Project Intake Workflow
- 1Lead fills out agency website inquiry form
- 2System sends automated discovery questionnaire
- 3Meeting link is provided upon completion of the form
- 4Qualified lead is added to the CRM for the account manager
Systems for Creative Agencies
Streamline Your Creative Studio from Discovery to Final Delivery
Creative agencies earn their income through high-value branding projects and recurring retainer agreements. Profit leaks usually occur during unbilled scope creep, fragmented communication across multiple platforms, and delayed approvals that stall the production cycle.
Technology, SaaS & Agencies
- Automated Creative Briefs
- Client Service Portal
- Approval Reminders
- Retainer Reactivation
- Digital Asset Hand-off
Also for: Branding Agencies
How the business actually works
How the work flows, start to finish.
- 01
Inquiry
A prospective client submits a request for a brand identity or campaign.
- 02
Discovery
The agency conducts initial research and qualifies the project scope and budget.
- 03
Proposal
Detailed creative briefs and cost estimates are sent for digital signature.
- 04
Onboarding
The client receives their portal access and submits initial brand assets.
- 05
Production
Creative rounds are developed, presented, and refined through feedback cycles.
- 06
Approval
Final sign-off on deliverables is secured before high-resolution files are released.
- 07
Retention
Ongoing support or new campaigns are scheduled to maintain the partnership.
Where it leaks
Common problems for creative agencies.
01
Scope Creep
Creative projects often expand beyond the initial agreement without corresponding price adjustments. Without a rigid system to track change requests, agencies end up providing free labor that erodes margins.
02
Feedback Friction
Revisions scattered across email and chat threads cause confusion and version control issues. This lack of centralized documentation leads to designers working on outdated drafts or missing critical client notes.
03
Manual Onboarding
Hand-keying client data and sending manual welcome emails delays the start of high-value work. Every day spent in administrative limbo is a day the creative team cannot bill for their specialized talents.
04
Delayed Approvals
Projects frequently stall when clients fail to review drafts or provide assets on time. These bottlenecks disrupt agency scheduling and prevent the team from hitting milestone billing targets.
05
Fragmented Billing
Tracking hours and invoicing for out of scope work is often an afterthought in a busy studio. Inconsistent payment follow-up leads to cash flow gaps that threaten the agency's ability to scale.
What LATTICE can build
Systems built around how you work.
Automated Creative Briefs
Standardized intake forms collect all necessary brand parameters and technical requirements before the project begins.
Client Service Portal
A dedicated space for clients to upload assets, view project timelines, and approve deliverables without digging through their inbox.
Approval Reminders
Automated sequences nudge clients when a revision is waiting for their feedback, keeping the production schedule on track.
Retainer Reactivation
Systematic outreach to past clients when their brand assets are due for a refresh or their monthly hours are expiring.
Digital Asset Hand-off
Automated workflows release final files and style guides only after the final milestone payment is confirmed.
AI Receptionist for Inquiries
Captures new project leads after hours, asking specific qualification questions to ensure they fit the agency's ideal client profile.
Review Generation
Triggers a request for a testimonial or public review immediately following a successful brand launch or project close.
Example systems
What it looks like in practice.
Revision Loop Automation
- 1Designer marks a draft as ready for review
- 2Client receives an SMS notification with a link to the portal
- 3System sends a reminder every twenty four hours if no action is taken
- 4Approval status updates the internal project dashboard
Post-Launch Engagement
- 1Final files are marked as delivered
- 2System waits seven days then sends a feedback survey
- 3Request for a Google review is sent to satisfied clients
- 4Follow-up task is created for a six month brand check-in
Have a different problem?
Tell us what's slowing the business down. LATTICE can build around the way your business operates.
Questions from creative agencies
How can we stop clients from messaging us on different platforms?
By directing all communication through a centralized client portal, you establish a professional boundary. When clients know exactly where to find their files and feedback history, they are less likely to use unauthorized channels like personal text or social media.
Can this help us manage different types of projects like branding and social media?
Yes, you can build custom workflows for each service line. A logo project may require different intake steps and approval stages than a recurring monthly content retainer, allowing you to standardize every department.
Will this replace our existing design tools?
The system is designed to handle the business and communication layer of your agency rather than the creative production itself. It organizes the client experience and administrative tasks so your team can focus on using their design software.
How do we handle clients who are slow to pay their final invoice?
We can automate the payment collection process by requiring a deposit upfront and setting up automated reminders for final balances. You can even set the system to only release the final high-resolution assets once the invoice is marked as paid.
Can we qualify leads before we spend time on a discovery call?
Absolutely. The system can use conditional logic in your inquiry forms to ask about budget, timeline, and project goals. If a lead does not meet your minimum requirements, the system can politely redirect them without taking up your time.