Set Up an Agency

Use this guide when an agency needs to manage leads, proposals, retainers, projects, tasks, files, and recurring billing.

Set up the workspace around the way work moves from lead to signed agreement, delivery, billing, and renewal.

Setup Order

1. Create the workspace and complete business profile settings.
2. Enable CRM, Finance, Productivity, Docs, Files, Workflows, Scheduling, and Reports.
3. Invite internal team members and create roles for sales, delivery, finance, and admin users.
4. Import contacts, accounts, active deals, projects, and tasks.
5. Configure CRM pipeline stages for inquiry, qualified, proposal, negotiation, won, and lost.
6. Create proposal, contract, invoice, task, and project templates.
7. Connect a mailbox for sales communication.
8. Connect calendars for discovery call and kickoff booking pages.
9. Configure payment gateways and recurring invoices for retainers.
10. Add workflows for handoffs, follow-ups, and form submissions.

Work through the setup order with test records first. A clean test flow should cover inquiry, proposal, signature, project creation, file sharing, invoice, and retainer billing before the team invites real clients.

Assign setup ownership by function. Sales should validate CRM and proposal flows, delivery should validate project and task templates, finance should validate invoices and retainers, and operations should validate dashboards, roles, and workflows.

Recommended Templates

• Discovery call project template.
• New client onboarding project template.
• Monthly retainer task template.
• Proposal document template.
• Master services agreement document template.
• Invoice template with agency branding.

Role Setup

Create roles around how the agency works:

• Sales users need CRM, scheduling, proposals, and deal follow-up.
• Delivery users need projects, tasks, files, time tracking, and client context.
• Finance users need invoices, estimates, payments, recurring billing, and reports.
• Admin users need settings, integrations, templates, and access control.

Test each role with one user before inviting the full team. A missing permission is easier to fix before real client work depends on it.

Operating Rhythm

Use CRM for lead ownership, Docs for proposals and contracts, Productivity for delivery, Files for client assets, Finance for billing, and Reports for pipeline and revenue review.

Create dashboards for sales, delivery, and finance separately so each team sees the next decisions they need to make.

Keep client-facing and internal-only assets separate. Proposals, signed contracts, invoices, and public links should be reviewed from the customer side, while internal project notes and margin context should stay in team-only records.

First Client Test

Before moving real agency work into Agiled, create a test account, contact, deal, proposal, project, invoice, and recurring invoice. Confirm permissions, email templates, public links, and payment pages look right from the customer side.

After the test, remove or clearly mark sample data so pipeline, revenue, and delivery reports do not include fake agency work.

Handoff Checklist

When a deal becomes client delivery, confirm:

• accepted proposal or contract is attached
• project and task template are selected
• client files are stored in the right place
• kickoff meeting or booking link is ready
• first invoice or retainer schedule is prepared
• owner is assigned for delivery and finance follow-up

Related Docs

• Sales Pipeline Guide
• Document Signing Guide
• Recurring Billing Guide
• Workflow From Form Guide