Every project in one place
Each project’s brief, revisions, deadlines and versions live on its ClickUp card, next to the original email or WhatsApp message.
Will
Right now, you’re the one chasing client feedback.
Will works in your agency’s ClickUp, HubSpot, Gmail and Google Calendar. It keeps each project’s brief, revisions and deadlines together, chases client feedback and keeps the team posted on what changed.
CCamilacustomer service
Hey Will, send every client this week’s status.
Willdone
ClickUpGathered what moved on the week’s 9 projects
HubSpotChecked the right contact at each client
GmailSent the status to all 7 clients
Google CalendarBooked the meetings 2 of them asked for
Done.7 clients got the weekly status and 2 meetings are on the calendar. Three projects await feedback; I’ll chase them Monday.
Example · Estúdio Cajueiro (fictional), a 24-person content agency and video production studio on ClickUp and HubSpot.
Today, without Will
Every back-and-forth becomes Will’s work.
This is the back-and-forth of an ordinary day. Will takes all of it on and tells you when it’s done.
Your day so far5back-and-forths
- Searched my email for the latest version of the brief
- Sent version 2 of the video to the client
- Collected the revisions that came in by email and WhatsApp
- Asked production if Saturday’s shoot day is confirmed
- Chased the client for feedback for the third time
Leave the chasing to me. Projects don’t stall waiting on the client.
What Will takes off your plate
Client feedback without asking three times
Will sees what’s stuck waiting on the client, follows up on the right channel and updates the card as soon as the answer comes in.
Every version, with the client’s sign-off
Will keeps track of the email or message where the client signed off on each version, so no one argues later about what was agreed.
Shoot days and meetings booked
Will finds a time that works for the team in Google Calendar, confirms the location and freelancers, and sends the call sheet to everyone.
A weekly status for every client
Every Friday, each client gets what moved on their projects, and HubSpot keeps the account history up to date.
Quick guide
How to use AI at agencies and studios: 5 practical uses
At an agency, AI helps you make scope clear, quote based on past jobs and keep every job within what was agreed. Here are five things Will does in ClickUp, email and the agency’s spreadsheets. The ideas and the client relationship belong to the agency.
- Scope locked in after the meetingAfter the Google Meet call, Will writes up the scope with deliverables, included rounds of revisions, deadlines and what’s left out, and sends it to the client to confirm in writing.
- Out-of-scope requests spottedWhen a change request comes in, Will checks it against the agreed scope and tells you whether it’s included. The conversation about a change order gets easier.
- Schedules planned backwardWith the delivery date and the job’s stages, Will builds a reverse schedule in ClickUp, with the date the client needs to give feedback on each phase, and follows up with the client when that date arrives.
- Quotes based on past jobsBefore you quote, Will looks up the hours and costs of similar jobs in the job spreadsheets. The price comes from what actually happened, not from hope.
- The job in one message to the clientEvery week, Will sends the client what was delivered, what’s waiting on them and the next date. They know what’s in their court without having to ask.
If your agency is torn between building agents in a project management tool and having Will look after the team’s inbox and cards, see the comparison with monday.com agents.
Work with Will
Will inside the system you use
Will works on the screen you already use, does the work and records every step.
ClickUpListBoardCalendar
| Task | Owner | Status | Due |
|---|---|---|---|
| Summer collection photos | Lia | In progress | Oct 9 |
| Collection pricing | Helena | Awaiting sign-off | Oct 8 |
| Gift set page | Léo | Stalled | Oct 7 |
| Campaign copy | Rafa | In review | Oct 10 |
| October storefront | Lia | To do | Oct 14 |
| Free shipping over R$300 | Gabi | In progress | Oct 13 |
| New checkout | Léo | In review | Oct 16 |
7 of 64 tasks in the list‹ 1 2 3 … ›
Gift set page
OwnerLéo
BlockerWaiting on Lia’s photos
ListLaunches
DueOct 7Oct 11YouWill
History
MonLéo marked the page as stalled
10:20Gabi asked Will for the change
10:21Will found the blocker: the photos
You work in the system, and Will stays beside you with the context.Will does it in the system and records every step. Browser inside Will
A day with Will
Example: Estúdio Cajueiro (fictional), a 24-person content agency and video production studio on ClickUp and HubSpot.
Today
C
Camilacustomer service
Did the client get back to us on version 2 of the video?
Will
Partly. That cut went out Tuesday at 16:40, and today at 11:02 he emailed asking to swap the music. I already added the change to the edit card.
C
Camilacustomer service
Can you remind him of the delivery deadline?
Will
Reminded him in the same email: new music on Thursday and delivery on Friday. I’ll let you know when he replies.
Example · fictional company and data
The teams that use it most
Tasks Will takes off your plate
Frequently asked questions
Does it work with our agency’s tools?
Yes. Will works with ClickUp, Slack, Gmail, Outlook and Google Calendar, with CRMs like HubSpot, RD Station and Pipedrive, with Conta Azul and Omie for finance, and with banks through Open Finance (regulated by Brazil’s Central Bank). And if a tool has a login, Will uses it too.
Does Will talk to the agency’s clients?
Yes. It chases feedback, sends the weekly status and confirms shoot days by email or WhatsApp, in the agency’s voice. Every message stays linked to the project.
What about feedback clients send on WhatsApp?
Will reads it, separates revision requests from comments and puts them on the project’s card, with the original message.
Does it change deadlines and budgets on its own?
You decide what Will does on its own and what it brings to you. Budgets, payments and anything you mark as sensitive always go through you, and everything gets a receipt.
Start with what you chase by hand.
Plans tailored to your company. Tell us what takes up most of your team’s day, and Will starts there.