{"id":216,"date":"2023-05-12T14:16:10","date_gmt":"2023-05-12T14:16:10","guid":{"rendered":"https:\/\/clockify.me\/learn\/?p=216"},"modified":"2026-08-13T00:00:00","modified_gmt":"2026-08-13T00:00:00","slug":"managing-agency-work-with-clockify","status":"publish","type":"post","link":"https:\/\/clockify.me\/learn\/resources\/managing-agency-work-with-clockify\/","title":{"rendered":"How To Build an Agency Workflow in 8 Steps"},"content":{"rendered":"\n<p class=\"translation-block wp-block-paragraph\">Without a clear workflow, agencies may struggle to keep projects on schedule, allocate resources, and provide a smooth client experience.<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">We\u2019ll explain how to build an effective agency workflow, including how a time tracker can help you manage team hours, track project progress, and bill your clients efficiently.<\/p>\n\n\n\n<ul class=\"wp-block-list key-takeaways\">\n<li class=\"translation-block\">An agency workflow is a structured approach to moving projects from initial client request to delivery.<\/li>\n\n\n\n<li class=\"translation-block\">Utilization rate helps you evaluate team productivity, resource allocation, and overall efficiency. A healthy utilization rate for most marketing agencies typically falls within the 70\u201380% range, balancing client work with non-billable tasks.<\/li>\n\n\n\n<li class=\"translation-block\">Clockify time tracker helps agencies manage billable and non-billable hours, monitor project progress, and create client invoices for accurate billing.<\/li>\n<\/ul>\n\n\n\n<h2 id=\"what-is-an-agency-workflow\" class=\"wp-block-heading translation-block\">What is an agency workflow?<\/h2>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">An agency workflow is a structured process agencies follow to manage projects from initial client request and planning through execution, monitoring, and delivery.&nbsp;<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">Having a well-defined workflow helps teams:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\">Prioritize tasks<\/li>\n\n\n\n<li class=\"translation-block\">Understand project requirements<\/li>\n\n\n\n<li class=\"translation-block\">Allocate time effectively between billable and non-billable activities<\/li>\n<\/ul>\n\n\n\n<div class=\"wp-block-group pro-tip\"><div class=\"wp-block-group__inner-container is-layout-constrained wp-block-group-is-layout-constrained\">\n<p class=\"translation-block wp-block-paragraph\">\ud83d\udca1 <strong>CLOCKIFY PRO TIP<\/strong><\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">Learn more about the importance of tracking billable and non-billable hours here:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\"><a href=\"https:\/\/clockify.me\/blog\/business\/billable-and-non-billable-hours\/\">How To Track Non-Billable vs. Billable Hours (+ Definitions &amp; Examples)<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n<h2 id=\"types-of-agency-workflows\" class=\"wp-block-heading translation-block\">Types of agency workflows<\/h2>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">There are several types of agency workflows, including digital marketing agency workflows, creative agency workflows, and IT and software agency workflows.<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><thead><tr><th><strong>Workflow type<\/strong><\/th><th><strong>Main focus<\/strong><\/th><th><strong>Typical billable work<\/strong><\/th><th><strong>Typical billing model<\/strong><\/th><\/tr><\/thead><tbody><tr><td>Digital marketing agency<\/td><td>Campaigns and ongoing marketing<\/td><td>SEO, social media marketing, email marketing, content creation<\/td><td>Retainer-based billing<\/td><\/tr><tr><td>Creative agency<\/td><td>Producing creative assets<\/td><td>Branding, graphic design, video, copywriting, creative concepts<\/td><td>Project-based and retainer-based billing<\/td><\/tr><tr><td>IT and software agency<\/td><td>Building and maintaining technology<\/td><td>Coding, testing, debugging, system integrations,&nbsp; technical support<\/td><td>Project-based, time and materials, and retainer-based billing<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">Let\u2019s learn more about each type of agency workflow below.<\/p>\n\n\n\n<h3 id=\"1-digital-marketing-agency-workflow\" class=\"wp-block-heading translation-block\">#1: Digital marketing agency workflow<\/h3>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">A digital marketing agency workflow involves planning, executing, and optimizing marketing campaigns to <strong>help clients achieve their marketing objectives<\/strong>. This workflow combines SEO, content marketing, paid ads, and other digital strategies to improve online visibility, attract potential customers, and drive growth.&nbsp;<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">Analytics play a key role in managing marketing projects. Analyzing metrics such as conversion and click-through rates allows marketing teams to improve campaign performance.<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">As most of their services are ongoing, digital marketing agencies often use a retainer-based billing structure.<\/p>\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe loading=\"lazy\" title=\"Clockify for Agencies\" width=\"500\" height=\"281\" src=\"https:\/\/www.youtube.com\/embed\/9GUerbxY9jk?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe>\n<\/div><\/figure>\n\n\n\n<h3 id=\"2-creative-agency-workflow\" class=\"wp-block-heading translation-block\">#2: Creative agency workflow<\/h3>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">A creative agency workflow leverages brainstorming, collaboration, and other creative processes to develop ideas and turn them into finished creative assets. These assets include designs, branding materials, and marketing content.&nbsp;&nbsp;&nbsp;&nbsp;<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">Collaborating with clients is vital for creative teams, as it boosts innovation and helps them understand the client\u2019s needs.&nbsp;<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">Creative agencies typically use a <strong>project-based billing structure for projects with a clear scope<\/strong>, timelines, and deliverables (e.g., branding packages). For ongoing creative support (e.g., regular content production), they use retainers.&nbsp;<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">In creative agencies, managing time can be challenging due to the sheer number of creative tasks, projects, and client requests. CEO of Kfactor Marketing e Design, <a href=\"https:\/\/clockify.me\/customer-stories\/kevin-oliveira\">Kevin Oliveira<\/a>, used to struggle with time management, but Clockify helped him organize his days:<\/p>\n\n\n\n<div class=\"wp-block-group pro-blockquote\"><div class=\"wp-block-group__inner-container is-layout-constrained wp-block-group-is-layout-constrained\">\n<div class=\"wp-block-columns is-layout-flex wp-container-core-columns-is-layout-8f761849 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\">\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"300\" height=\"300\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Kevin-Oliveira-CEO-of-Kfactor-Marketing-e-Design.webp\" alt=\"Kevin Oliveira - CEO of Kfactor Marketing e Design\" class=\"wp-image-6990\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Kevin-Oliveira-CEO-of-Kfactor-Marketing-e-Design.webp 300w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Kevin-Oliveira-CEO-of-Kfactor-Marketing-e-Design-150x150.webp 150w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Kevin-Oliveira-CEO-of-Kfactor-Marketing-e-Design-12x12.webp 12w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/figure>\n<\/div>\n\n\n\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\">\n<p class=\"translation-block wp-block-paragraph\">\u201c<em>With Clockify, I noticed better control of the day-to-day activities and also an increase in productivity beyond the ordinary.<\/em>\u201d<\/p>\n<\/div>\n<\/div>\n<\/div><\/div>\n\n\n\n<h3 id=\"3-it-and-software-agency-workflow\" class=\"wp-block-heading translation-block\">#3: IT and software agency workflow<\/h3>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">An IT and software agency workflow focuses on building and maintaining software solutions for clients. It usually <strong>begins with analyzing client requirements<\/strong> and creating a development plan, followed by coding, testing, and deployment.&nbsp;<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">To be successful, IT and software projects require close collaboration between different teams, including:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\">Development&nbsp;<\/li>\n\n\n\n<li class=\"translation-block\">Design&nbsp;<\/li>\n\n\n\n<li class=\"translation-block\">Quality assurance&nbsp;<\/li>\n\n\n\n<li class=\"translation-block\">IT support&nbsp;&nbsp;<\/li>\n<\/ul>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">Typical billing models for software agencies include project-based, <a href=\"https:\/\/clockify.me\/learn\/business-management\/time-materials-contract\/\">time and materials<\/a>, and retainer, depending on project complexity and the ongoing support required.&nbsp;<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">Clockify by CAKE.com makes client billing easier by allowing you to track billable hours on your projects and <a href=\"https:\/\/clockify.me\/features\/invoicing\">create invoices<\/a> based on your tracked time and expenses.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"721\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Create-customize-and-send-invoices-to-your-clients-1024x721.webp\" alt=\"Create, customize, and send invoices to your clients\" class=\"wp-image-6930\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Create-customize-and-send-invoices-to-your-clients-1024x721.webp 1024w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Create-customize-and-send-invoices-to-your-clients-300x211.webp 300w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Create-customize-and-send-invoices-to-your-clients-768x541.webp 768w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Create-customize-and-send-invoices-to-your-clients-18x12.webp 18w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Create-customize-and-send-invoices-to-your-clients.webp 1292w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><figcaption class=\"wp-element-caption\">Create, customize, and send invoices to your clients<\/figcaption><\/figure>\n<\/div>\n\n\n<p class=\"custom-btn translation-block wp-block-paragraph\"><a href=\"https:\/\/app.clockify.me\/en\/signup\" data-type=\"link\" data-id=\"https:\/\/app.clockify.me\/en\/signup\">Sign up for Clockify FREE<\/a><\/p>\n\n\n\n<h2 id=\"how-to-measure-your-agency-workflow-utilization-rate-and-kpis\" class=\"wp-block-heading translation-block\">How to measure your agency workflow: Utilization rate and KPIs<\/h2>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">One of the most widely used metrics for measuring agency performance is the <strong>utilization rate<\/strong>. This <a href=\"https:\/\/clockify.me\/blog\/business\/kpi\/\">KPI<\/a> helps agencies improve team efficiency and overall profitability by measuring how much of their available work time employees spend on billable tasks.<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">The standard formula for calculating the <a href=\"https:\/\/clockify.me\/blog\/business\/utilization-rate\/\">utilization rate<\/a> is:<\/p>\n\n\n\n<p class=\"has-text-align-center has-background translation-block wp-block-paragraph\" style=\"background-color:#e1f5fe\">(Total Billable Hours \u00f7 Total Available Hours) \u00d7 100 = Utilization rate<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">Say an employee works 40 hours per week. During that week, they spend 30 hours on billable client projects and 10 hours on non-billable research tasks. In this case, the employee spent 75% of their available working time on revenue-generating activities \u2014 see below:<\/p>\n\n\n\n<p class=\"has-text-align-center has-background translation-block wp-block-paragraph\" style=\"background-color:#e1f5fe\">(30 \u00f7 40) \u00d7 100 = <strong>75%<\/strong><\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">The ideal utilization rate varies by agency type, with most marketing agencies aiming for a billable utilization rate of <a href=\"https:\/\/www.getharvest.com\/calculators\/what-is-a-good-utilization-rate-for-agencies\" target=\"_blank\" rel=\"noreferrer noopener\">70-80%<\/a>.<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">An excessively high agency utilization rate can lead to employee burnout and reduced work quality. Conversely, a low utilization rate indicates underused capacity or excess admin work \u2014 which can negatively impact agency profitability.<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">So, finding the right balance between billable and non-billable activities is essential for ensuring sustainable agency growth.<\/p>\n\n\n\n<div class=\"wp-block-group pro-tip\"><div class=\"wp-block-group__inner-container is-layout-constrained wp-block-group-is-layout-constrained\">\n<p class=\"translation-block wp-block-paragraph\">\ud83d\udca1 <strong>CLOCKIFY PRO TIP<\/strong><\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">To find out how Clockify can help you estimate employee utilization, read this&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\"><a href=\"https:\/\/clockify.me\/learn\/resources\/clockify-utilization-report\/\">How To Calculate Team Utilization With Clockify Reports<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n<h2 id=\"agency-workflow-example-8-steps-from-new-client-to-paid-invoice\" class=\"wp-block-heading translation-block\">Agency workflow example: 8 steps from new client to paid invoice<\/h2>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">Building an agency workflow involves 8 steps:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li class=\"translation-block\">Add a new client to your database<\/li>\n\n\n\n<li class=\"translation-block\">Split your project into tasks<\/li>\n\n\n\n<li class=\"translation-block\">Organize team members and assign roles<\/li>\n\n\n\n<li class=\"translation-block\">Distribute employee time<\/li>\n\n\n\n<li class=\"translation-block\">Track billable and non-billable tasks<\/li>\n\n\n\n<li class=\"translation-block\">Track expenses<\/li>\n\n\n\n<li class=\"translation-block\">Sum up your work on the project<\/li>\n\n\n\n<li class=\"translation-block\">Manage invoices and bill clients&nbsp;<\/li>\n<\/ol>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"638\" height=\"1024\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Agency-Workflow-638x1024.webp\" alt=\"Agency Workflow\" class=\"wp-image-6931\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Agency-Workflow-638x1024.webp 638w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Agency-Workflow-187x300.webp 187w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Agency-Workflow-768x1232.webp 768w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Agency-Workflow-958x1536.webp 958w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Agency-Workflow-7x12.webp 7w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Agency-Workflow.webp 1200w\" sizes=\"auto, (max-width: 638px) 100vw, 638px\" \/><\/figure>\n<\/div>\n\n\n<p class=\"translation-block wp-block-paragraph\">Let\u2019s imagine you got a new project. This is what your typical workflow would look like.<\/p>\n\n\n\n<h3 id=\"1-add-a-new-client-to-your-database\" class=\"wp-block-heading translation-block\">#1: Add a new client to your database<\/h3>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">Each time you get a project from a new client, you should add their details to your client database, including client name, contact information, and address for invoicing.<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">Having a clear record of client data helps you access important information quickly and avoid confusion.<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">With a project tracker like Clockify, you get a dedicated space for all your clients where you can manage their info with ease.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"229\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Client-database-in-Clockify-1024x229.webp\" alt=\"Client database in Clockify\" class=\"wp-image-6932\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Client-database-in-Clockify-1024x229.webp 1024w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Client-database-in-Clockify-300x67.webp 300w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Client-database-in-Clockify-768x172.webp 768w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Client-database-in-Clockify-1536x344.webp 1536w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Client-database-in-Clockify-18x4.webp 18w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Client-database-in-Clockify.webp 1747w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><figcaption class=\"wp-element-caption\">Client database in Clockify<\/figcaption><\/figure>\n<\/div>\n\n\n<p class=\"translation-block wp-block-paragraph\">For each client in Clockify, you can add a client name, email address, physical address, and a note. You can also <a href=\"https:\/\/clockify.me\/help\/track-time-and-expenses\/assign-currency-to-client\">assign a currency to a client<\/a>, which is especially useful if you have international clients who are billed in different currencies.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"591\" height=\"1024\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Editing-client-info-in-Clockify-591x1024.webp\" alt=\"Editing client info in Clockify\" class=\"wp-image-6933\" style=\"aspect-ratio:0.5771419851987487;width:423px;height:auto\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Editing-client-info-in-Clockify-591x1024.webp 591w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Editing-client-info-in-Clockify-173x300.webp 173w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Editing-client-info-in-Clockify-768x1331.webp 768w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Editing-client-info-in-Clockify-7x12.webp 7w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Editing-client-info-in-Clockify.webp 772w\" sizes=\"auto, (max-width: 591px) 100vw, 591px\" \/><figcaption class=\"wp-element-caption\">Editing client info in Clockify<\/figcaption><\/figure>\n<\/div>\n\n\n<h3 id=\"2-split-your-project-into-tasks\" class=\"wp-block-heading translation-block\">#2: Split your project into tasks<\/h3>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">Tracking project progress is easier when you divide the project into smaller tasks. Doing so also makes a project seem less daunting.<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">In <a href=\"https:\/\/clockify.me\/\">Clockify<\/a>, you can create a project (e.g., <em>Website Design<\/em>) and tasks within that project (e.g., <em>Research<\/em>, <em>Wireframe creation<\/em>, <em>UI design<\/em>, <em>Revisions<\/em>). When creating a project, you\u2019ll be able to enter the project name and choose the client (e.g., Feeney PLC) your project\u2019s tied to:<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-full is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"774\" height=\"436\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Select-a-client-from-your-client-database.webp\" alt=\"Select a client from your client database\" class=\"wp-image-6934\" style=\"aspect-ratio:1.775257140809232;width:550px;height:auto\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Select-a-client-from-your-client-database.webp 774w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Select-a-client-from-your-client-database-300x169.webp 300w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Select-a-client-from-your-client-database-768x433.webp 768w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Select-a-client-from-your-client-database-18x10.webp 18w\" sizes=\"auto, (max-width: 774px) 100vw, 774px\" \/><figcaption class=\"wp-element-caption\">Select a client from your client database<\/figcaption><\/figure>\n<\/div>\n\n\n<p class=\"translation-block wp-block-paragraph\"><strong>NOTE<\/strong>: You can <a href=\"https:\/\/clockify.me\/help\/projects\/project-templates\">create project templates<\/a> in Clockify to save time when setting up recurring or similar projects.<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">After creating a project, you\u2019ll be able to add <a href=\"https:\/\/clockify.me\/help\/projects\/working-with-tasks\">Clockify tasks<\/a> that your team will track time on. You can add as many tasks as you need.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"410\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Project-Website-Design-has-4-tasks-each-with-its-own-billable-and-cost-rates-Research-only-has-a-cost-rate-since-its-not-billable-1024x410.webp\" alt=\"Project Website Design has 4 tasks, each with its own billable and cost rates (Research only has a cost rate since it\u2019s not billable)\" class=\"wp-image-6935\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Project-Website-Design-has-4-tasks-each-with-its-own-billable-and-cost-rates-Research-only-has-a-cost-rate-since-its-not-billable-1024x410.webp 1024w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Project-Website-Design-has-4-tasks-each-with-its-own-billable-and-cost-rates-Research-only-has-a-cost-rate-since-its-not-billable-300x120.webp 300w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Project-Website-Design-has-4-tasks-each-with-its-own-billable-and-cost-rates-Research-only-has-a-cost-rate-since-its-not-billable-768x307.webp 768w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Project-Website-Design-has-4-tasks-each-with-its-own-billable-and-cost-rates-Research-only-has-a-cost-rate-since-its-not-billable-1536x614.webp 1536w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Project-Website-Design-has-4-tasks-each-with-its-own-billable-and-cost-rates-Research-only-has-a-cost-rate-since-its-not-billable-18x7.webp 18w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Project-Website-Design-has-4-tasks-each-with-its-own-billable-and-cost-rates-Research-only-has-a-cost-rate-since-its-not-billable.webp 1725w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><figcaption class=\"wp-element-caption\">Project Website Design has 4 tasks, each with its own billable and cost rates (Research only has a cost rate since it\u2019s not billable)<\/figcaption><\/figure>\n<\/div>\n\n\n<p class=\"translation-block wp-block-paragraph\">Once your team starts tracking time on these tasks, you\u2019ll be able to follow the progress. You can <strong>track project progress by setting time or budget estimates<\/strong> in Clockify. For instance, you can estimate the length of a project (e.g., 120 hours) and then monitor progress in real time by comparing estimated vs. tracked time.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"483\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/The-progress-made-on-Project-Website-Design-1024x483.webp\" alt=\"The progress made on Project Website Design\" class=\"wp-image-6936\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/The-progress-made-on-Project-Website-Design-1024x483.webp 1024w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/The-progress-made-on-Project-Website-Design-300x142.webp 300w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/The-progress-made-on-Project-Website-Design-768x363.webp 768w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/The-progress-made-on-Project-Website-Design-1536x725.webp 1536w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/The-progress-made-on-Project-Website-Design-18x8.webp 18w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/The-progress-made-on-Project-Website-Design.webp 1697w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><figcaption class=\"wp-element-caption\">The progress made on Project Website Design<\/figcaption><\/figure>\n<\/div>\n\n\n<p class=\"has-background translation-block wp-block-paragraph\" style=\"background-color:#e1f5fe\">Learn more about <a href=\"https:\/\/clockify.me\/help\/projects\/tracking-project-progress\">tracking progress and estimates in Clockify \u279c<\/a><\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">To stay on top of project budgets and deadlines, <a href=\"https:\/\/clockify.me\/help\/projects\/alerts\">set alerts in Clockify<\/a>. You\u2019ll get notified via email when a project reaches a certain percentage (e.g., 50%) of its estimated time or budget.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"304\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Alerts-in-Clockify-1024x304.webp\" alt=\"Alerts in Clockify\" class=\"wp-image-6937\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Alerts-in-Clockify-1024x304.webp 1024w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Alerts-in-Clockify-300x89.webp 300w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Alerts-in-Clockify-768x228.webp 768w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Alerts-in-Clockify-1536x456.webp 1536w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Alerts-in-Clockify-18x5.webp 18w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Alerts-in-Clockify.webp 1666w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><figcaption class=\"wp-element-caption\">Alerts in Clockify<\/figcaption><\/figure>\n<\/div>\n\n\n<p class=\"translation-block wp-block-paragraph\">By using Clockify Alerts, you\u2019ll be able to <a href=\"https:\/\/clockify.me\/blog\/business\/cost-overrun\/\">prevent budget overruns<\/a> and keep your projects running smoothly.<\/p>\n\n\n\n<p class=\"custom-btn translation-block wp-block-paragraph\"><a href=\"https:\/\/app.clockify.me\/en\/signup\">Track project progress in Clockify<\/a><\/p>\n\n\n\n<h3 id=\"3-organize-team-members-and-assign-roles\" class=\"wp-block-heading translation-block\">#3: Organize team members and assign roles<\/h3>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">Whenever your agency takes on a new project, you\u2019ll need to determine how many people are needed to complete it.<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">You\u2019ll also need to specify team roles, so there\u2019s no confusion about who\u2019s responsible for each part of the project. In Clockify, you can manage your team by adding team members to your workspace, <a href=\"https:\/\/clockify.me\/help\/administration\/user-roles-and-permissions\/who-can-do-what\">defining roles<\/a>, and setting billable and cost rates for each member.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"670\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Organizing-team-members-in-Clockify-1024x670.webp\" alt=\"Organizing team members in Clockify\" class=\"wp-image-6938\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Organizing-team-members-in-Clockify-1024x670.webp 1024w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Organizing-team-members-in-Clockify-300x196.webp 300w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Organizing-team-members-in-Clockify-768x503.webp 768w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Organizing-team-members-in-Clockify-1536x1005.webp 1536w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Organizing-team-members-in-Clockify-18x12.webp 18w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Organizing-team-members-in-Clockify.webp 1676w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><figcaption class=\"wp-element-caption\">Organizing team members in Clockify<\/figcaption><\/figure>\n<\/div>\n\n\n<p class=\"translation-block wp-block-paragraph\">Setting billable and <a href=\"https:\/\/clockify.me\/help\/reports\/labor-cost\">cost rates<\/a> in Clockify will later help you measure project profitability and bill for your services.<\/p>\n\n\n\n<p class=\"has-background translation-block wp-block-paragraph\" style=\"background-color:#e1f5fe\">Learn more about <a href=\"https:\/\/clockify.me\/help\/reports\/hourly-rates\">billable rates in Clockify \u279c<\/a><\/p>\n\n\n\n<h3 id=\"4-distribute-employee-time\" class=\"wp-block-heading translation-block\">#4: Distribute employee time<\/h3>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">Effective employee time distribution is crucial for maximizing productivity and preventing <a href=\"https:\/\/clockify.me\/blog\/productivity\/career-burnout\/\">employee burnout<\/a> in your agency.&nbsp;<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">Decide who will work on what and how much time employees should spend on each task. By doing that, you ensure the right people are assigned to the right tasks.&nbsp;<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">Clockify lets you create a schedule for your team \u2014 add members, create assignments for them, and publish the schedule to <strong>make assignments visible to your team<\/strong>.&nbsp;<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">When creating an assignment for a member, you\u2019ll be able to select a project task (e.g., <em>Revisions<\/em>), define a period (e.g., Aug. 3\u20137), and specify working hours\/day (e.g., 8 hr):<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"641\" height=\"1024\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Creating-an-assignment-in-Clockify-641x1024.webp\" alt=\"Creating an assignment in Clockify\" class=\"wp-image-6939\" style=\"aspect-ratio:0.6259708552681773;width:416px;height:auto\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Creating-an-assignment-in-Clockify-641x1024.webp 641w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Creating-an-assignment-in-Clockify-188x300.webp 188w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Creating-an-assignment-in-Clockify-768x1226.webp 768w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Creating-an-assignment-in-Clockify-8x12.webp 8w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Creating-an-assignment-in-Clockify.webp 778w\" sizes=\"auto, (max-width: 641px) 100vw, 641px\" \/><figcaption class=\"wp-element-caption\">Creating an assignment in Clockify<\/figcaption><\/figure>\n<\/div>\n\n\n<p class=\"translation-block wp-block-paragraph\"><strong>NOTE<\/strong>: You can set team assignments to repeat regularly in Clockify (e.g., weekly or every 2 weeks) to plan schedules ahead of time.<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">When creating a schedule for your team, make sure to check your team members\u2019 capacity. In Clockify, your team\u2019s capacity is calculated based on the <a href=\"https:\/\/clockify.me\/help\/administration\/targets-reminders\">time tracking targets<\/a> you set on a daily, weekly, or monthly basis.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"196\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/The-time-tracking-target-for-Maya-Star-is-8-hoursday-if-she-tracks-less-than-that-shell-get-notified-via-email-1024x196.webp\" alt=\"The time tracking target for Maya Star is 8 hours\/day (if she tracks less than that, she\u2019ll get notified via email)\" class=\"wp-image-6940\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/The-time-tracking-target-for-Maya-Star-is-8-hoursday-if-she-tracks-less-than-that-shell-get-notified-via-email-1024x196.webp 1024w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/The-time-tracking-target-for-Maya-Star-is-8-hoursday-if-she-tracks-less-than-that-shell-get-notified-via-email-300x57.webp 300w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/The-time-tracking-target-for-Maya-Star-is-8-hoursday-if-she-tracks-less-than-that-shell-get-notified-via-email-768x147.webp 768w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/The-time-tracking-target-for-Maya-Star-is-8-hoursday-if-she-tracks-less-than-that-shell-get-notified-via-email-1536x294.webp 1536w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/The-time-tracking-target-for-Maya-Star-is-8-hoursday-if-she-tracks-less-than-that-shell-get-notified-via-email-18x3.webp 18w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/The-time-tracking-target-for-Maya-Star-is-8-hoursday-if-she-tracks-less-than-that-shell-get-notified-via-email.webp 1736w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><figcaption class=\"wp-element-caption\">The time tracking target for Maya Star is 8 hours\/day (if she tracks less than that, she\u2019ll get notified via email)<\/figcaption><\/figure>\n<\/div>\n\n\n<p class=\"translation-block wp-block-paragraph\">Based on the time tracking targets you set for each member, you\u2019ll know:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\">Who\u2019s booked to their full capacity<\/li>\n\n\n\n<li class=\"translation-block\">Who has free hours&nbsp;<\/li>\n\n\n\n<li class=\"translation-block\">Who\u2019s overbooked&nbsp;<\/li>\n<\/ul>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">Say your team member\u2019s capacity is 8 hours\/day, and they\u2019re assigned 8 hours of work per day. In that case, they\u2019re fully booked, meaning they have no remaining availability for additional tasks.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"430\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Maya-Star-is-assigned-to-Project-Website-Design-Task-Revisions-and-shes-booked-to-her-full-capacity-1024x430.webp\" alt=\"Maya Star is assigned to Project Website Design (Task Revisions), and she\u2019s booked to her full capacity\" class=\"wp-image-6941\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Maya-Star-is-assigned-to-Project-Website-Design-Task-Revisions-and-shes-booked-to-her-full-capacity-1024x430.webp 1024w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Maya-Star-is-assigned-to-Project-Website-Design-Task-Revisions-and-shes-booked-to-her-full-capacity-300x126.webp 300w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Maya-Star-is-assigned-to-Project-Website-Design-Task-Revisions-and-shes-booked-to-her-full-capacity-768x323.webp 768w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Maya-Star-is-assigned-to-Project-Website-Design-Task-Revisions-and-shes-booked-to-her-full-capacity-1536x645.webp 1536w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Maya-Star-is-assigned-to-Project-Website-Design-Task-Revisions-and-shes-booked-to-her-full-capacity-18x8.webp 18w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Maya-Star-is-assigned-to-Project-Website-Design-Task-Revisions-and-shes-booked-to-her-full-capacity.webp 1738w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><figcaption class=\"wp-element-caption\">Maya Star is assigned to Project Website Design (Task Revisions), and she\u2019s booked to her full capacity<\/figcaption><\/figure>\n<\/div>\n\n\n<p class=\"translation-block wp-block-paragraph\">Get more information on <a href=\"https:\/\/clockify.me\/help\/projects\/schedule-team-assignments\">scheduling team assignments<\/a> in Clockify.<\/p>\n\n\n\n<div class=\"wp-block-group pro-tip\"><div class=\"wp-block-group__inner-container is-layout-constrained wp-block-group-is-layout-constrained\">\n<p class=\"translation-block wp-block-paragraph\">\ud83d\udca1 <strong>CLOCKIFY PRO TIP<\/strong><\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">To master resource planning with Clockify, check out the following article:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\"><a href=\"https:\/\/clockify.me\/learn\/resources\/effective-resource-planning\/\">How To Use Clockify for Effective Resource Planning<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n<h3 id=\"5-track-billable-and-non-billable-tasks\" class=\"wp-block-heading translation-block\">#5: Track billable and non-billable tasks<\/h3>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">To prevent payment disputes, you should agree with your client on which tasks will be billable and which won\u2019t. After that, your team can <strong>start tracking the time spent on billable and non-billable<\/strong> activities. Tracking both helps agencies get a complete picture of how their team spends their time.<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">Clockify allows you and your team members to track billable time by using <a href=\"https:\/\/clockify.me\/features\/timer\">Clockify\u2019s Timer<\/a> \u2014 enter what you\u2019re working on, select the project, and click the dollar sign (it\u2019ll turn blue) to mark your entry as billable. Then click <em>Start<\/em>.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"61\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Tracking-time-on-billable-tasks-in-Clockify-1024x61.webp\" alt=\"Tracking time on billable tasks in Clockify\" class=\"wp-image-6942\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Tracking-time-on-billable-tasks-in-Clockify-1024x61.webp 1024w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Tracking-time-on-billable-tasks-in-Clockify-300x18.webp 300w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Tracking-time-on-billable-tasks-in-Clockify-768x45.webp 768w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Tracking-time-on-billable-tasks-in-Clockify-1536x91.webp 1536w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Tracking-time-on-billable-tasks-in-Clockify-18x1.webp 18w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Tracking-time-on-billable-tasks-in-Clockify.webp 1726w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><figcaption class=\"wp-element-caption\">Tracking time on billable tasks in Clockify<\/figcaption><\/figure>\n<\/div>\n\n\n<p class=\"translation-block wp-block-paragraph\">Once you\u2019re done, click <em>Stop<\/em>.&nbsp;<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">For non-billable activities, such as initial research or admin tasks, follow the steps above, except don\u2019t click the dollar sign (it should remain gray). All time entries (billable and non-billable) will be saved in Clockify.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"227\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Billable-tasks-are-marked-with-a-blue-dollar-sign-while-non-billable-tasks-are-marked-with-a-gray-dollar-sign-1024x227.webp\" alt=\"Billable tasks are marked with a blue dollar sign while non-billable tasks are marked with a gray dollar sign\" class=\"wp-image-6943\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Billable-tasks-are-marked-with-a-blue-dollar-sign-while-non-billable-tasks-are-marked-with-a-gray-dollar-sign-1024x227.webp 1024w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Billable-tasks-are-marked-with-a-blue-dollar-sign-while-non-billable-tasks-are-marked-with-a-gray-dollar-sign-300x67.webp 300w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Billable-tasks-are-marked-with-a-blue-dollar-sign-while-non-billable-tasks-are-marked-with-a-gray-dollar-sign-768x170.webp 768w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Billable-tasks-are-marked-with-a-blue-dollar-sign-while-non-billable-tasks-are-marked-with-a-gray-dollar-sign-1536x341.webp 1536w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Billable-tasks-are-marked-with-a-blue-dollar-sign-while-non-billable-tasks-are-marked-with-a-gray-dollar-sign-18x4.webp 18w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Billable-tasks-are-marked-with-a-blue-dollar-sign-while-non-billable-tasks-are-marked-with-a-gray-dollar-sign.webp 1659w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><figcaption class=\"wp-element-caption\">Billable tasks are marked with a blue dollar sign while non-billable tasks are marked with a gray dollar sign<\/figcaption><\/figure>\n<\/div>\n\n\n<p class=\"translation-block wp-block-paragraph\">By tracking both billable and non-billable hours, you\u2019ll be able to identify and reduce <a href=\"https:\/\/clockify.me\/blog\/productivity\/identify-wasted-time-and-inefficiency\/\">time-consuming activities<\/a> and improve billable utilization.<\/p>\n\n\n\n<h3 id=\"6-track-expenses\" class=\"wp-block-heading translation-block\">#6: Track expenses<\/h3>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">Working on a project sometimes requires additional expenses you have to bill, too.&nbsp;<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">Let\u2019s say your client would like to have an in-person kickoff meeting at their office and your entire team needs to travel to attend. If this isn\u2019t your usual practice, the cost of that trip will probably be something you can charge for.<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">Clockify by CAKE.com lets you <a href=\"https:\/\/clockify.me\/help\/track-time-and-expenses\/expenses\">record all your project-related expenses<\/a>, which you can later include in an invoice you send to your client.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"170\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Expenses-in-Clockify-1024x170.webp\" alt=\"Expenses in Clockify\" class=\"wp-image-6944\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Expenses-in-Clockify-1024x170.webp 1024w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Expenses-in-Clockify-300x50.webp 300w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Expenses-in-Clockify-768x128.webp 768w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Expenses-in-Clockify-1536x256.webp 1536w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Expenses-in-Clockify-18x3.webp 18w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Expenses-in-Clockify.webp 1707w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><figcaption class=\"wp-element-caption\">Expenses in Clockify<\/figcaption><\/figure>\n<\/div>\n\n\n<p class=\"translation-block wp-block-paragraph\">You can organize expenses by category (e.g., <em>Overtime<\/em>, <em>Mileage<\/em>), record them by sum (e.g., $10) or unit (e.g., 20 miles) \u2014 and even attach a receipt as an image or PDF. A receipt helps verify project-related spending and improves transparency between agencies and clients.<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\"><strong>NOTE<\/strong>: You can also track expenses on the go via the Clockify mobile app (Android, iOS), allowing you to capture expenses wherever you are.<\/p>\n\n\n\n<p class=\"custom-btn translation-block wp-block-paragraph\"><a href=\"https:\/\/app.clockify.me\/en\/signup\">Track expenses with Clockify<\/a><\/p>\n\n\n\n<h3 id=\"7-sum-up-your-work-on-the-project\" class=\"wp-block-heading translation-block\">#7: Sum up your work on the project<\/h3>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">Real-time reporting is a vital part of project management in agencies. Reports let you to check whether you need to change something mid-project to stay within the deadline or budget. It also gives you insights on how to organize your team for future projects.&nbsp;<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">When summarizing work on a project, reports should show the tracked time for each team member, along with:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\">Profit they earned (based on the billable rate)<\/li>\n\n\n\n<li class=\"translation-block\">Costs associated with their work (based on the cost rate)&nbsp;<\/li>\n<\/ul>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">Here\u2019s what the <a href=\"https:\/\/clockify.me\/help\/reports\/summary-report\">Summary report<\/a> generated in Clockify looks like:<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"512\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Summarized-work-on-Project-Website-Design-1024x512.webp\" alt=\"Summarized work on Project Website Design\" class=\"wp-image-6945\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Summarized-work-on-Project-Website-Design-1024x512.webp 1024w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Summarized-work-on-Project-Website-Design-300x150.webp 300w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Summarized-work-on-Project-Website-Design-768x384.webp 768w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Summarized-work-on-Project-Website-Design-1536x768.webp 1536w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Summarized-work-on-Project-Website-Design-18x9.webp 18w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Summarized-work-on-Project-Website-Design.webp 1707w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><figcaption class=\"wp-element-caption\">Summarized work on Project Website Design<\/figcaption><\/figure>\n<\/div>\n\n\n<p class=\"translation-block wp-block-paragraph\">Having an overview of which team or team member generates which amount of costs and profit gives guidance on optimal resource allocation.&nbsp;<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">If you\u2019re charging a retainer fee to your client, it\u2019s good to know <strong>how many hours you\u2019ve used from the total billable hours<\/strong> of the project. Select the date range and filter the Summary report by client, project, and the billable status. Then compare tracked billable time with the total number of hours (time estimate) to determine how many hours remain.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"483\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Check-your-total-billable-hours-tracked-on-a-project-1024x483.webp\" alt=\"Check your total billable hours tracked on a project\" class=\"wp-image-6946\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Check-your-total-billable-hours-tracked-on-a-project-1024x483.webp 1024w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Check-your-total-billable-hours-tracked-on-a-project-300x142.webp 300w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Check-your-total-billable-hours-tracked-on-a-project-768x362.webp 768w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Check-your-total-billable-hours-tracked-on-a-project-1536x725.webp 1536w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Check-your-total-billable-hours-tracked-on-a-project-18x8.webp 18w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Check-your-total-billable-hours-tracked-on-a-project.webp 1700w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><figcaption class=\"wp-element-caption\">Check your total billable hours tracked on a project<\/figcaption><\/figure>\n<\/div>\n\n\n<p class=\"translation-block wp-block-paragraph\">To keep your client informed of all the work done so far, you can <a href=\"https:\/\/clockify.me\/help\/reports\/sharing-reports\">share a public link to your report<\/a>. Just filter the data you want to show them and click on the share icon to generate a public link.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-full is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"646\" height=\"598\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Generating-a-live-link-to-follow-progress-on-the-project.webp\" alt=\"Generating a live link to follow progress on the project\" class=\"wp-image-6947\" style=\"aspect-ratio:1.0802696558752058;width:486px;height:auto\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Generating-a-live-link-to-follow-progress-on-the-project.webp 646w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Generating-a-live-link-to-follow-progress-on-the-project-300x278.webp 300w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Generating-a-live-link-to-follow-progress-on-the-project-13x12.webp 13w\" sizes=\"auto, (max-width: 646px) 100vw, 646px\" \/><figcaption class=\"wp-element-caption\">Generating a live link to follow progress on the project<\/figcaption><\/figure>\n<\/div>\n\n\n<p class=\"translation-block wp-block-paragraph\">By allowing your clients to follow project progress in real time, you strengthen trust and ensure everyone stays aligned throughout the project.<\/p>\n\n\n\n<h3 id=\"8-manage-invoices-and-bill-clients\" class=\"wp-block-heading translation-block\">#8: Manage invoices and bill clients<\/h3>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">After you\u2019ve done the work, it\u2019s time to send an invoice out to your client. The following details are a usual part of a client invoice:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\">Your agency information<\/li>\n\n\n\n<li class=\"translation-block\">Services provided<\/li>\n\n\n\n<li class=\"translation-block\">Additional expenses<\/li>\n\n\n\n<li class=\"translation-block\">Date range<\/li>\n\n\n\n<li class=\"translation-block\">Taxes<\/li>\n\n\n\n<li class=\"translation-block\">Discounts<\/li>\n\n\n\n<li class=\"translation-block\">Issue date<\/li>\n\n\n\n<li class=\"translation-block\">Due date<\/li>\n\n\n\n<li class=\"translation-block\">Client information<\/li>\n<\/ul>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">With Clockify, you can customize your invoice to <a href=\"https:\/\/clockify.me\/blog\/business\/professional-invoices-tips\/\">look more professional<\/a> and get paid faster. For example, you can attach your agency logo or change text for invoice labels (e.g., instead of the default <em>Tax<\/em> label, you can change it to <em>VAT<\/em> when invoicing clients in countries where VAT applies).<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">After you import your tracked time and expenses and add any discounts or taxes, you can <a href=\"https:\/\/clockify.me\/help\/projects\/sending-invoice-emails\">email your invoice<\/a> to your client directly from Clockify.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"484\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Invoice-for-the-Feeney-PLC-client-with-billable-tasks-and-the-additional-expense-for-the-business-trip-1024x484.webp\" alt=\"Invoice for the Feeney PLC client, with billable tasks and the additional expense for the business trip\" class=\"wp-image-6948\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Invoice-for-the-Feeney-PLC-client-with-billable-tasks-and-the-additional-expense-for-the-business-trip-1024x484.webp 1024w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Invoice-for-the-Feeney-PLC-client-with-billable-tasks-and-the-additional-expense-for-the-business-trip-300x142.webp 300w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Invoice-for-the-Feeney-PLC-client-with-billable-tasks-and-the-additional-expense-for-the-business-trip-768x363.webp 768w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Invoice-for-the-Feeney-PLC-client-with-billable-tasks-and-the-additional-expense-for-the-business-trip-1536x726.webp 1536w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Invoice-for-the-Feeney-PLC-client-with-billable-tasks-and-the-additional-expense-for-the-business-trip-18x9.webp 18w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Invoice-for-the-Feeney-PLC-client-with-billable-tasks-and-the-additional-expense-for-the-business-trip.webp 1701w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><figcaption class=\"wp-element-caption\">Invoice for the Feeney PLC client, with billable tasks and the additional expense for the business trip<\/figcaption><\/figure>\n<\/div>\n\n\n<p class=\"translation-block wp-block-paragraph\">To make sure you manage all the invoices properly and don\u2019t accidentally double-bill clients, you can manage their status (sent\/unsent\/paid\/void) in the invoice list.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"284\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Managing-invoices-in-Clockify-1024x284.webp\" alt=\"Managing invoices in Clockify\" class=\"wp-image-6949\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Managing-invoices-in-Clockify-1024x284.webp 1024w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Managing-invoices-in-Clockify-300x83.webp 300w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Managing-invoices-in-Clockify-768x213.webp 768w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Managing-invoices-in-Clockify-1536x426.webp 1536w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Managing-invoices-in-Clockify-18x5.webp 18w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Managing-invoices-in-Clockify.webp 1713w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><figcaption class=\"wp-element-caption\">Managing invoices in Clockify<\/figcaption><\/figure>\n<\/div>\n\n\n<p class=\"translation-block wp-block-paragraph\"><strong>NOTE<\/strong>: Clockify also lets you send <a href=\"https:\/\/clockify.me\/help\/projects\/invoicing#reminders-if-invoice-is-past-due\">email reminders for overdue invoices<\/a> to your clients.&nbsp;&nbsp;&nbsp;<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">Effectively managing client invoices helps agencies improve cash flow and reduce payment delays.&nbsp;<\/p>\n\n\n\n<h2 id=\"common-agency-workflow-bottlenecks-and-fixes\" class=\"wp-block-heading translation-block\">Common agency workflow bottlenecks (and fixes)<\/h2>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">In this section, we\u2019ll cover common agency workflow issues and provide practical fixes.<\/p>\n\n\n\n<h3 id=\"1-unclear-project-scope-and-changing-requirements\" class=\"wp-block-heading translation-block\">#1: Unclear project scope and changing requirements<\/h3>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">As the project progresses, clients often request \u201csmall\u201d changes that gradually increase the workload without adjusting the timeline or budget. These changes lead to scope creep, causing teams to spend more time on unplanned tasks.<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\"><strong>Example<\/strong>: A marketing agency agrees to create 5 social media posts for a client. Halfway through the project, the client asks for 3 additional posts, new design variations, and several rounds of revisions. The marketing team now spends more hours on extra tasks, putting the project timeline at risk.&nbsp;<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\"><strong>Fix<\/strong>: By tracking time spent on design work and revisions, <a href=\"https:\/\/clockify.me\/marketing-agency-time-tracking\">marketing agencies<\/a> can identify scope creep early and use accurate data to adjust estimates and budgets. Doing so helps them prevent cost overruns and finish projects on time.&nbsp;<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">HR Director of WITHIN, <a href=\"https:\/\/clockify.me\/customer-stories\/within\">Danielle Aalund<\/a>, says that Clockify provides the visibility into what everyone\u2019s working on, making inefficiencies easier to spot:<\/p>\n\n\n\n<div class=\"wp-block-group pro-blockquote\"><div class=\"wp-block-group__inner-container is-layout-constrained wp-block-group-is-layout-constrained\">\n<div class=\"wp-block-columns is-layout-flex wp-container-core-columns-is-layout-8f761849 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\">\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"610\" height=\"610\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Danielle-Aalund-HR-director-at-WITHIN.webp\" alt=\"Danielle Aalund - HR director at WITHIN\" class=\"wp-image-6989\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Danielle-Aalund-HR-director-at-WITHIN.webp 610w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Danielle-Aalund-HR-director-at-WITHIN-300x300.webp 300w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Danielle-Aalund-HR-director-at-WITHIN-150x150.webp 150w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Danielle-Aalund-HR-director-at-WITHIN-12x12.webp 12w\" sizes=\"auto, (max-width: 610px) 100vw, 610px\" \/><\/figure>\n<\/div>\n\n\n\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\">\n<p class=\"translation-block wp-block-paragraph\">\u201c<em>Clockify is great for tracking workloads, making sure everyone\u2019s on the same page, and spotting any inefficiencies we might have missed otherwise.<\/em>\u201d<\/p>\n<\/div>\n<\/div>\n<\/div><\/div>\n\n\n\n<h3 id=\"2-poor-resource-allocation\" class=\"wp-block-heading translation-block\">#2: Poor resource allocation<\/h3>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">Managers often lack visibility into who\u2019s available and who\u2019s overloaded, leading to poor task assignment, employee burnout, and project delays.<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\"><strong>Example<\/strong>: An IT agency is developing a custom software solution for a client. The project manager continues assigning critical tasks to the same senior developer who\u2019s already handling complex development work and code reviews. As a result, the developer becomes overloaded, while other members have capacity available.&nbsp;<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\"><strong>Fix<\/strong>: Monitoring team capacity helps managers identify workload imbalances and reassign work to available members. By doing that, managers can improve efficiency and reduce the risk of employees <a href=\"https:\/\/clockify.me\/blog\/productivity\/overworking\/\">becoming overworked<\/a>.<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">According to Adesso Spain\u2019s <a href=\"https:\/\/clockify.me\/customer-stories\/adesso-spain\">Marc Carreras<\/a>, analyzing time data in Clockify helps avoid underutilization:<\/p>\n\n\n\n<div class=\"wp-block-group pro-blockquote\"><div class=\"wp-block-group__inner-container is-layout-constrained wp-block-group-is-layout-constrained\">\n<div class=\"wp-block-columns is-layout-flex wp-container-core-columns-is-layout-8f761849 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\">\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"800\" height=\"800\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Marc-Carreras-COO-at-Adesso-Spain.webp\" alt=\"Marc Carreras - COO at Adesso Spain\" class=\"wp-image-6991\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Marc-Carreras-COO-at-Adesso-Spain.webp 800w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Marc-Carreras-COO-at-Adesso-Spain-300x300.webp 300w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Marc-Carreras-COO-at-Adesso-Spain-150x150.webp 150w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Marc-Carreras-COO-at-Adesso-Spain-768x768.webp 768w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Marc-Carreras-COO-at-Adesso-Spain-12x12.webp 12w\" sizes=\"auto, (max-width: 800px) 100vw, 800px\" \/><\/figure>\n<\/div>\n\n\n\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\">\n<p class=\"translation-block wp-block-paragraph\">\u201c<em>We use Clockify Reports to measure efficiency and optimize resources.<\/em>\u201d<\/p>\n<\/div>\n<\/div>\n<\/div><\/div>\n\n\n\n<h3 id=\"3-communication-and-approval-delays\" class=\"wp-block-heading translation-block\">#3: Communication and approval delays<\/h3>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">The client provides feedback through different channels, such as email, <a href=\"https:\/\/pumble.com\/learn\/pumble\/best-team-chat-apps\/\" target=\"_blank\" rel=\"noreferrer noopener\">chat apps<\/a>, or meetings, which creates communication gaps and delays in approvals.&nbsp;<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\"><strong>Example<\/strong>: A creative agency is designing a new brand identity for a client. The creative team sends logo concepts and design drafts for review, and the client provides feedback \u2014 some comments are sent by email while others are shared through meetings. Because feedback is scattered, the team struggles to track all requested changes and clarify priorities.&nbsp;<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\"><strong>Fix<\/strong>: By creating a centralized feedback system, <a href=\"https:\/\/clockify.me\/creative-agency-time-tracking\">creative agencies<\/a> can avoid missed requests, improve team-client collaboration, and speed up the approval process.<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">As <a href=\"https:\/\/clockify.me\/customer-stories\/nmco-studio\">Tina Ballew<\/a> of NMCO Studio explains, Clockify Reports help her team avoid misunderstandings with clients and validate the pricing:&nbsp;&nbsp;<\/p>\n\n\n\n<div class=\"wp-block-group pro-blockquote\"><div class=\"wp-block-group__inner-container is-layout-constrained wp-block-group-is-layout-constrained\">\n<div class=\"wp-block-columns is-layout-flex wp-container-core-columns-is-layout-8f761849 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\">\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"240\" height=\"240\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Tina-Ballew-Creative-director-and-co-founder-at-NMCO-Studio.webp\" alt=\"Tina Ballew - Creative director and co-founder at NMCO Studio\" class=\"wp-image-6992\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Tina-Ballew-Creative-director-and-co-founder-at-NMCO-Studio.webp 240w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Tina-Ballew-Creative-director-and-co-founder-at-NMCO-Studio-150x150.webp 150w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Tina-Ballew-Creative-director-and-co-founder-at-NMCO-Studio-12x12.webp 12w\" sizes=\"auto, (max-width: 240px) 100vw, 240px\" \/><\/figure>\n<\/div>\n\n\n\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\">\n<p class=\"translation-block wp-block-paragraph\">\u201c<em>When we present a report for an identity system, clients see the time logged, number of meetings, requested revisions, workshopping, and everything with detailed notes and time spent. It keeps everyone accountable, and there\u2019s no guesswork.<\/em>\u201d<\/p>\n<\/div>\n<\/div>\n<\/div><\/div>\n\n\n\n<h3 id=\"4-lack-of-visibility-into-project-progress\" class=\"wp-block-heading translation-block\">#4: Lack of visibility into project progress<\/h3>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">Managers may fail to identify project risks early, making it harder to maintain control over the project.&nbsp;&nbsp;&nbsp;<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\"><strong>Example<\/strong>: A marketing agency manages a client campaign. The manager realizes only halfway through the project that content production is behind schedule and some tasks require more resources than planned. They now have limited time to reallocate resources and get the project back on track.<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\"><strong>Fix<\/strong>: Tracking project progress in real time allows managers to compare actual progress with the project plan and spot areas that need immediate attention. They can then address issues proactively (e.g., by assigning more resources to content production) before these issues affect project outcomes.<\/p>\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe loading=\"lazy\" title=\"Project Status | Clockify Tutorial (2025)\" width=\"500\" height=\"281\" src=\"https:\/\/www.youtube.com\/embed\/NPDtZMMaXLw?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe>\n<\/div><\/figure>\n\n\n\n<h2 id=\"track-your-agency-workflow-with-clockify-by-cake-com\" class=\"wp-block-heading translation-block\">Track your agency workflow with Clockify by CAKE.com<\/h2>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">Clockify lets you follow each phase of your work on projects from one place. From concept making to project billing \u2014 onboard and easily manage multiple projects at once.<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">Clockify Forecasting lets you predict whether you\u2019ll complete your project on time based on tracked time, scheduled assignments, and project estimates.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"540\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Forecasting-in-Clockify-1024x540.webp\" alt=\"Forecasting in Clockify\" class=\"wp-image-6950\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Forecasting-in-Clockify-1024x540.webp 1024w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Forecasting-in-Clockify-300x158.webp 300w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Forecasting-in-Clockify-768x405.webp 768w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Forecasting-in-Clockify-1536x811.webp 1536w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Forecasting-in-Clockify-18x9.webp 18w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2026\/08\/Forecasting-in-Clockify.webp 1713w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><figcaption class=\"wp-element-caption\">Forecasting in Clockify<\/figcaption><\/figure>\n<\/div>\n\n\n<p class=\"translation-block wp-block-paragraph\">With <a href=\"https:\/\/clockify.me\/help\/projects\/forecasting\">Clockify\u2019s Forecasting<\/a>, you can spot potential delays and adjust your resources and deadlines to keep projects within budget and on schedule.&nbsp;<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">If you\u2019re looking for a way to boost your team\u2019s productivity, try the CAKE.com Bundle. Replace at least 3 of your existing business apps with a single solution \u2014 and simplify your daily operations.<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">\n<div class=\"banner banner-dark clockify-gradient-bundle\">\n    <div class=\"banner-text lg:pr-[6rem]\">\n        <h2 class=\"translation-block text-2xl !mb-4\">Productivity Suite<\/h2>\n        <p class=\"translation-block !text-sm\">Get Clockify time tracker, Pumble team chat app, and Plaky project management software at 53% off.<\/p>\n\n        <div class=\"banner-buttons d-flex space-x-4 translation-block\">\n            <a class=\"rounded-md px-6 py-2 bg-white\" href=\"https:\/\/account.cake.com\/signup\" target=\"_blank\">Sign up<\/a>\n\n                            <a class=\"button-2\" href=\"https:\/\/cake.com\/bundle\" target=\"_blank\">Get CAKE.com Bundle<\/a>\n                    <\/div>\n    <\/div>\n\n    <div class=\"banner-image banner-image-bottom \">\n        <picture>\n            <source srcset=\"https:\/\/clockify.me\/learn\/wp-content\/themes\/cake-learn\/src\/images\/clockify\/banners\/bundle@2x.png 2x\" alt=\"Illustration\"  media=\"(min-width: 1022px)\" \/>\n            <img decoding=\"async\" src=\"https:\/\/clockify.me\/learn\/wp-content\/themes\/cake-learn\/src\/images\/clockify\/banners\/bundle.png\"  alt=\"Illustration\" \/>\n        <\/picture>\n    <\/div>\n<\/div>\n    <\/p>\n\n\n\n<h2 id=\"faqs-on-agency-workflows\" class=\"wp-block-heading translation-block\">FAQs on agency workflows<\/h2>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">Here are answers to some frequently asked questions about agency workflow and how to improve it.<\/p>\n\n\n\n<h3 id=\"what-are-the-3-basic-components-of-a-workflow\" class=\"wp-block-heading translation-block\">What are the 3 basic components of a workflow?<\/h3>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">The 3 basic components of an agency workflow are:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\"><strong>Intake<\/strong> \u2014 focuses on understanding client requirements, defining project scope, and assigning resources.<\/li>\n\n\n\n<li class=\"translation-block\"><strong>Execution<\/strong> \u2014 teams complete project tasks, track progress, and review work internally.<\/li>\n\n\n\n<li class=\"translation-block\"><strong>Delivery<\/strong> \u2014 involves finalizing deliverables, incorporating client feedback, and presenting the finished project to the client for approval.<\/li>\n<\/ul>\n\n\n\n<div class=\"wp-block-group pro-tip\"><div class=\"wp-block-group__inner-container is-layout-constrained wp-block-group-is-layout-constrained\">\n<p class=\"translation-block wp-block-paragraph\">\ud83d\udca1 <strong>CLOCKIFY PRO TIP<\/strong><\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">Learn how to manage projects easily in Clockify here:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\"><a href=\"https:\/\/clockify.me\/learn\/resources\/manage-projects-in-clockify\/\">How To Manage Projects in Clockify: Complete Setup Guide (2026)<\/a>&nbsp;&nbsp;&nbsp;&nbsp;<\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n<h3 id=\"what-is-an-organizational-workflow\" class=\"wp-block-heading translation-block\">What is an organizational workflow?<\/h3>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">An organizational workflow is a structured sequence of tasks, steps, and activities designed to move work from start to finish. An organizational workflow clarifies who does what, when, and in what order, ensuring <a href=\"https:\/\/clockify.me\/blog\/productivity\/types-of-goals\/\">goals are met efficiently<\/a>.<\/p>\n\n\n\n<h3 id=\"what-makes-a-successful-agency\" class=\"wp-block-heading translation-block\">What makes a successful agency?<\/h3>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">Whether an agency is considered successful depends on several factors:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\"><strong>Client retention<\/strong> \u2014 an agency that consistently meets or exceeds client expectations is more likely to retain existing clients (<a href=\"https:\/\/link.springer.com\/article\/10.1186\/s43093-024-00326-4\" target=\"_blank\" rel=\"noreferrer noopener\">by increasing client satisfaction<\/a>) and attract new ones through referrals.<\/li>\n\n\n\n<li class=\"translation-block\"><strong>Profitability<\/strong> \u2014 an agency that generates more revenue than it spends on operating costs can make a profit, invest in growth, and maintain long-term stability.&nbsp;&nbsp;&nbsp;<\/li>\n\n\n\n<li class=\"translation-block\"><strong>Operational efficiency<\/strong> \u2014 efficient agencies minimize wasted time and effort, allowing them to stay productive and deliver positive results.<\/li>\n<\/ul>\n\n\n\n<div class=\"wp-block-group pro-tip\"><div class=\"wp-block-group__inner-container is-layout-constrained wp-block-group-is-layout-constrained\">\n<p class=\"translation-block wp-block-paragraph\">\ud83d\udca1 <strong>CLOCKIFY PRO TIP<\/strong><\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">Discover which methods you can use to measure employee productivity in our article:&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\"><a href=\"https:\/\/clockify.me\/blog\/business\/measure-employee-productivity\/\">How To Measure Employee Productivity<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n<h3 id=\"can-one-person-run-an-agency\" class=\"wp-block-heading translation-block\">Can one person run an agency?<\/h3>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">Yes, one person can run an agency (often called a solo agency or solopreneur agency).&nbsp;<\/p>\n\n\n\n<h3 id=\"how-can-using-a-time-tracker-improve-my-agencys-profitability\" class=\"wp-block-heading translation-block\">How can using a time tracker improve my agency\u2019s profitability?<\/h3>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">Modern time trackers that combine billable hour tracking with <a href=\"https:\/\/clockify.me\/help\/reports\">advanced analytics and reporting<\/a> can help agencies understand their performance, identify areas for improvement, and make data-driven decisions.<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">For instance, analyzing project costs and profit in Clockify can help you identify which projects are profitable and where you can reduce costs to improve margins.&nbsp;&nbsp;&nbsp;<\/p>\n\n\n\n<p class=\"custom-btn translation-block wp-block-paragraph\"><a href=\"https:\/\/app.clockify.me\/en\/signup\">Track profitability with Clockify<\/a><\/p>\n\n\n\n<h3 id=\"how-do-i-determine-my-utilization-rate-with-clockify\" class=\"wp-block-heading translation-block\">How do I determine my utilization rate with Clockify?<\/h3>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">Determining employee or agency utilization rate with Clockify is a straightforward process:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\">Have your employees track their <a href=\"https:\/\/clockify.me\/how-to-calculate-billable-hours\">billable hours<\/a> in Clockify (by marking their time entries as billable).&nbsp;<\/li>\n\n\n\n<li class=\"translation-block\">Divide their total billable hours (pull this figure using Clockify Reports) by their total available work hours.&nbsp;<\/li>\n\n\n\n<li class=\"translation-block\">Multiply that result by 100.<\/li>\n<\/ul>\n\n\n\n<h3 id=\"can-clockify-be-used-for-project-and-billable-non-billable-time-management\" class=\"wp-block-heading translation-block\">Can Clockify be used for project and billable\/non-billable time management?<\/h3>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">Yes, you can manage projects in Clockify. You can also set billable rates for your team members, enabling easy billable time tracking.&nbsp;<\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">To manage projects and team members in Clockify, <a href=\"https:\/\/clockify.me\/help\/track-time-and-expenses\/workspaces\">organize your workspace<\/a> by:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\"><strong>Creating<\/strong> projects and tasks<\/li>\n\n\n\n<li class=\"translation-block\"><strong>Inviting<\/strong> users and assigning roles&nbsp;<\/li>\n\n\n\n<li class=\"translation-block\"><strong>Setting<\/strong> budgets&nbsp;<\/li>\n\n\n\n<li class=\"translation-block\"><strong>Tracking<\/strong> progress and estimates&nbsp;<\/li>\n<\/ul>\n\n\n\n<p class=\"translation-block wp-block-paragraph\">Define billable rates for team members from the <a href=\"https:\/\/clockify.me\/features\/team\">Clockify Team<\/a> page. After that, each member will be able to mark tasks and projects billable directly from the Clockify time tracker.<\/p>\n\n\n\n<p class=\"custom-btn translation-block wp-block-paragraph\"><a href=\"https:\/\/app.clockify.me\/en\/signup\">Get Clockify FREE<\/a><\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\"><\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\"><\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\"><\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\"><\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\"><\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\"><\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\"><\/p>\n\n\n\n<p class=\"translation-block wp-block-paragraph\"><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Learn how to build an agency workflow from client intake to invoicing, and deliver projects more efficiently.<\/p>\n","protected":false},"author":11,"featured_media":6928,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[6,10],"tags":[],"class_list":["post-216","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-resources","category-teams"],"acf":[],"_links":{"self":[{"href":"https:\/\/clockify.me\/learn\/wp-json\/wp\/v2\/posts\/216","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/clockify.me\/learn\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/clockify.me\/learn\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/clockify.me\/learn\/wp-json\/wp\/v2\/users\/11"}],"replies":[{"embeddable":true,"href":"https:\/\/clockify.me\/learn\/wp-json\/wp\/v2\/comments?post=216"}],"version-history":[{"count":67,"href":"https:\/\/clockify.me\/learn\/wp-json\/wp\/v2\/posts\/216\/revisions"}],"predecessor-version":[{"id":7011,"href":"https:\/\/clockify.me\/learn\/wp-json\/wp\/v2\/posts\/216\/revisions\/7011"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/clockify.me\/learn\/wp-json\/wp\/v2\/media\/6928"}],"wp:attachment":[{"href":"https:\/\/clockify.me\/learn\/wp-json\/wp\/v2\/media?parent=216"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/clockify.me\/learn\/wp-json\/wp\/v2\/categories?post=216"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/clockify.me\/learn\/wp-json\/wp\/v2\/tags?post=216"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}