Agency Management Software That Runs Lead to Invoice
One platform for the whole agency workflow: capture leads, deliver projects, track billable time, send invoices, and see which clients actually make you money.
No credit card required · $9/user/month, all features included
Your agency isn't disorganized. Your stack is.
The typical 10-person agency runs a CRM for the pipeline, a project management tool for delivery, a time tracker for billing, an invoicing app for money, and a shared drive of spreadsheets to glue it together. Five subscriptions, five logins — and four handoffs where information dies.
A deal closes in the CRM, and someone re-types the scope into the PM tool. Hours pile up in the time tracker, and someone reconciles them against the invoice draft at month end. When a client asks "how's the budget looking?", the honest answer requires three exports.
Corcava is agency management software built as one system: the same client record flows from first outreach touch to paid invoice. No copy-paste between tools, no month-end reconciliation, one bill instead of five. See the full case in tool consolidation for service businesses.
Lead to cash: one client record, six connected steps
Corcava is not magic automation — you still click to create a project when a deal closes. But every step shares the same contact, client, and project data, so nothing gets re-typed between sales and billing.
1. Capture & qualify
Track cold email, LinkedIn, referrals, and platform bids in outreach; reply from the CRM inbox when you connect Gmail or Outlook.
Move qualified leads through the CRM pipeline.
2. Close the deal
Deals live on a visual kanban with custom fields and attachments. When you win, create the client and project from the same context — one record, no re-entry into a separate PM tool.
3. Deliver work
Run tasks and boards; log hours with time tracking on desktop, web, or mobile. Upwork hours sync in for agency accounts.
Billable vs non-billable, audit trails, uninvoiced reports.
4. Bill clients
Generate invoices from tracked time — hourly, fixed, or retainer. Multi-currency, Stripe, crypto.
See CRM with invoicing.
5. Client transparency
Clients check progress, time reports, and invoices in the client portal instead of emailing for status updates.
Boards, chat, screenshots, and invoice history.
6. Report profitability
Project Finances, uninvoiced time, and per-client margin — because sales, hours, and invoices share one data model.
Budget vs actual, rates, revenue per client.
Win work on Upwork? Manage it next to your direct clients
Many agencies run a hybrid book: platform contracts on Upwork plus direct clients from referrals and outbound. Corcava's Upwork integration syncs contracts, team members, and tracked time automatically, so platform work shows up in the same reports as everything else.
No double time entry, no separate spreadsheet for platform margins after the service fee.
Hybrid agency, one view
- ✓Upwork hours sync in automatically; direct hours tracked in Corcava
- ✓Bids and proposals tracked alongside your direct outreach pipeline
- ✓Margin per contract across both channels, after fees and pay rates
Fewer status emails, faster answers
A client portal that answers "what's the status?"
Give every client a branded portal with live project progress, time reports, invoices, and team chat. Clients check the portal instead of emailing your PM — and transparent hours make invoice disputes rare.
Explore the client portal →
Run ops from Telegram
Your team already lives in Telegram. The Corcava bot lets them create and update tasks, start and stop timers, and get deadline notifications without opening the dashboard — changes sync both ways instantly.
See the Telegram bot →Profitability you can act on, not just admire
Agency margins die quietly: scope creep on a fixed-fee project, a retainer that absorbs 20% more hours each month, a senior developer parked on a junior-rate contract. You only catch these leaks if hours, rates, and revenue live in the same system.
Before you quote, use the free agency margin calculator to model labor, overhead, and net margin. After delivery starts, Corcava gives you the operational signals — not a magic margin dashboard, but the data to act:
- →Bill rate and pay rate per user on each project (Upwork import can seed these)
- →Reports: spent vs billed from tracked time at those rates
- →Project Finances tab — client invoices, team invoices, and expenses as a running ledger (cashflow, not margin %)
- →Uninvoiced time reports as your billing trigger before month-end surprises
Questions you can answer in one click
- ?Which client had the worst delivery margin last quarter?
- ?How many unbilled hours are sitting on the books right now?
- ?Is the retainer client using more hours than they pay for?
- ?What's our effective hourly rate per project, after non-billable time?
Dev agencies: compare hours to commits in Coding Report.
Worked example: a 12-person agency, before and after
A design-and-dev agency with 12 people, 9 active clients, and roughly $95,000/month in revenue — running Pipedrive, Asana, Harvest, and FreshBooks.
The stack it replaces
~$3,700/year saved on software — but the subscriptions are the small win.
The bigger win: recovered hours
- ✓Unbilled time surfaces. Reconciling Harvest against FreshBooks used to leak hours every month. At an $85/hr blended rate, capturing even 10 previously lost billable hours/month is $850/month back.
- ✓Admin time drops. Ops spent ~6 hrs/month re-entering closed deals into Asana and building invoice drafts. Creating the client and project from the won deal takes minutes, not a separate data entry pass.
- ✓A leak gets fixed. The per-client report shows one retainer consuming 128 hours against 100 paid — a renegotiation worth roughly $2,400/month at list rate.
- ✓Combined effect in this example: $3,500+/month between savings, recovered billables, and the repriced retainer.
Agency management software FAQ
What is agency management software?
Agency management software combines the tools an agency needs to run client work end-to-end — CRM and sales pipeline, project management, time tracking, invoicing, and reporting — in one platform. The point is a single record from lead to paid invoice, instead of data scattered across four or five disconnected apps.
What tools does Corcava replace for an agency?
A typical swap is CRM (Pipedrive or HubSpot), project management (Asana, Monday, or ClickUp), time tracking (Harvest, Toggl, or Hubstaff), and invoicing (FreshBooks) — plus the client-portal add-on. Corcava covers all of it in one $9/user/month subscription.
Does it work for agencies that use Upwork?
Yes. The Upwork integration syncs contracts, team members, and time entries automatically, so platform work sits next to direct-client work in one set of reports. There's a dedicated guide to running an Upwork agency on Corcava.
Can clients see project progress without emailing us?
Yes. Every client can get a branded client portal with live project progress, time reports, invoices, and chat. Most status-update email threads disappear because clients can check for themselves — and pay invoices online in the same place.
How long does it take to move an agency onto Corcava?
Most teams start with time tracking and projects in the first week, then move invoicing at the next billing cycle and migrate the CRM pipeline as deals close. The 14-day free trial covers all features, so you can test the full lead-to-invoice flow with one real client before switching everything.
Run your agency on one system
Lead to invoice in one workflow — $9/user/month, every feature included.
Start free 14-day trial →No credit card required
Guides & Resources for Agencies
Deep dives on pricing, margins, retainers, and agency operations
CRM for Agencies: What to Look For and How to Choose
Why generic CRMs fall short for agencies and how to evaluate tools that cover the full client lifecycle.
Asana vs Monday vs ClickUp vs Corcava: Which Is Best for Agencies?
Side-by-side comparison of top agency management tools across time tracking, invoicing, CRM, and pricing.
The Complete Guide to Running a Profitable Agency
Pricing, scoping, time tracking, invoicing, and profitability — the full playbook for agency owners.
The Hidden Costs of Tool Sprawl
Why stacked apps leak margin — and how one workflow from lead to invoice fixes handoffs and reporting.
Tool Consolidation for Service Businesses
Replace fragmented CRM, PM, and billing stacks with one operational workspace built for agencies.
Agency Pricing Models Compared
Hourly, fixed, retainer, and value-based pricing — margin tradeoffs and when each model fits.
Agency Profit Margin Benchmarks
Delivery margin targets, common leak points, and how to improve profitability without chasing vanity revenue.
What Is a Retainer Fee?
Retainer models, pricing, proposals, and tracking — stabilize revenue without scope drift.
Billable Hours Calculator
Utilization, earnings estimates, and increment billing — quick math before you commit to the quote.
CRM with Invoicing
How client data flows from pipeline to paid invoice in one tool.
Creative Agency Workflow
Deliverables, revisions, time, and billing for design teams.