Systems for Digital Agencies
Agencies earn their income by delivering high-fidelity digital assets and functional code within fixed scope boundaries. Profit leaks occur during unpaid revision cycles, delayed client content handoffs, and fragmented communication between designers and project stakeholders.
Technology, SaaS & Agencies
How the business actually works
Inquiry
Prospective clients submit project requirements via structured intake forms to assess budget and timeline fit.
Scoping
Project managers define the site map and functional requirements to prevent future scope creep.
Agreement
The agency sends a formal proposal and deposit request to secure the production start date.
Wireframing
Designers present the structural layout and user flow for client feedback and structural sign off.
Design
High-fidelity mockups are shared through the portal to finalize the visual aesthetic and brand alignment.
Development
Engineers build the approved design into a staging environment for functional testing.
Launch
The site goes live after a final punch list is completed and hosting is configured.
Maintenance
Ongoing technical support and hosting management provide recurring revenue for the agency.
Where it leaks
Unmanaged requests for additional features or pages erode the project margin and delay delivery dates. Without documented approvals, production teams struggle to bill for extra work hours.
Projects often sit dormant for months while waiting for clients to provide copy, images, or brand assets. This creates a bottleneck in the production pipeline and disrupts cash flow.
Subjective feedback delivered via messy email threads leads to confusion and excessive design iterations. Missing a clear feedback protocol forces designers to redo work that was previously approved.
Tracking monthly hosting and support fees manually leads to missed billables and lost revenue. Forgetting to invoice for small maintenance tasks adds up to significant annual losses.
Clients feel neglected when they do not receive regular updates on the status of their build. Technical details often get lost when moving from the sales team to the development team.
What LATTICE can build
Systematic reminders to clients to upload their logos, copy, and photography into a secure portal.
Require digital signatures on wireframes and sitemaps before moving into the high-fidelity design phase.
Limit feedback to specific rounds by centralizing all comments within the client portal for accountability.
Process recurring payments for hosting and care plans automatically every month.
Answer technical inquiries or support tickets instantly via chat, directing them to the right department.
Give clients a real time view of their project stage to reduce unnecessary status update emails.
Automatically reach out to past clients six months after launch to offer site audits or new features.
Example systems
Tell us what's slowing the business down. LATTICE can build around the way your business operates.
By centralizing communication in a dedicated client portal, you set clear boundaries. All project related chat and files are stored in one place, so your team does not have to hunt through personal inboxes.
Yes, the system uses automated follow ups to remind clients of their responsibilities. If assets are not delivered, the system can even notify them that their launch date will be rescheduled, keeping your production calendar accurate.
We build automated payment workflows that handle monthly subscriptions for hosting and maintenance. This ensures you are paid on time without having to chase down small invoices every month.
Absolutely, you can grant restricted access to specific workflows or tasks. This allows you to keep your core business data private while giving contractors the information they need to complete their sprints.
The system requires formal sign offs at key milestones before the next phase begins. This creates a paper trail that protects your margins and makes it easier to bill for out of scope requests.