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Profitability & Utilization Reporting

Take the Guesswork Out of Agency Profitability and Utilization

Stop running your agency in the dark. ZenPilot provides detailed reporting and analysis to help agencies uncover the critical business metrics they need to make data-driven decisions to scale their agency.

The Problem

Most Agencies Make Decisions With Guesstimates

If you're like most agencies, you're probably spending hours each week attempting to pull data from your project management and time tracking tools to analyze profitability and team utilization. Though you may have a spreadsheet with fancy formulas, the system you've created still isn't getting the job done.

 

Most Agencies Lack the Framework to Get Good Data

Let's be honest, there is no magical switch you can turn on to understand profitability and utilization. You need the right tool, the right processes, and healthy team habits. That's why we exist.

Three keys to clarity
Technical Blueprint

You Need the Right Structure in Your Project Management Environment

Without a properly designed hierarchy in your project management platform, you wont have time tracked to the appropriate client, project, service, or department. Messy data leads to messy reporting, and messy reporting leads to guesstimates.

You Need the Right Technology

Sadly, even the best-of-breed project management systems haven't tried to solve the profitability and utilization problem. That's why we've done it ourselves. You need a system that combines your time reports with costs, rates, and budgets.

Project and Service Line Profitability
Agency Process Expertise

You Need the Right Processes

Without process templates that include time estimates and due dates, you'll struggle to get the full picture into where time was spent and what took longer than it should have. Processes set the foundation. 

You Need the Right Habits Across Their Team

There is no profitability analysis without time tracking, but time reports aren't always easy to come by. You need to set expectations for your team, make time tracking easy for them, and hold everyone accountable. 

Agency Work Overview

The Solution

A Scalable Agency Operating System With Advanced Reporting

After helping agencies choose the right tools, design their processes, and establish healthy team habits, we pull real-time data from their project management system to show them exactly how profitable and efficient their operation actually is. We provide agencies with the insights and analysis they need to answer their most impactful questions.
Profitability Reports - Time Visibility

Is my agency profitable?

We pull data from your project management system and document costs, budgets, rates, and expenses to help you see and understand just how profitable and efficient your agency is. 

How can we increase profitability?

We help you understand exactly which clients, projects, services, and team members are most profitable for your agency. Providing you with the insights you need to seal up your leaky buckets and maximize your cash cows.

Are we under or over-staffed?

We provide you with reports that help you understand your team's capacity. From time estimated, to time tracked, to overall utilization, you'll have the data and insights you need to know whether or not you need to begin the hiring process.

 

And we help you make hiring decisions at the right moment, so that you don't wait until your team is overwhelmed.

What role(s) do I need to hire for?

We help you leverage your project management system data to understand exactly which role on your team needs an extra set of hands. You'll know whether or not you need to bring on another copywriter, designer, or account manager.

How well are we planning work?

We provide you with a weekly scoring system to understand whether or not your team is accurately planning work in your project management system.

 

By understanding your completed, compliance, and velocity ratios, you'll get a good understanding of the accuracy and health of your team's project planning.

How well are we performing compared to other agencies?

We show you how you compare to other agencies. Helping you understand if you're moving in the right direction. 

 

Our partners are awarded gold, silver, or bronze medals based on their monthly performance. A little healthy competition is fun, right? 

Agency Success Spotlight - Venn Digital


“After using the new system optimally and consistently, we realized that our least profitable clients came from our main niche. This niche was actually hurting our business and we realized we had connected ourselves to a niche that wasn't profitable. We'd be much better off if we made a switch.

 

This new level of visibility led to a pivotal moment in our business. Because of the switch [in clientele] we made, our profitability soared. Without this adjustment, we would never have been able to expand in the way that we did. And that's thanks to ZenPilot.


Matt Guevara
Founder, Venn Digital Marketing

The Results

A More Productive, Profitable, and Healthy Team

Healthy agencies focus on their team - making their lives easier and providing them with the tools and resources they need to do better work and make better decisions.

  1. Leadership will understand profitability, utilization, workload, and overall team & client health.
  2. Account management will have 360° visibility into all of their accounts - burn rates, project statuses, and team availability.
  3. Project managers will be able to comfortably reschedule deadlines and reassign work to team members who have capacity.
  4. Individual contributors won't experience burnout from either being under or over-utilized.
  5. Clients will have a better experience resulting from your team's productivity and organization.
Profitability Reports - Utilization

+27%

Team Capacity Improvement

+11%

Avg Gross Margin Growth

+34%

Avg Client LTV Increase

ZenPilot Testimonials

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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
Kyle Harms

Digital Hot Sauce

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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
Andrew Cole

Fat Earth Media

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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.

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Arianne Foulks

Aeolidia

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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.
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Chris Dubois

Lean Labs

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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
Kevin D'Arcy

ThinkFuel

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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
Josh Crouch

Relentless Digital

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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.
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Michael Lisovetsky

Co-founder JUICE

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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
Ben Labay

CEO, Speero

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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.

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Whitney Parker Mitchell

CEO & Founder, Beacon Digital Marketing

Agency PM Health Benchmark

See how your agency operations stack up against 2,700+ other agencies.

Agency PM Benchmark

Gold Standard Agency Operations Rely on Data to Make Decisions.

Are you ready to truly understand how your agency is performing?

We've helped 2,700+ agencies boost profits and team utilization by helping them uncover and solve their lingering issues that they didn't know existed.