Systems for Agencies
Social media agencies earn their income through monthly retainers and creative production fees. Income is usually lost during manual content approval cycles, scope creep in community management, and the high administrative cost of chasing client assets.
Technology, SaaS & Agencies
How the business actually works
Inquiry
A prospective brand submits a project brief or requests a discovery call through the website.
Discovery
The agency evaluates brand voice, target demographics, and current platform performance.
Proposal
A scope of work is issued detailing monthly deliverables, posting frequency, and community management hours.
Onboarding
The agency collects brand kits, platform credentials, and high-resolution assets from the client.
Content Production
Strategists and designers create monthly calendars, captions, and creative assets for review.
Approval
Clients review the proposed calendar and provide feedback or sign-off on creative assets.
Execution
Finalized content is scheduled and community managers begin daily monitoring and engagement.
Reporting
The agency delivers monthly performance metrics covering reach, engagement, and conversion data.
Where it leaks
Waiting for clients to review content calendars via email often leads to missed posting deadlines. This manual follow-up consumes hours of account management time that should be spent on strategy.
Brand guides, raw video footage, and product photos are frequently scattered across various links and threads. Losing track of these assets prevents creative teams from maintaining a consistent visual identity.
Community management can easily exceed agreed-upon hours when there is no system to track interaction volume. Agencies often provide extra labor without realizing it is eroding their monthly margins.
Manually compiling data from multiple platforms into a cohesive report is a recurring administrative burden. Delaying these reports can lead to client dissatisfaction and perceived lack of transparency.
Inquiries from the website often go unanswered during peak creative cycles. Failing to respond immediately to a brand's request for a proposal allows competitors to capture the opportunity first.
What LATTICE can build
A dedicated space where clients upload brand guidelines, logos, and raw assets into organized folders for the creative team.
Automated notifications that alert clients when a new monthly calendar is ready for review and capture digital signatures for final approval.
An automated system that qualifies new agency leads, gathers their industry and budget, and schedules discovery calls automatically.
Automated reminders for clients who have not yet submitted their monthly brand updates or promotional schedules.
A system that identifies satisfied long-term clients and prompts them to provide testimonials or public reviews of the agency.
Centralized views that track client health, contract renewal dates, and monthly recurring revenue across the entire agency roster.
Example systems
Tell us what's slowing the business down. LATTICE can build around the way your business operates.
By providing a professional client portal, you centralize all communication and approvals in one place. This creates a boundary that protects your team's time while ensuring the client feels their requests are being tracked officially. When everything is in one hub, the need for informal texts or DMs disappears.
Yes, we build automated workflows that send gentle reminders to clients until the required files are uploaded. This removes the burden of manual follow-up from your account managers. The system will not allow the project to move to the next stage until the necessary inputs are received.
The infrastructure is designed to segment data by client account, allowing your team to switch between brand profiles easily. Each client only sees their own portal and assets, while your team has a master dashboard for the entire agency. This keeps operations clean and prevents cross-brand errors.
Automation reduces the number of non-billable hours spent on administration, such as scheduling meetings or sending follow-up emails. By streamlining these tasks, your team can manage more accounts without increasing headcount. It also helps prevent scope creep by clearly defining the approval and delivery process.
You can integrate your reporting metrics into the client portal so they always have access to their performance data. This eliminates the need to manually build and email PDFs every month. Clients appreciate the transparency of having a real-time dashboard they can check whenever they like.