Digital Marketing Agency HQ
Digital marketing agencies and growth studios
Clients, retainers, campaigns, deliverables and monthly reports for a marketing agency.
Use this templateDigital Marketing Agency HQ
Everything the agency runs on, in one place: clients and their retainers, campaigns, the deliverables inside them, time logged and the monthly reports owed. Start with the Dashboard each Monday, then work the Overdue and Mine views. Check Hours used on every client before agreeing extra work.
Dashboard
Monthly reporting routine
Client onboarding checklist
Retainer hours and scope rules
Weekly team rhythm
Clients
The brands the agency runs programs for, with their retainer terms.
| Client | Status | Industry | Contact email | Website | Client since | Monthly retainer (USD) |
|---|---|---|---|---|---|---|
| Cedar & Stone Outfitters | Active | marketing@cedarstoneoutfit.net | https://cedarstoneoutfit.net | Aug 24, 2025 | $6,500 | |
| Harbor Lane Bistro Group | Active | owner@harborlanebistro.net | https://harborlanebistro.net | Dec 22, 2025 | $4,200 | |
| Brightwater Plumbing | Active | office@brightwaterplumb.net | https://brightwaterplumb.net | Apr 21, 2026 | $3,800 | |
| Pulse Studio Fitness | Active | hello@pulsestudiofit.net | https://pulsestudiofit.net | Apr 26, 2025 | $5,200 | |
| Fernhill Dental Partners | Onboarding | admin@fernhilldental.net | https://fernhilldental.net | Sep 28, 2026 | $4,800 | |
| Lumen Ledger Software | Active | growth@lumenledger.net | https://lumenledger.net | Feb 10, 2026 | $9,000 | |
| Greenroots Food Cooperative | Paused | team@greenrootscoop.net | https://greenrootscoop.net | Feb 15, 2025 | $2,400 | |
| Tallpine Roofing | Prospect | info@tallpineroofing.net | https://tallpineroofing.net | — | — |
Campaigns
Each program the agency runs for a client.
| Campaign | Status | Channel | Starts | Ends | Ad budget (USD) | Spend to date (USD) |
|---|---|---|---|---|---|---|
| Spring trail collection launch | Live | Sep 23, 2026 | Nov 7, 2026 | $9,000 | $5,100 | |
| Branded search defence | Live | Jun 20, 2026 | Dec 17, 2026 | $6,000 | $3,900 | |
| Happy hour email series | Live | Sep 8, 2026 | Nov 2, 2026 | $0 | $0 | |
| Emergency repair local search | Live | Aug 19, 2026 | Nov 17, 2026 | $7,500 | $5,200 | |
| January membership drive | Reporting | Aug 9, 2026 | Oct 10, 2026 | $8,000 | $7,850 | |
| Site relaunch SEO plan | In production | Oct 4, 2026 | Jan 1, 2027 | $0 | $0 | |
| Product-led trial nurture | Live | Jul 20, 2026 | Dec 2, 2026 | $0 | $0 | |
| Content hub buildout | In production | Sep 18, 2026 | Dec 17, 2026 | $0 | $0 |
Deliverables
The pieces of work inside a campaign, from ad sets to landing pages.
| Deliverable | Status | Kind | Due | Estimate (hours) | Campaign | Owner |
|---|---|---|---|---|---|---|
| Trail collection hero ad set (6 variants) | In progress | Oct 14, 2026 | 14 | Spring trail collection launch | Tomas Vilhelmsen | |
| Retargeting audience rebuild | To do | Oct 21, 2026 | 6 | Spring trail collection launch | Tomas Vilhelmsen | |
| Brand terms negative keyword review | Done | Oct 9, 2026 | 4 | Branded search defence | Tomas Vilhelmsen | |
| Weekly happy hour email #4 | In review | Oct 19, 2026 | 5 | Happy hour email series | Dale Whitcombe | |
| Weekly happy hour email #5 | To do | Oct 26, 2026 | 5 | Happy hour email series | Dale Whitcombe | |
| Emergency call-extension copy test | In progress | Oct 15, 2026 | 8 | Emergency repair local search | Tomas Vilhelmsen | |
| Final results deck inputs | To do | Oct 20, 2026 | 6 | January membership drive | Rosalind Achterberg | |
| Technical SEO crawl and fixes list | In progress | Oct 15, 2026 | 16 | Site relaunch SEO plan | Priya Venkataraman |
Time entries
Hours logged against clients and campaigns, the source of every retainer figure.
| What was done | Date | Hours | Client | Campaign | Person | Billable |
|---|---|---|---|---|---|---|
| Ad set build and QA | Oct 17, 2026 | 3.5 | Cedar & Stone Outfitters | Spring trail collection launch | Tomas Vilhelmsen | Yes |
| Weekly client call and notes | Oct 16, 2026 | 1 | Cedar & Stone Outfitters | — | Rosalind Achterberg | Yes |
| Search term mining | Oct 15, 2026 | 2.5 | Brightwater Plumbing | Emergency repair local search | Tomas Vilhelmsen | Yes |
| Email design and QA | Oct 17, 2026 | 4 | Harbor Lane Bistro Group | Happy hour email series | Dale Whitcombe | Yes |
| Crawl audit write-up | Oct 16, 2026 | 5 | Fernhill Dental Partners | Site relaunch SEO plan | Priya Venkataraman | Yes |
| Trial nurture sequence edits | Oct 14, 2026 | 3 | Lumen Ledger Software | Product-led trial nurture | Dale Whitcombe | Yes |
| Pillar article draft | Oct 15, 2026 | 6 | Lumen Ledger Software | Content hub buildout | Priya Venkataraman | Yes |
| Product feed fixes | Oct 17, 2026 | 2 | Marigold Pet Supply | Autumn dog-food bundle push | Tomas Vilhelmsen | Yes |
Monthly reports
The report owed to each client every month.
| Monthly report | Status | Client | Due | Sent | Author | Added |
|---|---|---|---|---|---|---|
| Cedar & Stone: last month results | Drafting | Cedar & Stone Outfitters | Oct 20, 2026 | — | Rosalind Achterberg | — |
| Harbor Lane: last month results | Not started | Harbor Lane Bistro Group | Oct 22, 2026 | — | Rosalind Achterberg | — |
| Brightwater: last month results | Client review | Brightwater Plumbing | Oct 17, 2026 | — | Tomas Vilhelmsen | — |
| Pulse Studio: January drive wrap-up | Drafting | Pulse Studio Fitness | Oct 15, 2026 | — | Rosalind Achterberg | — |
| Lumen Ledger: last month results | Sent | Lumen Ledger Software | Oct 12, 2026 | Oct 13, 2026 | Imani Okafor-Brandt | — |
| Marigold Pets: last month results | Not started | Marigold Pet Supply | Oct 24, 2026 | — | Rosalind Achterberg | — |
| Summit Peak: last month results | Sent | Summit Peak Climbing Gym | Oct 10, 2026 | Oct 11, 2026 | Rosalind Achterberg | — |
| Greenroots: pause summary | Sent | Greenroots Food Cooperative | Sep 23, 2026 | Sep 24, 2026 | Rosalind Achterberg | — |
The agency at a glance. Charts read from the live tables, so they move as the team logs time and updates statuses.
| Campaign | Status | Channel | Starts | Ends | Ad budget (USD) | Spend to date (USD) |
|---|---|---|---|---|---|---|
| Spring trail collection launch | Live | Sep 23, 2026 | Nov 7, 2026 | $9,000 | $5,100 | |
| Branded search defence | Live | Jun 20, 2026 | Dec 17, 2026 | $6,000 | $3,900 | |
| Happy hour email series | Live | Sep 8, 2026 | Nov 2, 2026 | $0 | $0 | |
| Emergency repair local search | Live | Aug 19, 2026 | Nov 17, 2026 | $7,500 | $5,200 | |
| January membership drive | Reporting | Aug 9, 2026 | Oct 10, 2026 | $8,000 | $7,850 | |
| Site relaunch SEO plan | In production | Oct 4, 2026 | Jan 1, 2027 | $0 | $0 | |
| Product-led trial nurture | Live | Jul 20, 2026 | Dec 2, 2026 | $0 | $0 | |
| Content hub buildout | In production | Sep 18, 2026 | Dec 17, 2026 | $0 | $0 |
| Campaign | Status | Channel | Starts | Ends | Ad budget (USD) | Spend to date (USD) |
|---|---|---|---|---|---|---|
| Spring trail collection launch | Live | Sep 23, 2026 | Nov 7, 2026 | $9,000 | $5,100 | |
| Branded search defence | Live | Jun 20, 2026 | Dec 17, 2026 | $6,000 | $3,900 | |
| Happy hour email series | Live | Sep 8, 2026 | Nov 2, 2026 | $0 | $0 | |
| Emergency repair local search | Live | Aug 19, 2026 | Nov 17, 2026 | $7,500 | $5,200 | |
| January membership drive | Reporting | Aug 9, 2026 | Oct 10, 2026 | $8,000 | $7,850 | |
| Site relaunch SEO plan | In production | Oct 4, 2026 | Jan 1, 2027 | $0 | $0 | |
| Product-led trial nurture | Live | Jul 20, 2026 | Dec 2, 2026 | $0 | $0 | |
| Content hub buildout | In production | Sep 18, 2026 | Dec 17, 2026 | $0 | $0 |
| What was done | Date | Hours | Client | Campaign | Person | Billable |
|---|---|---|---|---|---|---|
| Ad set build and QA | Oct 17, 2026 | 3.5 | Cedar & Stone Outfitters | Spring trail collection launch | Tomas Vilhelmsen | Yes |
| Weekly client call and notes | Oct 16, 2026 | 1 | Cedar & Stone Outfitters | — | Rosalind Achterberg | Yes |
| Search term mining | Oct 15, 2026 | 2.5 | Brightwater Plumbing | Emergency repair local search | Tomas Vilhelmsen | Yes |
| Email design and QA | Oct 17, 2026 | 4 | Harbor Lane Bistro Group | Happy hour email series | Dale Whitcombe | Yes |
| Crawl audit write-up | Oct 16, 2026 | 5 | Fernhill Dental Partners | Site relaunch SEO plan | Priya Venkataraman | Yes |
| Trial nurture sequence edits | Oct 14, 2026 | 3 | Lumen Ledger Software | Product-led trial nurture | Dale Whitcombe | Yes |
| Pillar article draft | Oct 15, 2026 | 6 | Lumen Ledger Software | Content hub buildout | Priya Venkataraman | Yes |
| Product feed fixes | Oct 17, 2026 | 2 | Marigold Pet Supply | Autumn dog-food bundle push | Tomas Vilhelmsen | Yes |
| Deliverable | Status | Kind | Due | Estimate (hours) | Campaign | Owner |
|---|---|---|---|---|---|---|
| Trail collection hero ad set (6 variants) | In progress | Oct 14, 2026 | 14 | Spring trail collection launch | Tomas Vilhelmsen | |
| Retargeting audience rebuild | To do | Oct 21, 2026 | 6 | Spring trail collection launch | Tomas Vilhelmsen | |
| Brand terms negative keyword review | Done | Oct 9, 2026 | 4 | Branded search defence | Tomas Vilhelmsen | |
| Weekly happy hour email #4 | In review | Oct 19, 2026 | 5 | Happy hour email series | Dale Whitcombe | |
| Weekly happy hour email #5 | To do | Oct 26, 2026 | 5 | Happy hour email series | Dale Whitcombe | |
| Emergency call-extension copy test | In progress | Oct 15, 2026 | 8 | Emergency repair local search | Tomas Vilhelmsen | |
| Final results deck inputs | To do | Oct 20, 2026 | 6 | January membership drive | Rosalind Achterberg | |
| Technical SEO crawl and fixes list | In progress | Oct 15, 2026 | 16 | Site relaunch SEO plan | Priya Venkataraman |
| Client | Status | Industry | Contact email | Website | Client since | Monthly retainer (USD) |
|---|---|---|---|---|---|---|
| Cedar & Stone Outfitters | Active | marketing@cedarstoneoutfit.net | https://cedarstoneoutfit.net | Aug 24, 2025 | $6,500 | |
| Harbor Lane Bistro Group | Active | owner@harborlanebistro.net | https://harborlanebistro.net | Dec 22, 2025 | $4,200 | |
| Brightwater Plumbing | Active | office@brightwaterplumb.net | https://brightwaterplumb.net | Apr 21, 2026 | $3,800 | |
| Pulse Studio Fitness | Active | hello@pulsestudiofit.net | https://pulsestudiofit.net | Apr 26, 2025 | $5,200 | |
| Fernhill Dental Partners | Onboarding | admin@fernhilldental.net | https://fernhilldental.net | Sep 28, 2026 | $4,800 | |
| Lumen Ledger Software | Active | growth@lumenledger.net | https://lumenledger.net | Feb 10, 2026 | $9,000 | |
| Greenroots Food Cooperative | Paused | team@greenrootscoop.net | https://greenrootscoop.net | Feb 15, 2025 | $2,400 | |
| Tallpine Roofing | Prospect | info@tallpineroofing.net | https://tallpineroofing.net | — | — |
| Monthly report | Status | Client | Due | Sent | Author | Added |
|---|---|---|---|---|---|---|
| Cedar & Stone: last month results | Drafting | Cedar & Stone Outfitters | Oct 20, 2026 | — | Rosalind Achterberg | — |
| Harbor Lane: last month results | Not started | Harbor Lane Bistro Group | Oct 22, 2026 | — | Rosalind Achterberg | — |
| Brightwater: last month results | Client review | Brightwater Plumbing | Oct 17, 2026 | — | Tomas Vilhelmsen | — |
| Pulse Studio: January drive wrap-up | Drafting | Pulse Studio Fitness | Oct 15, 2026 | — | Rosalind Achterberg | — |
| Lumen Ledger: last month results | Sent | Lumen Ledger Software | Oct 12, 2026 | Oct 13, 2026 | Imani Okafor-Brandt | — |
| Marigold Pets: last month results | Not started | Marigold Pet Supply | Oct 24, 2026 | — | Rosalind Achterberg | — |
| Summit Peak: last month results | Sent | Summit Peak Climbing Gym | Oct 10, 2026 | Oct 11, 2026 | Rosalind Achterberg | — |
| Greenroots: pause summary | Sent | Greenroots Food Cooperative | Sep 23, 2026 | Sep 24, 2026 | Rosalind Achterberg | — |
Deliverables overdue
| Deliverable | Status | Kind | Due | Estimate (hours) | Campaign | Owner |
|---|---|---|---|---|---|---|
| Trail collection hero ad set (6 variants) | In progress | Oct 14, 2026 | 14 | Spring trail collection launch | Tomas Vilhelmsen | |
| Retargeting audience rebuild | To do | Oct 21, 2026 | 6 | Spring trail collection launch | Tomas Vilhelmsen | |
| Brand terms negative keyword review | Done | Oct 9, 2026 | 4 | Branded search defence | Tomas Vilhelmsen | |
| Weekly happy hour email #4 | In review | Oct 19, 2026 | 5 | Happy hour email series | Dale Whitcombe | |
| Weekly happy hour email #5 | To do | Oct 26, 2026 | 5 | Happy hour email series | Dale Whitcombe | |
| Emergency call-extension copy test | In progress | Oct 15, 2026 | 8 | Emergency repair local search | Tomas Vilhelmsen | |
| Final results deck inputs | To do | Oct 20, 2026 | 6 | January membership drive | Rosalind Achterberg | |
| Technical SEO crawl and fixes list | In progress | Oct 15, 2026 | 16 | Site relaunch SEO plan | Priya Venkataraman |
Reports waiting on us
| Monthly report | Status | Client | Due | Sent | Author | Added |
|---|---|---|---|---|---|---|
| Cedar & Stone: last month results | Drafting | Cedar & Stone Outfitters | Oct 20, 2026 | — | Rosalind Achterberg | — |
| Harbor Lane: last month results | Not started | Harbor Lane Bistro Group | Oct 22, 2026 | — | Rosalind Achterberg | — |
| Brightwater: last month results | Client review | Brightwater Plumbing | Oct 17, 2026 | — | Tomas Vilhelmsen | — |
| Pulse Studio: January drive wrap-up | Drafting | Pulse Studio Fitness | Oct 15, 2026 | — | Rosalind Achterberg | — |
| Lumen Ledger: last month results | Sent | Lumen Ledger Software | Oct 12, 2026 | Oct 13, 2026 | Imani Okafor-Brandt | — |
| Marigold Pets: last month results | Not started | Marigold Pet Supply | Oct 24, 2026 | — | Rosalind Achterberg | — |
| Summit Peak: last month results | Sent | Summit Peak Climbing Gym | Oct 10, 2026 | Oct 11, 2026 | Rosalind Achterberg | — |
| Greenroots: pause summary | Sent | Greenroots Food Cooperative | Sep 23, 2026 | Sep 24, 2026 | Rosalind Achterberg | — |
Renewing in the next 30 days
| Client | Status | Industry | Contact email | Website | Client since | Monthly retainer (USD) |
|---|---|---|---|---|---|---|
| Cedar & Stone Outfitters | Active | marketing@cedarstoneoutfit.net | https://cedarstoneoutfit.net | Aug 24, 2025 | $6,500 | |
| Harbor Lane Bistro Group | Active | owner@harborlanebistro.net | https://harborlanebistro.net | Dec 22, 2025 | $4,200 | |
| Brightwater Plumbing | Active | office@brightwaterplumb.net | https://brightwaterplumb.net | Apr 21, 2026 | $3,800 | |
| Pulse Studio Fitness | Active | hello@pulsestudiofit.net | https://pulsestudiofit.net | Apr 26, 2025 | $5,200 | |
| Fernhill Dental Partners | Onboarding | admin@fernhilldental.net | https://fernhilldental.net | Sep 28, 2026 | $4,800 | |
| Lumen Ledger Software | Active | growth@lumenledger.net | https://lumenledger.net | Feb 10, 2026 | $9,000 | |
| Greenroots Food Cooperative | Paused | team@greenrootscoop.net | https://greenrootscoop.net | Feb 15, 2025 | $2,400 | |
| Tallpine Roofing | Prospect | info@tallpineroofing.net | https://tallpineroofing.net | — | — |
How to read the numbers
A report is what keeps a retainer renewed. Clients rarely remember the work, they remember the story you told about it.
When it happens
Start on the second working day of the month, once ad platforms have settled their final numbers.
Every report row in the Monthly reports table is due by the fifth working day. Drafting beyond that needs the account manager to tell the client.
Build it in five steps
Open the client row and read Hours used this month and Campaigns live.
Pull the spend and result figures from each channel into the report row's Numbers section.
Write the headline last. It should say what changed and why in one sentence.
List what shipped from the Deliverables table, using the Done filter for that client.
Write the recommendation: one thing to start, one to stop, one decision you need from them.
Before you send
Numbers match the platform screens, not last month's copy
Hours used is shown against hours included
Every recommendation names who decides and by when
A second person read the headline
After sending
Press Mark sent on the report row so the client's Reports owed count drops, then log any follow-up questions as deliverables.
The first thirty days decide whether a client sees you as a vendor or a partner. Treat access as the first deliverable.
Week one
Contract and retainer terms entered on the client row (fee, hours included, renewal date)
Kickoff call held; notes saved in the client page
Access requested: ad accounts, analytics, tag manager, email platform, CMS
Shared folder created and the client contact told where assets go
First campaign row created with a goal that has a number in it
Weeks two and three
Audit the tracking before spending money: do conversions fire once, with the right value?
Agree the reporting day and who receives the report.
Set the weekly call and put the standing agenda in the client page.
Week four
Send a short first-month note: what was learned, what is planned, what is needed from them.
Review hours used against hours included and tell the client if the scope looks too small or too large.
Common traps
Accepting access to a personal account instead of the business account.
Starting ads before conversion tracking is checked.
Promising a result date before you have seen thirty days of data.
Hours are the agency's only stock. These rules keep the balance honest without making clients feel metered.
Logging time
Log time the same day. Use one entry per client per task, with the campaign filled in when there is one.
Internal work such as pitches and training is not billable; untick Billable.
Reading the numbers
Handling extra requests
Write down the request in the client page with a rough hour estimate.
Offer two options: swap it for planned work, or buy extra hours.
Record the decision and log the work against the right campaign.
At renewal
Open the renewal view at 45 days. Bring last quarter's results, hours used per month and one proposal to grow the scope.
Monday
Open the Dashboard and read the overdue deliverables list aloud. Each item gets an owner and a new date or a reason.
Check Reports waiting on us and assign authors.
Midweek
Account managers review Hours used on their clients and flag anything near the limit.
Paid media checks pacing: Budget spent against days elapsed.
Friday
Everyone logs the week's time before leaving.
Move finished deliverables to Done so campaign progress is true.
Write one line per live campaign in its page: what happened and what is next.
A Friday that ends with clean statuses makes Monday a ten minute meeting.
What's inside
6 tables · 31 views · 1 form · 4 row actions · 1 agent6 pages
- Digital Marketing Agency HQ
- Dashboard
- Monthly reporting routine
- Client onboarding checklist
- Retainer hours and scope rules
- Weekly team rhythm
5 tables
- Clients7 views · 12 sample rows
- Campaigns7 views · 13 sample rows
- Deliverables7 views · 14 sample rows
- Time entries4 views · 14 sample rows
- Monthly reports6 views · 8 sample rows
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