This doc is meant to represent all the key data that you need for operating a small agency. You can manage your customers via CRM, navigate potential deals via pipeline, make projects from deals that you’ve won, and add vendors for the job that should be done. You also can prepare the invoices in both directions and see the budget balance for the projects.
Company & Contacts
The basic concept of every CRM is a Contact. In most cases, you can combine contacts into a group and in agency business it's rarely the case to work with individuals, so we will use the entity called
. The deal is related to the Company and the key data for every deal is a description of services, budget, and the status of the deal. Deals are usually pushed through the sales funnel (aka the pipeline) and the best way for users to work with it is by having all the deals in one
Basically, the sum of every job on a project is equal to the project itself. Every job has its own status, its own description, and budget.
Vendors & Services
Okay, you have your project and you already decompose it into the jobs and approved the budget for each job with the client. Now what? You need to delegate the actual work for someone else — and here comes the
. Every vendor has different skills, price range, and quality level, so you can choose the one who will fit better just right for each job. Sometimes though you need more than one vendor to implement everything the job required, so you can assign as many vendors as you want. Just remember, we still need to make money out of every job entity, so you need to keep track of the job's budget. This doc will keep it for you and even highlight the job if the vendor's budget is bigger than the actual job's budget.
. They both are essentially the same, with the small difference: who gets paid and for what. In one case you will be receiving money for the Job(s) and in the other, you will be paying money for the service(s) to your vendors. In both cases, though you can choose multiple jobs/services to include in one invoice.
I've made two automation so far:
Adding the Slack channel right when the new Project is created. It helps a lot with our work to have a dedicated channel for each project with the team of people that working on it.
The notification to check the list of invoices and to make sure that everything is paid on time. In the future, it makes sense to create the email notification, but the Coda notification will work for now.
There’s still a lot of things that can be automated, but I usually prefer to start small and extend from there.
In order to keep the doc looking nice and clean, I've kept all the back-office on the separate