Lead Qualification Flow
- 1Prospect completes the strategy session form
- 2AI assistant asks for monthly budget and goals
- 3Qualified leads receive a booking link for the principal
Systems for Digital Agencies
Unified Operations for High-Performance Marketing Teams
Marketing agencies make money through retainer fees and project-based creative deliverables. Profitability often leaks through scope creep, unbilled administrative hours, and the manual overhead of managing complex client communications.
Technology, SaaS & Agencies
- AI Brief Intake
- Client Asset Portal
- Missed Call Text Back
- Automated Onboarding
- Review Request Workflows
Also for: Digital Agencies
How the business actually works
How the work flows, start to finish.
- 01
Inbound Inquiry
Prospects submit briefs through specialized forms on the agency site.
- 02
Discovery
Automated qualification ensures the lead fits the agency ideal client profile.
- 03
Proposal
Scope of work and engagement letters are sent for digital signature.
- 04
Onboarding
New clients receive access to a secure portal for asset collection and kickoff.
- 05
Execution
Internal workflows trigger tasks for creative, media buying, or strategy teams.
- 06
Retention
Scheduled check-ins and review requests maintain long-term account health.
Where it leaks
Common problems for marketing agencies.
01
Scope Creep
Without a rigid intake process, projects often expand beyond the initial engagement letter without additional billing. This erodes the agency profit margin on creative deliverables.
02
Communication Gaps
Vital client feedback often gets lost in long email threads or disparate chat applications. This leads to missed deadlines and friction during the final approval stage.
03
Lead Leakage
High-value prospects often reach out during peak production hours when the team is focused on execution. Failure to respond instantly allows them to contact a competing firm.
04
Manual Reporting
Account managers spend hours manually compiling data from different ad platforms and social channels. This administrative burden prevents them from focusing on strategic growth.
05
Churn Management
Agencies often lose clients because of a perceived lack of activity during quiet months. Missing proactive touchpoints makes the agency feel like an expense rather than a partner.
What LATTICE can build
Systems built around how you work.
AI Brief Intake
Qualify prospects and gather initial project requirements immediately using intelligent chat agents.
Client Asset Portal
Provide a centralized dashboard where clients upload logos, brand guidelines, and copy without messy email attachments.
Missed Call Text Back
Ensure every potential new account receives an immediate SMS response if the office line is busy.
Automated Onboarding
Trigger a sequence of welcome emails and document requests the moment a deposit is paid.
Review Request Workflows
Automatically prompt satisfied clients for a public testimonial after a successful campaign launch.
Retention Reactivation
Identify dormant accounts and send personalized follow-up sequences to discuss new strategy opportunities.
Payment Follow-Up
Automate reminders for overdue retainer invoices to maintain consistent agency cash flow.
Example systems
What it looks like in practice.
New Client Kickoff
- 1Contract is digitally signed via the portal
- 2System creates a secure folder for creative assets
- 3Client receives a welcome SMS with the project timeline
Campaign Launch Follow-Up
- 1Project status updates to complete in the CRM
- 2Wait five days for performance data to accumulate
- 3Automated request for a public review is sent to the point of contact
Have a different problem?
Tell us what's slowing the business down. LATTICE can build around the way your business operates.
Questions from marketing agencies
How does this handle different types of service retainers?
The system allows you to tag clients by service type, such as creative, media, or strategy. This ensures that automated communications and portal views are relevant to the specific work being performed for that account.
Can we use this to qualify leads before we talk to them?
Yes, you can set specific parameters in the intake forms or AI chat. If a prospect does not meet your minimum spend or industry requirements, they can be politely redirected while high-value leads are fast-tracked.
Will this replace our existing project management tools?
LATTICE focuses on the client-facing side of the agency, including CRM, communication, and lead acquisition. It is designed to bridge the gap between your marketing efforts and your internal production work.
How do we prevent clients from feeling like they are talking to a bot?
Automation is used for logistics like booking and document collection, while human oversight is maintained for strategy. You can jump into any automated conversation at any time to provide the personal touch agencies are known for.
Does the system support professional service agreements?
The platform manages the delivery and tracking of engagement letters and proposals. You will see exactly when a client opens a document and can automate the follow-up until it is signed.