboarding checklist the client fills in themselves, with access requests, asset uploads and reminders that chase for you.
  • The problemRetainers run over and nobody knowsHours go into the big client every week but the burn only shows up when someone does the maths at quarter end.
    How we fix itTime tracked against each retainer with burn-down bars and an alert at 80% so you can talk scope early.
  • The problemBriefs arrive in every channelRequests by email, text, Slack and a hallway chat. Half of them miss key details and the WIP meeting runs long.
    How we fix itA brief form per job type that lands in a WIP board with owners, due dates and everything the team needs to start.
  • The problemInvoicing is a monthly scrambleRetainers, project fees and passed-through media spend all need to be pieced together before they hit Xero.
    How we fix itInvoices drafted automatically from retainers, approved jobs and media spend, then pushed to Xero or MYOB.
  • The problemFreelancers have the keys to everythingContractors share one login and still have access to client accounts months after the job wrapped up.
    How we fix itRole-based logins per person and per client, with access removed in one click when the work finishes.
02What we build

Solutions

What we build for marketing 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.

01

Automated client reports

Monthly or weekly reports generated from live data in your branding, with a commentary section and scheduled delivery.

02

Live client dashboards

Each client gets a login to see their own numbers any day of the month, not just when the PDF lands.

03

Cross-platform data hub

Google Ads, Meta, GA4, Search Console, LinkedIn, TikTok and email platforms pulled into one tidy dataset.

04

Spend pacing & alerts

Budget tracking across every ad account with alerts for overpacing, underspend and campaigns that stop.

05

Content approval portal

Clients comment on the actual asset, request changes and sign off, with full version history.

06

Shared content calendars

Per-client calendars showing drafts, approvals and publish dates across every channel.

07

Client onboarding

Self-serve checklists for access, logins, brand assets and goals, with automatic chasers.

08

Brief & job intake

Brief forms per job type that drop straight into the WIP board with owners and due dates.

09

WIP & project board

Every job across every client on one board, ready for Monday's WIP meeting.

10

Time tracking & retainer burn

Hours logged against clients and retainers, with burn-down bars and early warning alerts.

11

Agency profitability

Hours, fees and media margin per client so you know which accounts actually make money.

12

Retainer & media invoicing

Invoices built from retainers, jobs and passed-through spend, then pushed to Xero or MYOB.

13

Proposals & contracts

Proposal templates with scope and pricing options, signed through DocuSign and turned into a new client automatically.

14

Team & freelancer access

Role-based logins per person and per client, with access switched off in one click.

15

An agency website that converts

Hand-built, quick on mobile, with case study pages you write yourself and enquiries piped into HubSpot.

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.

Client reporting

Reporting week, gone. The reports build themselves.

Data gets pulled from every platform on a schedule and dropped into a report in your branding. Your team writes the two paragraphs that matter and hits send. No exports, no screenshots, no broken templates.

  • Pulls from Google Ads, Meta, GA4 and more
  • Branded templates per client
  • Scheduled weekly or monthly runs
  • Goals against actuals up front
  • Commentary section for the account lead
  • Month on month and year on year
  • Blended totals across channels
  • PDF or live link delivery
  • Internal review before it goes out
  • Report history for every client

Dashboards & pacing

Every platform, one dashboard.

Live dashboards for your team and a client login so they can check their own numbers any day of the month. Spend pacing sits across every ad account so a runaway campaign gets caught on day eight instead of day thirty.

  • Live dashboard per client
  • Client logins that only see their own data
  • Spend pacing against monthly budgets
  • Alerts for overpacing and underspend
  • Campaign stopped or disapproved alerts
  • Leads and conversions by channel
  • Cost per lead trends
  • Agency-wide overview for the directors
  • Your branding on every screen
  • Works on phones and big screens

Approvals & content

Sign-off on record, not lost in someone's inbox.

Clients see their content calendar, comment directly on the asset and approve with one click. Every version and every comment is kept, so nobody argues about who said yes to what.

  • Shared content calendar per client
  • Comments pinned on the asset
  • Version history for every draft
  • One-click approve or request changes
  • Timestamped sign-off records
  • Reminders when approvals stall
  • Multiple approvers per client
  • Copy, design and video in one flow
  • Approved posts ready to schedule
  • Status view for the whole team

Onboarding & briefs

New clients ready to go in days, not weeks.

A signed proposal kicks off an onboarding checklist the client works through themselves. Access requests, logins, brand assets and goals all land in one place while the chasing happens automatically. Briefs come in the same way.

  • Proposal signed through DocuSign
  • Self-serve onboarding checklist
  • Ad account and analytics access steps
  • Brand guidelines and asset uploads
  • Goals and KPIs captured up front
  • Automatic chasers for missing items
  • Brief forms per job type
  • Briefs straight into the WIP board
  • Kick-off tasks created for the team
  • Client record synced to HubSpot

Time, retainers & invoicing

Know which clients actually make you money.

Hours get logged against each client and retainer with a burn-down everyone can see. Invoices get drafted from retainers, approved jobs and media spend, then land in Xero or MYOB ready to send.

  • Quick time entry on desktop or phone
  • Hours against retainers and jobs
  • Retainer burn-down bars
  • Alert at 80% of retainer hours
  • Out of scope work flagged
  • Profitability per client
  • Media spend and margin tracked
  • Invoices drafted automatically
  • Pushed to Xero or MYOB
  • Utilisation per team member
04How it changes

Before and after

Reporting week, wolloped.

Here's how the first week of the month could change. Every agency is different, so we map yours first.

Before

  1. Log in to six platforms for every client
  2. Export CSVs and fix the date ranges
  3. Screenshot charts and paste them into slides
  4. Find out a campaign overspent two weeks ago
  5. Email the PDF and hope someone reads it
  6. Repeat for twenty clients

After

  1. Data pulled from every platform overnight
  2. Draft reports waiting in your branding
  3. Pacing alerts already caught the overspend
  4. Account leads add two paragraphs of commentary
  5. Reports send on schedule with a live dashboard link
  6. Senior people back on actual client work
05Services

Everything under one roof

Software, websites and systems for marketing 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 marketing agencies

Built around how your marketing agency actually runs: automated client reports, live client dashboards and the admin in between, in one system you own.

Websites for marketing agencies

Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.

Marketing 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 marketing agencies

Cross-platform data hub and spend pacing & alerts: customer and staff portals that work on any phone without an app store.

Integrations and automation

We connect Google Ads, Meta Ads Manager and Google Analytics 4 so information moves on its own and nobody retypes it.

Hosting, support and care

Managed hosting, updates, backups and security for your marketing agency, looked after by the people who built it.

06Integrations

Connections

Plays nicely with what you already use.

We connect to the platforms your clients run on and the tools your team already uses. We work alongside the ones you're happy with or replace the ones holding you back.

  • Google Ads
  • Meta Ads Manager
  • Google Analytics 4
  • Google Search Console
  • LinkedIn Ads
  • TikTok Ads
  • Looker Studio
  • Semrush
  • HubSpot
  • Mailchimp
  • Klaviyo
  • Shopify
  • Xero
  • MYOB
  • Asana
  • Monday.com
  • Slack
  • Google Workspace
  • Microsoft 365
  • DocuSign
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 marketing agency: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.

  1. 01

    Think

    We sit in on reporting week, a WIP meeting and an onboarding, then work out where your team's hours are really going.

  2. 02

    Archi-tech

    We plan it before writing code: your platforms, report formats, approval flows, retainers, client logins, hosting and cost.

  3. 03

    Build

    Real engineering, shown to you early and often. Usually reporting first, so you feel the win before next month's reports are due.

  4. 04

    Look after

    We host it, maintain it and keep the platform connections working as APIs change. When something breaks you call the people who built it.

08Questions

FAQ

Things marketing agencies ask us.

Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.

Which platforms can it pull data from?

Most ad, analytics, social and email platforms with an API, including Google Ads, Meta, GA4, Search Console, LinkedIn, TikTok, Mailchimp and Klaviyo. We check your full stack first and tell you straight if anything can't be connected.

Will the reports and dashboards be in our branding?

Yes. Your logo, colours and fonts on every report and client login. Clients see your agency, not ours.

Can our team still add commentary?

Yes. The numbers build themselves but every report has space for the account lead to explain what happened and what's next. That's the bit clients actually value.

We already use Looker Studio or a reporting tool. Do we have to switch?

No. If something is doing its job we build around it and connect it to the approvals, time tracking and invoicing side. If it's holding you back, we'll show you what replacing it would involve before anything changes.

Can clients only see their own data?

Yes. Every client login is locked to their own accounts and reports. Team and freelancer access is set per person and can be removed in one click.

Can it work with Xero or MYOB?

Yes. Retainers, project fees and passed-through media spend can be drafted as invoices and pushed into Xero or MYOB for you to check and send.

How much does it 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 an approval portal or onboarding checklist can be quick. Bigger systems are planned in stages so you get the first win early, usually automated reports, instead of waiting for everything at once.

What happens when a platform changes its API?

We look after that. Platforms change things regularly so we monitor the connections and update them as part of looking after your system.

Who looks after it once it's built?

We do. We host it on our own managed servers and keep it updated and secure. 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 marketing 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 a marketing 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.

Call0423 011 252 Emailprojects@wollopit.com.au
I've got

We also build for