Case Study
24 Clients, Running Like a 60-Person Agency
How 6 AI agents automated client reporting, budget tracking, and pitch preparation — giving a 32-person agency the capacity of a team twice its size.
The Challenge
A fast-growing 32-person agency with a reputation problem: strong creative work, chaotic operations. Account managers spent 30-40% of their time on reporting, budgets, and coordination instead of client strategy — and it was costing them clients.
The Friday Report Crisis
24 client reports due Monday, compiled from Asana, Harvest, HubSpot, GA4 — 15% late, 3 clients cited poor reporting in exit interviews.
Budget Blindness
Real-time profitability unknown, 4 of 24 accounts consistently unprofitable — discovered too late.
Pitch Deck Bottleneck
2-3 days per pitch prep, agency could only respond to 2 RFPs per month.
Knowledge Fragmentation
Campaign learnings in Slack threads and heads, backup staff had zero context.
The Solution
AI orchestration purpose-built for agency operations — account managers request reports, budget checks, competitor analysis, and pitch decks via email or WhatsApp.
Client Report Agent
Auto-generates weekly reports from Asana, Harvest, HubSpot, and GA4 with AI-written insights, delivered as branded PDFs every Monday 7am.
Budget Sentinel Agent
Real-time project profitability with hourly Harvest updates, Slack alerts at 80% budget threshold, firm-wide P&L dashboard.
Pitch Accelerator Agent
Generates competitive intelligence, selects case studies, drafts pricing, creates branded decks — cutting prep from 2-3 days to 4 hours.
Campaign Knowledge Agent
RAG-powered institutional memory indexing all briefs, performance data, and strategy documents.
From: one of the account managers
Sources: time tracking, project tool, ad platforms, invoices
Scope: one of 24 clients
System Overview
Agency operations dashboard automating client reporting, budget tracking, and pitch preparation across 24 active accounts.
Implementation Timeline
Tool Audit & Integration
Audited all agency tools, integrated Asana, Harvest, HubSpot, and GA4 APIs.
Report & Budget Engines
Built automated client reporting and real-time budget tracking systems.
Pitch & Knowledge Systems
Developed pitch acceleration agent and RAG-powered campaign knowledge base.
Dashboard & Rollout
Built firm-wide P&L dashboard, rolled out to all account managers and leadership.
The Results
74% reduction in operational admin — from 244 to 24 hours per month, redirected to client strategy.
100% of client reports delivered on time since launch — from 85% on-time, eliminating the #1 complaint.
€18,000/month in recovered revenue — real-time visibility prevented 4 accounts from becoming unprofitable.
Pitch capacity tripled from 2 to 6 RFPs per month, win rate improved from 18% to 31%.
97% client retention in 6 months post-launch — compared to 3 losses in the prior 6 months.
Time Savings
Hours per month — before and after AI orchestration deployment across all agency operations.
"We were a creative agency trapped in an operations nightmare. Now every Monday, 24 perfect client reports are waiting before anyone arrives. When I WhatsApp asking 'Are we making money on Zalando?', I get a real-time P&L in 2 minutes. That's the agency I always wanted to build."
Technologies Used
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