Internal tools for marketing agencies.
Most agencies run on a utilization sheet, a retainer burn tab per client, and a pipeline spreadsheet nobody quite trusts. Prized lets you replace them with small internal tools you describe in plain language, starting from working templates built for agency operations.
Agency Utilization Dashboard
See billable utilization by person and team, and catch under-booked weeks early.
Retainer Burn Tracker
Know how much of each client retainer is used before the month runs out.
Proposal Pipeline Tracker
Track every proposal from first call to signed SOW in one board.
Project Profitability Tracker
See margin and effective hourly rate for every client engagement.
Agency Capacity Planner
Plan who works on what for the next eight weeks, before you overbook anyone.
Campaign ROI Tracker
Spend, leads, and closed revenue side by side for every campaign.
Invoice & AR Aging Tracker
Log invoices, watch 30, 60, and 90 day aging buckets, and get a collections call list.
Hiring Funnel Tracker
See every candidate by stage and spot where your hiring pipeline leaks.
The typical agency back office is a Friday ritual: export time from Harvest or Toggl, paste it into the utilization sheet, update the retainer tab for each client, and reconcile the new business pipeline before Monday's meeting. The numbers everyone chases are the same: billable utilization by person against a 70 to 80 percent target, retainer hours used versus sold before the 20th of the month, effective hourly rate per engagement, and proposal close rate by source.
The problem is the lag. A retainer overage discovered at month end is a write-off, because the client will not accept a surprise invoice for hours nobody flagged. Capacity planning happens by asking around in Slack, so two account leads promise the same designer the same week. Every project manager keeps a private copy of the resourcing sheet, and the versions drift until nobody knows which one is real.
A purpose-built tool changes the timing. Time logged against a retainer shows burn the same day, not at month close, so you can flag a client at 80 percent while there is still time to talk scope. Utilization and capacity live in one place both PMs and leadership update. And when your model changes, you change the tool by describing it: add a column for pass-through media spend, flag any retainer past 80 percent before the 20th, split utilization by department.
Common questions
Can we import the time and retainer data we already track in spreadsheets?
Yes. Every template opens with sample data so you can see how it works before touching anything. When you start from one, you bring in your own records, typically the CSV export of your current utilization or retainer sheet, and the tool works with your data from then on.
We have no developers. How much effort is this really?
The templates are working tools, not mockups. You open one, click around with the sample data, and make changes by telling Prized what you want in plain language. There is no code to write and no setup project to schedule; most teams reshape a template in a sitting.
Our retainers work differently, with rollover hours and blended rates. Can a template match that?
Templates are starting points, not fixed products. Describe how your retainers actually work and the tool is rebuilt around your model. If your setup is unusual enough that no template fits, you can describe the tool from scratch instead.
The tool you actually need is one description away.
Start from a template above or from a blank page: either way, you describe it and Prized builds it.