Every retainer, every project, every client — one place the whole agency trusts
Win the account, scope it, deliver it, bill it and see whether it was worth it — without a CRM, a PM tool, a time tracker, an invoicing app and a spreadsheet arguing about which client is which.
Agency management software should answer the questions an agency owner actually asks: which retainers are we over-servicing, which projects are burning budget, who is at capacity next month, and did that client we love actually make us money. AspirePro answers them from one client record — the deal, the quote, the retainer, the projects, the tickets, the hours and the invoices all belong to the same company — so the answer is a report, not a Friday afternoon of reconciling tools.
Included hours, overage, rollover — and the months you forgot to bill
A retainer agreement carries its hours, its overage rate and its billing cycle. Logged time counts against it; Agreement vs. Reality names any month that was never invoiced.
Return on time per client, in plain words
Revenue against what your team's time cost, per client and per agreement, with a give-or-take range — so 'who is worth our time' has an honest answer.
Pitch to invoice on the same company
The deal becomes the quote, the quote becomes the agreement and the first invoice, the project starts on the same client, and support tickets land beside it.
Pipeline, proposals and a quote the client accepts online
Deals move through your stages with the emails and meetings logged against them. A quote prices from your service catalogue — one-time project work and monthly retainer lines kept apart — and the client accepts it on a hosted page with a typed signature. Convert, and the retainer, the first invoice and the won deal exist in one click.
- Pipelines with rules that nudge quiet deals
- Catalogue-priced quotes with optional lines
- Accepted quote → agreement + invoice + won deal
Projects with budgets, planners for the team, capacity you can see
Client projects carry phases, tasks and a budget the logged time draws down. Internal work lives on planners. The resource heatmap shows who is booked, who is free and whose approved time off makes next month tighter than it looks.
- Project budgets against logged time
- Kanban planners for creative and internal work
- Capacity heatmap with time off already removed
Client requests as tickets, not Slack threads
Website changes, campaign tweaks, 'can you just' emails — a board per service line turns them into tickets with response targets, the whole thread on the record, and time logged as you reply. A one-question survey when it closes keeps score.
- Email-to-ticket per board with correct threading
- Response and resolution targets visible on the queue
- Satisfaction surveys with review gating
Time to invoice without re-typing
Time logged on tasks and tickets lands on the weekly timesheet; a manager approves it; approved billable hours become work in progress under the client's retainer, priced at that client's rates. Recurring retainer invoices raise themselves; QuickBooks or Xero stays in sync.
- Weekly timesheet approval before billing
- Retainer invoices on the agreement's cycle
- QuickBooks Online and Xero sync
Which clients are worth it, and which are drifting
Profitability shows revenue, team cost, return on time and share of work per client. Client health scores every account from kept check-ins, recent contact, ticket responsiveness, delivery, contracts and satisfaction — and tells the owner when one drops a band.
- Return on time per client and per retainer
- Client health with a sentence behind every number
- A notification when an account slips
An account, start to finish
Win it
Deal, proposal, quote accepted online.
Set it up
The retainer with its hours and cycle, the project with its budget, the board for requests.
Run it
Time on tasks and tickets, approved weekly, invoiced under the retainer.
Read it
Return on time and client health on the same client record.
What you'd use most
Every module reads the same clients, people and permissions — switch on the ones you need.
Frequently asked questions
Is AspirePro agency management software?
How does it handle retainers?
Can clients see their own work?
Does it replace HubSpot?
What does it cost for a 12-person agency?
Bring your whole services business together
Stop stitching together five tools. Run sales, delivery, support, and billing from one organization — with an AI assistant on every page.