The CRM your agency stops fighting with.
Pitch, contract, deliver, retain — all on one timeline per client. VertaFlow replaces the duct tape between your sales doc, project tool, and proof inbox.
Pipeline · Lead → Discovery → Proposal → Active → Retainer
The status quo
Where agency teams lose the most time.
Every one of these is a workflow VertaFlow was built to replace — not a feature we added later.
Three tools to answer one client question
Project status in Asana, files in Drive, invoice in QuickBooks. By the time you stitch the answer together the client has emailed twice.
New client onboarding eats a week
Templates live in Notion, kickoff forms in Google Forms, intake call in Calendly. Every new account is a custom build.
Retainer scope drift goes unnoticed
Account managers do "just one quick thing" twelve times a month and the margin disappears by quarter end.
Proof reviews die in email threads
Round three of revisions with no version history, no approver signature, and one stakeholder forwarding from their phone.
White-label clients see your dashboard
Your reporting tool ships with someone else’s logo at the top. Every screenshot to your client is free marketing for them.
Time-to-value on new hires is measured in months
New project manager learns six tools before they can answer "what stage is the Acme rebrand at?"
How it works
A day in your business, run on VertaFlow.
Five steps from the moment a request arrives to the moment your customer comes back.
- 01
Inbound lead lands in your pipeline
Web form, referral, or manual entry — every prospect gets a card with their industry, budget range, and source attribution.
- 02
Discovery to proposal in one workspace
Notes from the kickoff call attach to the deal. Build the SOW from a saved template. Send it for e-signature without leaving the contact record.
- 03
Auto-spin up the delivery workspace
Contract signed flips the deal to Active. Project board, deliverable checklist, and client portal generate from your service template.
- 04
Proofs reviewed inside the portal
Client logs into your white-label portal, leaves pinned comments on the design, and approves with one click. Version history stays.
- 05
Retainer auto-renews on schedule
Monthly retainer hours, SEO reports, and invoice all fire on the same date each month. Scope-creep alerts surface when delivered hours exceed contract.
What you get
Built specifically for agency workflows.
Not generic CRM fields renamed. Real features mapped to how you actually run the day.
Client pipeline with source attribution
Track every deal from referral source through retainer renewal. See which channels actually become long-term clients.
Project workspaces per engagement
Each active client gets a board, deliverable list, and shared file space — scoped so freelancers only see what they need.
White-label portal at your domain
portal.youragency.com with your logo, your colors, your email sender. Your clients never see "VertaFlow."
Proof reviews with version history
Pinned comments on PDFs and images, approver signatures, and full revision trail per asset.
Retainer scope tracking
Set monthly hour budgets per client. Auto-alert when delivered hours hit 80%, before the conversation gets awkward.
Recurring billing with Stripe
Retainers auto-invoice on the renewal date. Failed cards trigger a dunning workflow you customize.
SEO report templates
Monthly client report renders from your data sources — branded, scheduled, delivered without manual export.
Time tracking per deliverable
Optional time logs roll up to scope reports and to per-project profitability views.
Plays nicely with
Your existing stack stays.
Native connections plus a real REST API and webhooks — wire VertaFlow into whatever your agency team already runs.
Outcomes our customers report
The numbers that move when the workflow tightens.
saved per client, per week, on status updates and follow-ups
faster proposal-to-signature with templated SOWs and e-signature in-flow
retainer attach rate when scope tracking surfaces upsell moments early
Frequently asked
The questions agency teams actually ask before they switch.
› Can I migrate from HubSpot, Pipedrive, or Copper?
Yes. CSV import on day one. We will help you map custom fields and contact owners. Most agencies are fully migrated within a week.
› Does white-label work on a custom subdomain?
On the Multi-Site plan you point a CNAME to us and your clients see portal.youragency.com with your favicon, logo, and email sender domain.
› How do retainers and project work coexist?
Each client can have any mix of active retainers and one-off projects. Hours, invoices, and deliverables roll up at the client level.
› Do my freelancers need their own seat?
Only if they need full access. Add freelancers as read-only guests scoped to specific projects at no charge — they see only what you grant them. If a freelancer needs a full editing seat, it’s a flat $15/mo, the same as any other seat.
› How does scope tracking actually work?
You set monthly hour budgets per retainer. Logged time rolls up; at 80% and 100% the account manager gets a notification with which deliverables consumed the hours.
› Can I send proposals from VertaFlow directly?
Yes. Build SOW templates with your branding, merge client fields, and send for e-signature — the signed PDF attaches to the deal automatically.
› What does the client portal look like to my client?
Clean dashboard with active projects, pending approvals, recent reports, and an invoice history. Your brand, your domain. They never see VertaFlow.
› Is there an API for our reporting pipeline?
Yes — REST API and webhooks on Pro and above. Pipe data into Looker, Metabase, or your internal warehouse.
See VertaFlow with an Agency template loaded.
Start free — 30 days, no credit card (60 with a card), no migration assistance fee.
VertaFlow Free $0 · VertaFlow Pro $19/mo · VertaFlow Multi-Site $199/mo — paid tiers include 30 days free, no card — 60 with a card.