Industries Professional servicesMarketing agency

CRM for marketing agenciesWin the work, deliver it, and get paid on time.

Deals, proposals, signed work, project boards, client requests and invoices in one place. Duke follows up proposals that went quiet, flags retainers coming up for renewal and chases what's overdue.

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Duke at your agency

Duke keeps the pipeline warm while the team ships.

He answers prospects on WhatsApp from your own facts and prices, books discovery calls with an account manager and drafts follow-ups for proposals that went quiet. Clients who need a person get one, and every email waits for your approval.

Who decides

On its own, by your ruleDuke on duty does it for the customer who wrote, once you switch that action on.
Waits for your approvalHe prepares it and shows a one-line preview. Nothing changes until you approve.
Just answersReading needs no approval, and he sees only what the person asking may see.
Checked every morningGoals are measured every morning, with a forecast.

Meet Duke

A day with DukeA Tuesday at a Dublin web and marketing agencyWorking

7:00Measured the discovery calls goal14 discovery calls by 31 Oct: 9 booked so far, on pace for 15.Checked every morning
8:20Drafted three proposal follow-upsProposals quiet for five days, each note written from that client's brief.Waits for your approval
10:05Booked a discovery call on WhatsAppA Rathmines physio asked what a 10-page site costs. Wednesday 10:00 with Ciarán.On its own, by your rule
13:40Filled in a client briefOrla's reply gave her budget, launch month and goals. Saved to her Client brief.On its own, by your rule
16:15Passed an unhappy client to Priya“Not happy” is one of your handover words, so Priya took the chat with the reason.On its own, by your rule

An example day. Names and numbers are made up.

Duke does this for you

Waits for your approval

Quiet proposals get a nudge.

Each morning an agent finds proposals with no answer after five days and drafts a personal follow-up from the client's brief, ready for the account manager to approve.

Proposal follow-ups agent3 proposals have had no answer for 5 days or more. I've drafted a follow-up for each.

Waiting for your approvalSend email to Saoirse Nolan · “Your new website proposal”ApproveNot now

On its own, by your rule

Prospects priced and booked on WhatsApp.

Duke answers from your facts and price list, asks the questions you set (what they need, budget, timing) and books a free discovery call in an account manager's free time.

EmerHow much is a new website? About 10 pages, with online booking.

Duke on WhatsAppOur website builds start from €8,000, depending on pages and features. Shall I book a free discovery call? Wednesday 10:00 or Thursday 14:30.

EmerWednesday works

Booked · Discovery call, Wed 10:00

Just answers

Retainers renewing, before they lapse.

Ask which retainers renew in the next 45 days. Duke reads your Retainers page and lists each one with its monthly fee, renewal date and account manager.

Retainers renewing · next 45 days

Kavanagh Interiors · SEO€2,400/mo12 Nov

Liffey Coffee Roasters · Paid ads€3,800/mo28 Nov

Brady Bikes · SEO and paid ads€4,500/mo3 Dec

Waits for your approval

Late invoices, split if it helps.

Duke lists invoices past due with the days late, drafts a reminder from your template and can propose splitting a large balance into monthly parts, each waiting for your yes.

Which invoices are more than 30 days overdue?

DukeTwo: Fitzgerald Tours, €6,150 at 41 days, and Quinn Dental, €2,952 at 33 days.

Waiting for your approvalCreate a payment plan for €6,150 in 3 monthly parts for Fitzgerald ToursApproveNot now

A small team planning with sticky notes on a whiteboard

Home for Harbour Digital: overdue invoices to follow up, a client asking for a person about a launch, and messages ready for approval

Live demoHarbour Digital, Dublin: about 60 deals, proposals, retainers, projects and months of history

The apps agencies use

Set up for an agency: clients, proposals, projects.

An agency starts with deals, proposals, project boards, client requests and invoices, plus roles for account managers, the team and finance.

CRM Sales Projects Invoicing Help desk Bookings Doc search Email Duke on duty AI agents Goals Insights Custom pages Automations

Deals

From enquiry to won, on one board.

Enquiry, discovery call, proposal sent, negotiation, won. A second pipeline tracks retainer renewals. Each deal shows its value and whether its next step is late.

Drag deals between stages
Discovery calls booked as appointments
Lost deals keep the reason

Proposals

Proposals that become signed work.

Build a proposal from your services with prices and VAT included. When the client accepts, it becomes an order with the same lines, ready to deliver.

Numbered Q-0001 and SO-0001
Sent, accepted and declined at a glance
Per-line discounts

Proposal Q-0037: SEO retainer and set-up lines, VAT included, with Accepted and Declined buttons

Projects

A board for every client project.

Backlog, in progress, review, done: or your own columns. Tasks have an owner and a due date, and overdue ones show on the project list.

Projects linked to the client
Duke can move tasks and add new ones, once you approve

A project board with Backlog, In progress, Review and Done columns, tasks, assignees and due dates

Retainers

Retainers you'll never forget to renew.

A ready-made retainers page keeps the service, monthly fee, renewal date and account manager. Up for renewal is plain to see.

Monthly retainer invoices with part payments
Payment reminders by email, ready-made

Retainers table with service, monthly fee, renewal date and status

Ready-made pages

Briefs, campaign results, retainers.

An agency starts with ready-made pages, linked to clients. Change the fields or add your own by asking Duke.

Client briefsCampaign resultsRetainers

Walk around our sample marketing agency.

Harbour Digital has deals, proposals, retainers billed monthly, project boards, client requests and months of history. Sign in as the owner, an account manager, a team member or finance.

Try the live demo

Ask Duke

Try these in Harbour Digital, our live demo, signed in as the owner.

“Which proposals have had no answer for a week?”“What's overdue on the Kavanagh Interiors website project?”“Draft a reminder for clients with invoices over 30 days late.”

Bring SmartDuke to your agency.

We set it up with your services, rates, pipeline, team and client list. Tell us how your agency works, or open the demo first.

Start free

Or email support@smartduke.com

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