Agency Reality Check Typical agency structure: ├─ Agency team: 8 developers ├─ Active clients: 12 ├─ Projects per client: 1-3 ├─ Developer allocation: │ ├─ Client A: Alex 100% │ ├─ Client B: Jordan 50%, Sam 50% │ ├─ Client C: Alex 20%, Jordan 25% │ └─ Resources shift constantly ├─ Billing: Hourly for some, fixed for others └─ Chaos: Always The Agency PM Challenge Multiple tensions: ├─ Client wants visibility │ └─ But not internal drama ├─ Team needs internal notes │ └─ But client can't see ├─ Time tracking required │ └─ For billing and profitability ├─ Scope creep happens │ └─ Need documentation ├─ Multiple projects overlap │ └─ Resource conflicts One tool.
Many needs. Different audiences.
Enterprise Tools = Enterprise Prices Agency wants: ├─ Client portal ├─ Time tracking ├─ Resource management ├─ Multi-project support ├─ Professional appearance Traditional options: ├─ Jira: $17.50/user (no client portal native) ├─ Asana Business: $30/user ├─ Monday.com: $20+/user ├─ Agency tools: $50+/user ├─ 8 devs + 12 client contacts = 20 users ├─ Monthly cost: $400-1,000 Margins suffer. GitScrum Agency Setup Structure: ├─ Organization: Your Agency ├─ Project: Client A │ ├─ Board: Website Redesign │ ├─ Board: Maintenance │ └─ Client access: View only ├─ Project: Client B │ ├─ Board: Mobile App │ └─ Client access: Full ├─ Project: Client C │ ├─ Board: E-commerce │ └─ Client access: None (internal) ├─ Time tracking: Per task, per client ├─ Internal notes: Private $8.90/user/month.
Clients can be viewers (free or minimal). Client-Ready Boards What clients see: ├─ Professional board ├─ Task progress ├─ Status updates ├─ Timeline visibility ├─ Completed work ├─ Clean interface What clients don't see: ├─ Internal notes ├─ Developer estimates ├─ Profitability calculations ├─ Team frustrations ├─ Scope creep flags ├─ Internal discussions Professional front.
Honest back. Time Tracking for Billing Billable hours workflow: ├─ Developer: Starts task ├─ Developer: Logs time ├─ Task: 2.5 hours logged ├─ Project total: Accumulates ├─ Monthly report: Export ├─ Invoice: Generated from data ├─ Client: Sees hours per task For fixed-price projects: ├─ Track time internally ├─ Monitor profitability ├─ Learn for future quotes ├─ Don't share with client ├─ Internal use only Time tracking included.
No extra charge. Scope Creep Defense Client says: 'Can you just...' Without tool: ├─ Email buried ├─ 'I thought it was included' ├─ He said, she said ├─ Eat the cost ├─ Resentment builds With GitScrum: ├─ Create task: 'New request: X' ├─ Mark: Out of scope ├─ Time estimate: 4 hours ├─ Comment: 'Additional work, will quote' ├─ Paper trail: Documented ├─ Client sees: The task exists ├─ Billing: Clear Document everything.
Resource Allocation Visibility Agency dashboard: ├─ Alex: │ ├─ Client A: 40h/week (100%) │ └─ Available: 0h ├─ Jordan: │ ├─ Client B: 20h/week (50%) │ ├─ Client C: 10h/week (25%) │ └─ Available: 10h ├─ Sam: │ ├─ Client B: 20h/week (50%) │ └─ Available: 20h Know capacity. Accept projects wisely.
Multiple Clients, One Tool Daily agency workflow: ├─ 9:00: Check Client A board ├─ 9:15: Update tasks, log time ├─ 11:00: Switch to Client B ├─ 11:05: Different board, same tool ├─ 2:00: Client C meeting ├─ 2:30: Update board during call ├─ 5:00: Review all project status ├─ Same interface throughout Context switching minimized. Client Communication Trail All in one place: ├─ Task: 'Homepage redesign' ├─ Comment (internal): 'Client keeps changing mind' ├─ Comment (to client): 'Ready for review' ├─ Client comment: 'Love it!
Minor change...' ├─ Comment (internal): 'Scope creep again' ├─ Comment (to client): 'Will update by EOD' ├─ History: Complete ├─ If dispute: Evidence exists Protect your agency. Client Onboarding New client process: ├─ 1.
Create project: 'Client Name' ├─ 2. Create board: 'Project Name' ├─ 3.
Add client contact (viewer or member) ├─ 4. Pre-populate milestones ├─ 5.
Share board link ├─ Time: 15 minutes ├─ Professional first impression Onboard clients quickly. Look organized from day one.
Project Handoff Project ends: ├─ All tasks documented ├─ All time logged ├─ Wiki: Project documentation ├─ Code: Git commits linked ├─ Export: Full history available ├─ Handoff: Clean ├─ If client returns: Context exists Maintenance later? Open board.
Full history. Retainer Client Management Monthly retainer workflow: ├─ Client has X hours/month ├─ New task: Request via board ├─ Team: Estimates hours ├─ Client approves: Or adjusts scope ├─ Work happens: Time tracked ├─ End of month: Report generated ├─ Over hours: Document and bill ├─ Under hours: Roll over or not Transparent retainer management.
Profitability Analysis Fixed-price project reality: ├─ Quote: $10,000 ├─ Estimated: 100 hours ├─ Actual tracked: 120 hours ├─ Effective rate: $83/hour (not $100) ├─ Lesson: Quote 20% buffer ├─ Next project: Better estimate Time tracking = profitability visibility. Client Types and Access Access levels: ├─ Hands-off client: │ └─ View only.
Sees progress. ├─ Collaborative client: │ └─ Can comment on tasks.
├─ Technical client: │ └─ Full access. Works with team.
├─ Internal project: │ └─ No client access. Flexible per client.
Pay only for active contributors. Agency Pricing Math 8-person agency: ├─ 8 developers: $8.90 × 8 = $71.20 ├─ 12 clients (viewers): Depends on access ├─ If view-only: May be free or minimal ├─ Monthly total: ~$80-150 ├─ Compared to: $400-1,000 competitors ├─ Savings: Significant ├─ Margin protected Grow clients, not costs.
White-Label Appearance Professional presentation: ├─ Board: Clean, modern ├─ No 'powered by' clutter ├─ Professional URLs (if custom domain) ├─ Client sees: Organized agency ├─ Not: Startup tool chaos Look established. Charge accordingly.
Real Agency Experience 'We run a 12-person dev agency, 20+ active clients. Used to have separate Trello boards, no time tracking, invoices were guesswork.
Tried Jira - clients hated it. Tried Monday - too expensive at scale.
GitScrum changed everything. Project per client, boards per project, time tracking built in.
Clients get clean view access. Internal notes stay internal.
We bill accurately now - found we were undercharging by 15% on fixed projects. $107/month for 12 people.
Compare to $600/month we were quoted elsewhere. Margins matter in agency work.' - Agency Owner, 20+ clients Agency PM Checklist With GitScrum: ├─ ✓ Per-client projects ├─ ✓ Multiple boards per client ├─ ✓ Client access controls ├─ ✓ Internal notes private ├─ ✓ Time tracking included ├─ ✓ Scope creep documentation ├─ ✓ Git integration ├─ ✓ Export for invoicing ├─ ✓ Professional appearance ├─ ✓ Affordable scaling Agency-ready from day one.
Competitor Comparison Agency tool options: ├─ Teamwork: Agency-focused, $13.99/user ├─ Monday.com: $16+/user, limited client access ├─ Asana: $30/user Business tier ├─ Jira: $17.50/user, complex for clients ├─ GitScrum: $8.90/user, client-ready GitScrum wins: ├─ Price per user ├─ Built-in time tracking ├─ Git integration (dev agencies) ├─ Simple client view ├─ No hidden costs Start Agency-Ready Today 1. Sign up GitScrum ($8.90/user, 2 free) 2.
Create project for first client 3. Set up board with milestones 4.
Invite client with appropriate access 5. Enable time tracking 6.
Deliver professionally, bill accurately Scale clients, not tool costs.
The GitScrum Advantage
One unified platform to eliminate context switching and recover productive hours.
