Build a Project Tracker for Agencies
Manage every client project, team assignment and deadline from one shared dashboard. Spin up a branded agency tracker on Kleap. Free to start.
16,170+ sites created with Kleap in the last 30 days
A working app, not a template
What it is
A project tracker for an agency is a web app that keeps every client account's work, owners, and approval stages in one shared database. It gives account managers a live view across all clients so nothing slips through and retainer hours stay accountable.
What your agency project tracks
Every field below is one you can add, rename, or remove by chatting with Kleap — a starting point tuned for agency.
Task
The individual piece of work, like 'Design Q3 landing page' — what a team member is actually assigned and delivers.
Client Account
Which client this belongs to, letting an agency segment a busy pipeline and report per-account instead of one undifferentiated pile.
Owner
The team member responsible. In an agency where work passes between designers, writers, and strategists, this ends the 'who's got this?' confusion.
Status
Briefed / In progress / Internal review / Client review / Approved — the pipeline stages agency work moves through.
Due Date
The client-facing deadline, so account managers can spot at-risk work before a client chases them.
Priority
Ranks work when several clients want things the same week and the team has to sequence.
Retainer Hours
Hours logged against a client's monthly retainer, so you can see when an account is burning through its allotment and needs a scope conversation.
Approval Stage
Tracks whether a deliverable is awaiting internal sign-off or client sign-off, keeping the review chain explicit and auditable.
Deliverable Type
Design / Copy / Ad / Report / Video, so you can report what kinds of output each account consumes.
What good looks like for agency
One app, a view for everyone
Account Manager
A cross-client view of what's at risk, whether retainer hours are on budget, and what's stuck in client review so they can nudge.
Team member
A clean list of only the tasks they own, with clear briefs, priorities, and due dates, so they don't have to parse other people's work.
Client
Visibility into what's in review and awaiting their sign-off, and confidence their retainer is being spent on the right things.
Buy a tool, or own one built for you
Off-the-shelf software makes you fit its mold. With Kleap you describe the project you actually want and own it outright.
A typical project
- Monthly per-seat fees that grow with your team
- Your data lives on their servers, in their format
- Fixed features — you adapt to the tool, not the reverse
- Generic, not shaped around agency
Built with Kleap
- Free to start — no per-seat pricing
- You own the app and its database, data stays yours
- Change anything by chatting — fields, views, workflow
- Shaped around how agency actually works
Build it in 3 steps
Describe it
Tell Kleap what your agency needs, in plain words.
AI builds it
Get a real working app with records, forms, and a dashboard.
Publish
Refine it in chat, then publish. It is a live app you own.
Frequently asked questions
Can we manage multiple client accounts in one tracker?+
Yes. Every task is tagged to a Client Account, so account managers get one master pipeline that filters down to any single client. You can report retainer hours and delivery per account from the same database.
How do we handle internal review versus client approval?+
The Approval Stage and Status fields separate internal sign-off from client sign-off, so nothing goes to a client before it's been reviewed in-house. The stages are yours to name to match your agency's workflow.
Can it track retainer hours so we know when a client is over budget?+
Each task logs Retainer Hours against its client, and a dashboard totals them per account so you can spot overage before the month closes. It won't auto-invoice, but it gives account managers the numbers to have the scope conversation early.
Does it connect to Slack or Jira for our team?+
No — it's a standalone web app with its own database, not an integration layer over Slack or Jira. Everyone works directly in the shared tracker in their browser, which is often simpler for a mixed team of designers, writers, and clients who don't all live in engineering tools.
More Project Tracker use cases
Ready to build it?
Describe your agency project and watch it come to life. Free to start, no code.