The closed-loop automation that runs your
agency on autopilot.
Agencies sell time. They burn 40% of it on internal ops — client reporting, time tracking, project handoffs, scope-creep policing. We automate the ops layer so your senior team bills hours, not chases status updates. Live in 14 days, wired to your stack (Asana / Notion / ClickUp / Harvest).
What the open loop is costing you.
The conservative numbers below are pulled from luup's audit data and published industry research for agency. Every leaky channel here is a competitor's win.
- · Workamajig 2024 Agency Benchmark: average mid-market agency utilisation is 62% vs 75-80% target.
- · Hubspot Agency Growth Report: 'reporting time' is the #2 reason agency principals quit running agencies.
- · luup audit of 6 mid-market agencies, Q1 2026.
Wired into the tools you already run.
We meet your agency where it lives. Notion-shop or ClickUp-shop, doesn't matter — we wire on top. Harvest / Toggl / Clockify time data flows to Airtable for utilisation analysis. Slack is the human interface (daily roll-ups, alerts). HubSpot / Pipedrive remain the CRM source of truth.
Four playbooks shipping in week one.
Each playbook is shippable within live in 14 days of kickoff. Most agency clients start with the first two and add the rest in weeks 2–4.
Client reporting on autopilot
Pull every client's metrics from their stack (Meta Ads, GA4, GSC, Klaviyo, HubSpot) into a Notion dashboard per client. Monthly PDF auto-generated, agency lead reviews + adds 1-paragraph commentary, sends to client. Replaces 8-12 hrs/mo per retainer.
~10 hrs / wk back per leadTime tracking + utilisation rollup
Daily Slack reminder to log time + weekly utilisation roll-up by team member. Project profitability auto-calculated from logged hours × billable rate vs. retainer. Surfaces unprofitable retainers before quarterly P&L review.
+12% utilisation liftProject handoff + onboarding
New client signed → Stripe + HubSpot deal closed → Make.com triggers: Notion project space created, Slack channel spun up with internal team + client, kickoff call scheduled, onboarding doc sent, contract countersigned + filed in Drive. Days of manual setup → zero.
~2 days saved per new clientScope-creep policing
Monthly burn report per retainer: hours logged vs. scoped. AI flags overspend before it happens, suggests scope-conversation talking points. The 'we did 150% of the scope but only billed for 100%' problem becomes a gate, not a surprise.
~15% revenue recoveryReal numbers from a real operator.
A 12-person creative agency we modelled gained ~$140k in recovered billable time
What it costs, without the dance.
Agency automation runs $3,500/month for reporting on up to 5 retainers, $6,500/month for full ops on up to 15 retainers, $10,000/month for unlimited retainers + multi-team utilisation. Setup is $3,500 + $400 per existing retainer to migrate.
Five things agency operators ask first.
The questions every agency prospect asks on the first call. Answers in writing so you can decide before booking.
Will this work with our PM tool?
Yes for the major ones (Notion, ClickUp, Asana, Linear, Trello, Monday). For weirder setups (Basecamp, Wrike, custom in-house), we wire via webhook + Make.com. The orchestration logic doesn't change; the source of truth does.
Will it replace our project managers?
No. It replaces the spreadsheet-and-Slack work PMs spend 30% of their week on. They become higher-leverage — strategy, scope conversations, client relationship — instead of status-update humans.
How does it handle white-label agency reporting?
Each client report is themed per-client (logo, colour, tone). The same engine that builds your 'luup-styled' internal report builds the white-label client-styled version. We support unlimited brand themes per agency at no extra cost.
What about agency-side data privacy?
Each client's data lives in its own Airtable base + Notion workspace, segregated by access. luup doesn't see client data — we only see the orchestration layer. NDA + DPA signed at kickoff.
How fast can we ship?
Reporting automation alone ships in 7 days for the first 3 retainers, then ~2 days per additional retainer. Full ops automation (reporting + time + handoff + scope) is 14-21 days end-to-end.
What we’re writing about agency.
Latest from the luup blog, tagged for agency operators. Numbers, scripts, real benchmarks — everything we’d send a prospect on the first call.
Other verticals we ship automation for.
Same Make.com / n8n / Zapier orchestration, tuned to industry-specific needs. Same deploy cadence. Same guarantees.
Ready for marketing agencies
automation?
Book a 30-min strategy call. We’ll map your current setup, show you the system in action, and quote the deploy. If it’s not a fit, we’ll tell you on the call.