The Web Agency Reality Web agencies juggle constant chaos: 1.
Multiple concurrent projects - 3 websites in development - 5 sites in maintenance - 2 projects in discovery - 1 urgent redesign 2. Different project types - Full website builds (months) - Landing pages (days) - WordPress maintenance (ongoing) - Emergency fixes (hours) 3.
Tech stack variety - WordPress, Webflow, Shopify - React, Vue, Next.js - Custom CMS - Legacy sites 4. Client communication overload - 'When will my site launch?' - 'Can you make this change today?' - 'The contact form is broken!' - 'My competitor's site has this feature...' One PM tool needs to handle all of it.
The Launch Week Nightmare Every web agency knows this feeling: Monday: - Site A launch: Friday - Site B launch: Next Wednesday - Site C launch: 3 weeks What's really happening: Site A: Design: Done Development: 90% Content: Waiting on client (3 days overdue) Testing: Not started Hosting: Not set up DNS: Client hasn't provided access Friday launch? Maybe.
If client delivers content TODAY. Your PM tool shows: 'Site A - 90% complete' The truth: You're blocked and launch is at risk.
The Maintenance Overload Maintenance retainers are a blessing and a curse: Active Retainers: Client Monthly Hours Used Remaining Requests ------ ------------- ---- --------- -------- Acme 10 hours 8h 2h 3 pending BigCorp 20 hours 22h -2h (over!) 5 pending StartupX 5 hours 1h 4h 0 pending FastGrow 15 hours 15h 0h 8 pending! BigCorp is over budget.
FastGrow has 8 requests and no hours left. Your PM tool: Separate tickets per client, no rollup view.
The Scope Creep Epidemic Web clients love scope creep: Original scope: '5-page business website' 'Small additions' from client: - 'Can we add a blog?' - 'Actually, can the blog have categories?' - 'And maybe a search function?' - 'Oh, we need a members area now.' - 'Can you add e-commerce? Just a few products.' Current scope: Full-featured CMS with blog, membership, and e-commerce.
Original budget: $8,000 Actual work: $25,000+ Billed to date: $8,000 Where did the scope change get documented? Approved?
Billed? GitScrum: Built for Web Agencies GitScrum understands web agency workflow: 1.
Multi-Project Dashboard - All clients at a glance - Launch dates highlighted - Status by project type - Resource allocation 2. Retainer Management - Hours tracking per client - Automatic alerts on overages - Request queue per retainer - Usage reports for clients 3.
Launch Readiness Tracking - Checklist per launch - Blocker visibility - Go/No-Go decisions - Post-launch items 4. Client Communication - Client portal option - Request intake - Progress visibility - Approval workflows Agency Dashboard See everything at once: Active Projects: Project Type Status Launch Health ------- ---- ------ ------ ------ Acme Website Full build Dev 85% Dec 15 At Risk BigCo Redesign Redesign Design Jan 10 On Track FastGrow LP Landing page QA Dec 8 On Track StartupX MVP Web app Dev 40% Feb 1 On Track Retainers: 3 clients over budget 12 pending requests This Week: 2 launches 3 client meetings 1 new project kickoff Alerts: Acme: Content not received (blocks launch) BigCorp: 2 hours over retainer FastGrow: Hosting credentials needed Portfolio health at a glance.
Launch Readiness Checklist Track launch requirements: Launch: Acme Website Date: Dec 15 (5 days) Development: [x] Homepage complete [x] About page complete [x] Services pages complete [x] Contact form working [ ] Blog posts imported [ ] Mobile responsive tested Content: [x] Homepage content received [x] About content received [ ] Services content received (waiting 3 days) [ ] Team photos (waiting 5 days) Technical: [x] Staging site approved [ ] Production hosting set up [ ] SSL certificate configured [ ] DNS records prepared [ ] Backup system configured Client: [x] Final design approved [ ] Content delivered (BLOCKING) [ ] DNS access provided [ ] Training scheduled Go/No-Go: NO-GO (2 blockers) Launch decisions based on facts. Retainer Management Track maintenance hours: Retainer: Acme Corp Contract: 10 hours/month @ $150/hour Current month: December Hours used: 8.5 Hours remaining: 1.5 Days left in month: 15 Requests this month: Request Hours Status Date ------- ----- ------ ---- Update plugins 1.5 Complete Dec 1 Fix contact form 2.0 Complete Dec 3 Add new page 3.0 Complete Dec 5 SEO updates 2.0 Complete Dec 8 Pending requests: New team member 1.5 Estimated Fits!
Footer update 0.5 Estimated Fits! Blog redesign 4.0 Estimated Over budget!
Recommendation: Accept: New team member, footer update (2h total) Discuss: Blog redesign (needs additional 2.5h billed) Never go over budget by surprise. Request Intake Queue Manage incoming requests: Request Queue - All Clients: Priority Client Request Est Hours Status -------- ------ ------- --------- ------ Urgent FastGrow Site down ???
Investigating High Acme Add testimonials 2h Scheduled Dec 12 Medium BigCorp Update pricing page 1h Backlog Medium BigCorp New landing page 8h Needs scoping Low StartupX Logo tweak 0.5h Backlog Low StartupX Footer links 0.5h Backlog Filters: [All Clients] [All Priorities] [This Week] Today's capacity: 6 hours Today's scheduled: 4 hours Available: 2 hours Intake, triage, and schedule in one place. Project Templates Standardize your workflow: Template: WordPress Website (5-10 pages) Phases: 1.
Discovery (1 week) - Kickoff meeting - Requirements gathering - Sitemap creation - Content requirements 2. Design (2 weeks) - Wireframes - Homepage design - Interior page design - Client revisions - Design approval 3.
Development (3 weeks) - WordPress setup - Theme development - Page building - Form integration - Plugin configuration 4. Content (1 week) - Content entry - Image optimization - SEO setup 5.
Testing (1 week) - Cross-browser testing - Mobile testing - Form testing - Client review 6. Launch (2 days) - Hosting setup - DNS transfer - SSL configuration - Go-live - Training Total: 8 weeks typical Apply template to new project in one click.
Tech Stack Tracking Know what each client uses: Client Portfolio - Tech Stack: Client CMS Hosting Stack Credentials ------ --- ------- ----- ----------- Acme WordPress WP Engine PHP 1Password BigCorp Shopify Shopify Liquid Client portal FastGrow Webflow Webflow Webflow Email StartupX Next.js Vercel React GitHub MegaCo Custom AWS Node.js Vault Filter by: WordPress clients: 12 Shopify clients: 5 Custom builds: 3 Update alerts: WordPress 6.4 - 8 clients need update Shopify 2.0 - 2 clients can upgrade Tech context for every client. Client Portal Give clients visibility: Client View - Acme Corp: Your Project: Website Redesign Status: Development Phase Progress: [========85%========] Launch date: Dec 15 Recent updates: - Homepage development complete (Dec 8) - Services pages in progress (Dec 9) - Waiting on: Team photos, services content Your action items: [ ] Provide team photos (due Dec 10) - OVERDUE [ ] Review staging site (due Dec 12) [ ] Provide DNS access (due Dec 14) Retainer status: Hours remaining: 1.5 of 10 Pending requests: 3 Messages: [New message from Sarah]: 'Hi!
Just following up on the team photos...' Clients stay informed without constant emails. Time Tracking for Billing Track billable hours: Time Report - December: By Client: Client Hours Billable Rate Revenue ------ ----- -------- ---- ------- Acme 42 40 $150 $6,000 BigCorp 28 25 $125 $3,125 FastGrow 35 35 $150 $5,250 StartupX 20 18 $175 $3,150 Internal 15 0 - $0 Total: 140 hours Billable: 118 hours (84%) Revenue: $17,525 By Project Type: New builds: 65% Retainers: 25% Emergency: 10% Unbilled hours alert: BigCorp: 3 hours not yet invoiced Acme: Ready for invoice Billing-ready time tracking.
Resource Allocation See team capacity: Team Allocation - This Week: Developer Client A Client B Client C Capacity --------- -------- -------- -------- -------- @sarah 60% 20% - 80% @john 40% 40% - 80% @mike - - 100% 100% @lisa 20% 30% 30% 80% Capacity available: @sarah: 20% (8 hours) @john: 20% (8 hours) @mike: 0% @lisa: 20% (8 hours) Upcoming: Dec 15: Acme launch (all hands) Dec 18: New project kickoff Conflicts: @mike: Overallocated Dec 10-15 Know who's available. Proposal to Project Flow From sale to delivery: Proposal: FastGrow Landing Page Proposal: Sent: Nov 15 Amount: $3,500 Status: Accepted Nov 20 Contract: Signed: Nov 22 Deposit: 50% received Kickoff: Meeting: Nov 25 Requirements: Complete Project: Start: Nov 27 Status: In QA Launch: Dec 8 Invoicing: Deposit: $1,750 (paid) Final: $1,750 (due on launch) Total project health: On Track Sales to delivery in one tool.
Real Scenarios Scenario 1: Emergency Request 'Our site is down!' at 4 PM. With GitScrum: 1.
Log emergency request immediately 2. Check which developer is available 3.
Create task with highest priority 4. Track time (billable emergency rate) 5.
Resolve and document solution 6. Bill appropriately Scenario 2: Launch Delay Client hasn't provided content 3 days before launch.
With GitScrum: 1. Launch checklist shows blocker clearly 2.
Send automated reminder to client 3. Escalate with specific data 4.
Document delay cause 5. Reschedule launch with client visibility 6.
Adjust team allocation Scenario 3: Scope Creep 'Can you just add this one thing?' With GitScrum: 1. Log as change request 2.
Estimate hours/cost 3. Show impact on timeline 4.
Get client approval before starting 5. Track separately from original scope 6.
Bill appropriately Why Web Agencies Choose GitScrum Not Jira: - Way too complex for web projects - No retainer management - No client portal - Expensive Not Asana: - Limited time tracking - No GitHub integration - Basic reporting Not Monday: - Pretty but shallow - Gets expensive fast - Limited customization GitScrum: - Built for agency workflow - Retainer management - Time tracking included - Client portals - GitHub integration - Affordable for agencies Pricing for Web Agencies - 2 users: FREE forever - 3+ users: $8.90/user/month - Unlimited clients - Time tracking - Client portals - All features 5-person agency: $26.70/month - Handle 20+ clients - Full time tracking - Client visibility 10-person agency: $71.20/month - Multiple teams - Advanced reporting - Resource management Monday.com 10 users: $200+/month Asana 10 users: $250+/month GitScrum 10 users: $71.20/month 70% savings. More features for web.
GitScrum: Project management for web agencies. 2 users free.
$8.90/user/month. Multiple clients.
Multiple sites. One tool.
The GitScrum Advantage
One unified platform to eliminate context switching and recover productive hours.
