New Client Onboarding
- 1Engagement letter signed via portal
- 2Automated request for brand assets and bios
- 3Welcome sequence sent with team introductions
- 4First strategy session booked automatically
Systems for Agencies
Client Relations and Media Outreach Management Systems
PR firms bring in revenue through retainer-based counsel, project fees, and performance-based placements. Profit leaks occur when account executives spend more time on manual reporting and tracking down media contacts than on strategic storytelling and securing coverage.
Technology, SaaS & Agencies
- Automated Client Portals
- Pitch Tracking Workflows
- Review Request System
- AI Receptionist
- Payment Follow-Up
Also for: Public Relations Firms
How the business actually works
How the work flows, start to finish.
- 01
Inquiry
A prospect reaches out for crisis management, a product launch, or ongoing brand positioning.
- 02
Discovery
The agency evaluates brand voice, media history, and target audience alignment.
- 03
Onboarding
Engagement letters are signed and client portals are established for asset sharing.
- 04
Strategy
Campaign messaging is finalized and specific media targets are identified for outreach.
- 05
Execution
Account managers begin pitching stories and coordinating interview opportunities.
- 06
Reporting
The agency tracks earned media placements, sentiment, and share of voice.
- 07
Billing
Recurring retainer invoices are processed and project milestones are settled.
- 08
Expansion
Existing clients add additional services or markets to their current scope.
Where it leaks
Common problems for pr firms.
01
Reporting Friction
Compiling manual coverage reports is a significant time sink for junior staff. Without automated tracking, valuable hours are wasted copying links and screenshots into static documents.
02
Pitch Decay
Timely media outreach often fails when follow-ups are not tracked systematically. Editors and producers are inundated, and a missed follow-up often means a missed placement opportunity.
03
Client Onboarding Gaps
Getting brand assets, executive bios, and login credentials from a new client can take weeks. This delay prevents the agency from showing early wins and establishing momentum.
04
Contact Fragmentation
Media relationships are often siloed within individual team members. When an account manager leaves, the firm loses years of rapport and contact history with key journalists.
05
Retainer Leakage
Scope creep occurs when firms perform out-of-scope tasks without proper documentation. Failing to track the volume of requests leads to unprofitable accounts.
What LATTICE can build
Systems built around how you work.
Automated Client Portals
Create a secure environment for clients to upload press kits, headshots, and brand guidelines without endless email chains.
Pitch Tracking Workflows
Set up automated reminders for account executives to follow up with journalists who have not responded to initial press releases.
Review Request System
Automatically prompt happy clients to leave reviews or provide testimonials after a successful major placement or campaign launch.
AI Receptionist
Capture urgent inbound media inquiries or new business leads during off-hours to ensure no time-sensitive opportunity is missed.
Payment Follow-Up
Send automated reminders for overdue retainer invoices to maintain healthy agency cash flow without awkward manual collections.
Document Follow-Up
Automatically nudge clients to sign engagement letters or approve press releases to keep campaigns moving on schedule.
Missed Call Text Back
Immediately respond to journalists or prospects who call the office line when the team is in a briefing or meeting.
Example systems
What it looks like in practice.
Media Pitch Follow-Up
- 1Pitch email sent to targeted media list
- 2System waits three days for response
- 3Task created for executive to call if no reply
- 4Notification sent when journalist opens the email
Major Placement Celebration
- 1Link to coverage shared in client portal
- 2System waits forty-eight hours
- 3Request for feedback or a referral sent to client
- 4Internal dashboard updated with new win
Have a different problem?
Tell us what's slowing the business down. LATTICE can build around the way your business operates.
Questions from pr firms
How can we better manage media relationships as a team?
Centralizing contact notes in a shared CRM allows everyone to see the history of interactions with a specific editor. This prevents multiple staff members from pitching the same person different stories simultaneously.
Can this help us prove our value to clients?
Yes, by using automated dashboards that show activity levels and placement progress, clients see consistent value. This transparency reduces the number of 'what have you done lately' meetings.
We struggle with getting approvals on time, can you help?
The system uses automated follow-ups to remind clients when a draft release or quote needs their signature. This keeps the media schedule on track without staff having to act as reminders.
Will this replace our media database?
No, it works alongside it. While you source contacts from a database, this system manages the actual workflow of the outreach, the follow-up, and the client relationship itself.
Is it possible to automate our reporting?
You can set up workflows that collect placement links and organize them into a client-facing portal. This reduces the manual labor involved in creating monthly or end-of-campaign summaries.