Industry: Agencies

Keep the work creative and the back office in order

In one day an agency issues retainer invoices, hands out tasks for two campaigns, gets a message from a new brand on Instagram and receives a supplier's production invoice. Müşavir turns monthly agreements into recurring invoices, projects into tasks tied to the client record, and social channel messages into one inbox.

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Retainer invoices · October

14 clients

Client	Amount	Status
Atlas Cosmetics	90,000 TL	paid
Nehir Café Chain	45,000 TL	sent
Bora Automotive	62,000 TL + 18,000 TL extra	draft
Ada Furniture	25,000 TL	overdue

Ada Furniture: 15 days late, reminder draft awaiting approval

Where money and work slip through at an agency

Retainer invoices are issued by hand each month; a missed month is only noticed when the client asks.
Out-of-scope work is agreed by email and never reaches an invoice.
Tasks are scattered across chat groups, and nobody knows how many hours went into which client.
New business inquiries from Instagram and WhatsApp stay on personal phones.

The Müşavir flow at an agency

01

Inquiries from social channels

Instagram, Facebook, WhatsApp and email messages arrive in one inbox; conversations from ads are recognised and a lead is opened.

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02

Retainer and project quote

The monthly service package and one-off project items are picked from the catalog and the quote is sent as a link.

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03

Sale and scope tracking

The accepted quote becomes a sale; the retainer and extra work are tracked as separate services on it.

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04

Project tasks

Campaign tasks sit on the weekly board, each tied to a client and sale; the monthly content plan opens in one click from a multi-task template.

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05

Recurring invoices and collection

The retainer invoice is prepared on the same day each month; 15 days late, an automation drafts a reminder and opens a task.

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06

Supplier costs

Production, print and media costs post to the supplier's current account; at period end a balance confirmation goes out by link.

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Worked example

Example: a digital agency with 14 retainer clients

In this example 14 clients pay monthly retainers between 25,000 TL and 90,000 TL, 620,000 TL + VAT in total. On the first working day the invoices are ready; the team approves them and issues them through its e-invoice provider. An extra 18,000 TL video job for one client is added to the sale as a separate service and lands on that month's invoice. Figures are illustrative.

Retainer clients (example): 14
Monthly retainer total: 620,000 TL + VAT
Extra work (example): 18,000 TL + VAT
Late-payment automation: Day 15

The pieces an agency needs

Tasks tied to records

Link tasks to a client, sale, quote or invoice; the client card shows all the work done for that client.

Recurring tasks

The monthly report, content calendar approval and ad account check open on their own every month.

Working in foreign currency

USD or EUR quotes and invoices for clients abroad, with the TL equivalent at the current rate.

Client files

Brand guidelines, approved designs and contracts in folders on the client card.

Where the AI helps

Growth and operations assistants

The assistants read invoices, tasks and messages together.

Answers "Which retainer client had the most tasks this month?" from your records.
Drafts first replies to new brand messages waiting in the inbox; they are sent after you approve.
Flags requests that look out of scope and suggests an extra-work quote draft.

Frequently asked questions

Are retainer invoices issued automatically?

The invoice is prepared automatically each month and a person approves it. It is then issued from the panel as an e-invoice or e-archive invoice, through built-in Turkcell e-Dönüşüm or your own integrator.

How do we connect our Instagram and WhatsApp accounts?

The inbox works with your own WhatsApp and Chatwoot account; Instagram and Facebook conversations reach the same list through that connection.

How are freelancer and outsourcing payments tracked?

Freelancers and suppliers are opened as supplier accounts; their invoices post as expenses, payments leave the bank account and the balance shows on the current account.

Can team members use the task board without seeing invoices?

Yes. Permissions are set per module; a designer can have tasks and files open and accounting closed.

Let retainers invoice themselves

Enter your clients and monthly agreements, and approve this month's invoices from one screen.