Trusted by over 3,000 agencies and service-based businesses

We Help Agencies Build More Productive, Profitable, and Healthy Teams

Follow our proven playbook to streamline your operations in ClickUp. We'll fix your systems, processes, and project management to help your team deliver better work and give leadership the visibility they need to run the business efficiently.

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ClickUp for Agencies Guide

Our clients have seen...

+27%

Team Capacity Improvement

+11%

Avg Gross Margin Growth

+34%

Avg Client LTV Increase

The Problem

Your Agency Is Scaling, but Your Systems Haven’t Kept Up

Lack of visibility

You're onboarding new clients and team members, but it's harder than ever to pull up data on team performance, workload, profitability, and project progress.

Chaotic Projects

Without a single source of truth, work continues to slip through the cracks, deadlines aren't being met, and your team is operating in silos.

A Frustrated Team

Your work management system is complex and your team is frustrated because they don't know how to use it, when to use it, or what work is on their plate.

You’ll Boost Profit Margins With Smarter Decision Making

We'll help your leadership team have the correct data and insights they need to make crucial decisions around staffing, pricing, service lines, and client strategy—leading to a much more profitable agency.

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You’ll Slash Client Churn With Better, More Realistic Expectations

We'll help your project and account managers have clarity into your team's workload, your clients' results, and a completely accurate, live view of every campaign, deliverable, and task for their clients to help them build better, more realistic timelines.

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Your Team Will Do Better Work, Faster. Guaranteed.

We'll help your individual contributors have clarity into exactly what is on their plate every day and all the details of your agreed-upon process to complete that work flawlessly without an endless cycle of revisions.

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You’ll Give Clients the Clarity They’ve Been Asking For

We'll help your clients love you even more because they'll have clarity into your exact roadmap and strategy for how you've helped and will continue to help them surpass their goals.

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Delegating and Creating Work Will Be the Easiest Part of Your Day

We'll help you build a plug-and-play process template for everything you do—making work creation, setting timelines, and assigning tasks take seconds instead of hours.

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And You’ll Have a Scalable System That Your Team Actually Uses and Loves

We'll help you create a project management system that is easy for your team to use and adopt—ensuring you won't have to continue tool hopping and spending months on end trying to make it work.

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How We Do It

We Build You A Scalable Operating System in 4 Easy Steps

We'll guide you through our proven process to help you cancel chaos and create clarity for your team.

Blueprint

After a detailed analysis uncovering the hidden operational bottlenecks that are hamstringing your business, we'll build you a custom process and project management Blueprint that will make your agency an incredibly efficient, well-oiled machine.

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Implement

We'll turn your Blueprint into a ClickUp Workspace uniquely architected to your needs, setting you up with an easy-to-use system that skyrockets daily productivity while providing leadership with key data to make business decisions.

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Systemize

We'll turn your entire business into plug-and-play, reusable templates that make creating and managing work simple and stress-free. Then, we'll train your team on how to use them and get them thriving in the new system.

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Optimize

Now that your clients and team love how organized and systemized your business is, we'll layer on the reporting systems and accountability structure you need to continue to thrive as a gold-standard agency operation for years to come.

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Agency Success Spotlight

ZenPilot has got us all rowing in the same direction and it’s very clear that our operations are much smoother now and we’re able to get through things much quicker.

They have alleviated a lot of confusion and stress for the team, improved our communication and collaboration, and ensured people have fewer questions and do the job faster.

Now, we have the right systems in place to scale our agency and become more profitable. And that’s thanks to ZenPilot.

Allison Gibbs
Gravity Global

ZenPilot Testimonials

Our team is more efficient, productive, and healthier. I was always wary of how much of our work could be put into processes, but this has completely changed my mind. If you want to take your agency to the next level, ZenPilot is a must!

Kyle Harms

Digital Hot Sauce

They provided the tools, processes, and in-depth knowledge to allow us to successfully migrate our entire business to ClickUp in just a few weeks. We would recommend ZenPilot to anyone considering a move to ClickUp.

Andrew Cole

Fat Earth Media

They saved us a lot of time and trouble, and we've had many amazed comments from clients and colleagues about how organized our process is now.

Arianne Foulks

Aeolidia

Since following ZenPilot's strategy and best practices, our team is saving hours per team member every week. Communication has improved across the team and we're able to give our clients better visibility in their campaigns. Margins have increased because of the efficiency as well.

Chris Dubois

Lean Labs

Leadership now has a clear view of bandwidth and capacity, the staff understands exactly what is expected of them when they sit down every morning, and our clients have improved visibility into their deliverables.

Kevin D'Arcy

ThinkFuel

We are more efficient than ever and have streamlined our communication so it's organized and on task, vs having a huge Slack channel or Slack mess.

Josh Crouch

Relentless Digital

ZenPilot has been the most impactful agency operations investment we’ve ever made. They understood our situation, know ClickUp inside out, and led our team to a successful implementation. If you’re serious about scaling your agency, you need to talk to ZenPilot - they transformed how we work and led a 300% improvement in efficiency.

Michael Lisovetsky

Co-founder JUICE

ZenPilot came in with a framework, implementation, and training resources to move our agency through a lot of change in the way our 30 member team does things....change management that is super hard like task and time tracking! They really know ClickUp, and we do some crazy complicated things in there. If you need help scaling and measuring operational performance in your agency, ZenPilot is a great partner to get it done.

Ben Labay

CEO, Speero

Our agency has tried many project management tools over the years, but when we migrated to ClickUp we finally felt like we got it right. But hiring ZenPilot to help us implement it was an even better decision -- easily the best investment we made in our agency's growth. In the year since implementing ClickUp, our business has doubled, and our project management systems and structure have been able to adapt and scale with us

Whitney Parker Mitchell

CEO & Founder, Beacon Digital Marketing

Why ZenPilot?

Project Management Mastery

Over the last 10 years, we've evaluated, used, and tested every project management tool on the market. We're now the most-trusted solutions partner for ClickUp. We lower your risk and help you get the right technology for the job.

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Agency Operations Expertise

With a behind-the-scenes look at 3,000 different agencies, we've built and tested the structures and process templates agencies need to build more productive, profitable, and healthy teams. We provide you with minimal manual effort and the fastest time-to-value with an extensive library of plug-and-play templates.

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ROI-Driven Change Management

After leading over 10,000 people through a complete transformation in the way they work, we've designed the exact process agencies and professional service firms need to get their team to buy in and build the habits that make a project management tool work. We upskill your team with the best project management and operations education on the market.

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Frequently asked questions

Thanks to ZenPilot, the company has increased their overall productivity by 400% and revenue acquisition by 25%.

The team strictly adheres to timelines and the budget, but internal stakeholders are particularly impressed with their knowledge and workforce methodology.

Shayla Pearson

Director of Rev Ops
Seaworthy Strategy

How much does it cost to work with ZenPilot?

For a detailed overview of our pricing structure and to better understand the comprehensive benefits of partnering with ZenPilot, check out our pricing page.

How long does the process take?

That depends entirely on your stated goals, but most teams will undergo a complete transformation using our 1-3-5 Formula in 5-6 months and will have recouped their investment in profit margin by 12 months.

Our goal is to provide you with continuous support, ensuring that your operations remain lean, efficient, and ahead of the curve. So while a complete operational transformation can be achieved within three months, many of our most successful clients choose to extend our partnership beyond two years. Operational excellence is an ongoing endeavor, and ZenPilot is committed to guiding your agency's growth and evolution every step of the way.

Do you only work with agencies?

Not exactly! We also work with in-house marketing teams (who often see themselves as an "internal agency")—one example is the marketing crew at LegalZoom.

And we work with businesses who do client work that may not necessarily see themselves as agencies, such as accounting firms.

While it's true that our expertise runs deepest in the agency space (and we have a library of 200+ plug-and-play process templates for that specific context), we have lots of advice and specific frameworks to share for any business that wants to put an end to chaotic project management and stop hopping from one PM tool to the next.

Book a free consultation with us and let's find out if we're a fit for you!

Who is ZenPilot's ideal client?

We partner with agencies, internal marketing teams, and professional service firms that desire to improve visibility, reduce internal chaos, and get more clarity.

However, truly achieving gold-standard operations and clarity for all requires time, effort, and the willingness to buy-in, embrace, and love the process. The teams that are successful are the ones that:

Desire to reduce internal chaos and give team members more clarity.
Desire to be excellent at managing projects to deliver great client results on time and within budget.
Desire to improve visibility into team performance, capacity planning, and results.
Desire to be more systematic, process-driven, and organized.
And have a willingness to pay for expertise and listen to experience. They "want what works."

If you have the desire and motivation to spend the necessary time to eliminate chaos, you're a perfect fit for ZenPilot.

Do we have to use ClickUp?

Technically, no. You can implement the ZenPilot System with whatever tool you currently use. In fact, we wrote a guide on how to choose the best project management tool for your organization. However, in our experience working with hundreds of agencies, ClickUp stands out as the most versatile and easy-to-use tools for agencies and professional service firms.

Review all FAQs

Thanks to ZenPilot, the company has increased their overall productivity by 400% and revenue acquisition by 25%.

The team strictly adheres to timelines and the budget, but internal stakeholders are particularly impressed with their knowledge and workforce methodology.

Shayla Pearson

Director of Rev Ops
Seaworthy Strategy

Trusted by over 3,000 agencies and service-based businesses

We Help Agencies Build More Productive, Profitable, and Healthy Teams

Our clients have seen...

+27%

+11%

+34%

The Problem

Your Agency Is Scaling, but Your Systems Haven’t Kept Up

Lack of visibility

Chaotic Projects

A Frustrated Team

The Solution

Implement The ZenPilot System: the Gold Standard Playbook for Crazy Efficient Agency Operations

You’ll Boost Profit Margins With Smarter Decision Making

You’ll Slash Client Churn With Better, More Realistic Expectations

Your Team Will Do Better Work, Faster. Guaranteed.

You’ll Give Clients the Clarity They’ve Been Asking For

Delegating and Creating Work Will Be the Easiest Part of Your Day

And You’ll Have a Scalable System That Your Team Actually Uses and Loves

How We Do It

We Build You A Scalable Operating System in 4 Easy Steps

Blueprint

Implement

Systemize

Optimize

Agency Success Spotlight

ZenPilot Testimonials

Kyle Harms

Andrew Cole

Arianne Foulks

Chris Dubois

Kevin D'Arcy

Josh Crouch

Michael Lisovetsky

Ben Labay

Whitney Parker Mitchell

Agency PM Health Benchmark

Why ZenPilot?

Project Management Mastery

Agency Operations Expertise

ROI-Driven Change Management

Frequently asked questions

Shayla Pearson

How much does it cost to work with ZenPilot?

How long does the process take?

Do you only work with agencies?

Who is ZenPilot's ideal client?

Do we have to use ClickUp?

Shayla Pearson

About ZenPilot

Resources

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