Run the agency without another seat of Monday and another Airtable base.
Client tracker, retainers, approvals, delivery status, and the admin around invoicing — in one workspace you shape yourself. You use the AI. We do not staff a build team for you.
- 7-day trial
- No credit card
- Cancel anytime
Your agency runs on four tools and none of them fit
The deal is in the CRM. The scope is in a doc. The delivery board is in Monday, shaped like someone else's process. The retainer usage is in a spreadsheet that one person maintains. Invoicing pulls from all four, by hand, on the last Friday of the month.
Every one of those tools charges you per seat, so the contractor you add for a six-week project costs you three separate licences. And when you win a client who works differently, none of it bends — so someone starts a side spreadsheet, and now there are five tools.
Appaca is the workspace where you build those tools yourself, shaped around how your agency actually delivers. The database is included, the AI agents run on your own client data, and the pricing does not move when your headcount does.
The first three things agencies build
Clone any of these into your workspace and change the fields, stages, and rules to match how you run accounts.
Client and retainer tracker
Accounts, owners, retainer terms, and status in one record. This is the app that usually replaces a CRM plus a spreadsheet plus a project board.
Client approval workflow
Work goes out for sign-off, the decision is recorded, and the trail stays attached to the account. No screenshotting a Slack message into a folder.
Monthly client report
The AI agent assembles the monthly account report from the records your team already keeps, so account managers stop rebuilding it by hand.
Built for the person running the agency, not the client's IT department
You know what the process should be. This is the part that turns it into software you own.
One client record, end to end
Pipeline, scope, contacts, retainer terms, and delivery status in one place instead of a CRM for sales and a project tool for the work.
Retainers you can actually see
Track what each retainer covers, what has been used this month, and which accounts are quietly over-servicing before the margin disappears.
Client approvals without the email chain
Send work for sign-off, record the decision, and keep the trail. No more hunting for the message where the client said yes.
Delivery status your team updates once
Build the board around your actual stages, not the ones your project tool shipped with. Change the stages yourself when the process changes.
AI agents on your own admin
Draft the status update, summarise the call notes, prepare the monthly report. You configure the agent; it runs on your client data.
Client context in one workspace
Briefs, brand rules, credentials policy, and decisions live next to the work, so a new account manager can pick up an account without a handover call.
No per-seat tax on your own team
Flat workspace pricing. Adding a contractor for one project does not mean buying another Monday seat and another Airtable seat.
Change it yourself, mid-quarter
When you win a different kind of client, describe the change. You do not file a request with anyone, including us.
Everything you need to run the agency in one workspace
The database, the AI, the automations, and the team access are all included, so the tools you build stay yours to change.
Teach the AI how your agency works
Upload your service definitions, scoping rules, brand guidelines, and delivery playbooks so the Appaca agent and your apps work from your agency's actual context, not a generic template.
Keep client data in the tools you built
Every workspace includes a secured database and file storage, so client records, briefs, approvals, and delivery history live inside your own apps rather than scattered across four subscriptions.
Build the tracker from a description
Describe your accounts, retainer terms, stages, and role-based views in plain language. Appaca builds the first version, and you refine it as the agency changes shape.
Automate the monthly admin
Use the scheduler to chase approvals, flag retainers running hot, assemble account reports, and prepare the numbers your invoicing runs on.
Give the team and contractors the right access
Invite account managers, designers, and freelancers with role-based permissions so each person sees the accounts they are working on and nothing else.
Connect the stack you are keeping
Securely connect the tools you are not replacing, so data can flow into your agency's workspace without a full process reset.
Related pages
If you are looking for something more specific.
FAQs
Yes. That is exactly what this page is for. You use Appaca to run your agency: the client tracker, the retainer records, the approvals, the delivery board, and the invoicing admin around them. If you also want to build tools for a client inside their own workspace, you can, but that is not the point of this page.
No. You use the AI. We do not staff a build team for you. You describe the tracker, the retainer view, or the approval flow you need and Appaca builds it, then you change it yourself whenever your process changes. There is no delivery team on our side and no statement of work.
Usually the client tracker, because it is the thing currently split across a CRM, a spreadsheet, and a project tool. After that it is normally retainer usage, then client approvals, then whatever monthly reporting your account managers are assembling by hand.
Often it replaces the seats you are paying for on two of the three. Appaca includes the database, so there is no Airtable base underneath, and the boards are shaped around your stages rather than a template. Keep whichever tool is genuinely doing a job you do not want to move.
Yes. You can separate client records and control who on your team sees which accounts, so freelancers and contractors only see the work they are on.
Flat per workspace, not per seat, on a 7-day trial with no credit card. That matters most for agencies, because headcount moves with the project pipeline and per-seat tools punish you for it.
Run the agency in one workspace
Describe the client tracker, the retainer view, or the approval flow you are currently doing by hand. You build it, you change it, you own it.
- 7-day trial
- No credit card
- Cancel anytime