Clientflow for Agency Project Management

Managing multiple clients requires consistent processes that scale. Clientflow systematizes how agencies handle projects from initial inquiry through delivery and beyond. GitScrum enables efficient clientflow with structured workflows, templates, and automation.

Clientflow Challenges

Complete Clientflow Process

End-to-End Flow

CLIENTFLOW LIFECYCLE
════════════════════

  INTAKE           ONBOARDING         EXECUTION
     │                  │                  │
     ▼                  ▼                  ▼
┌─────────┐      ┌────────────┐      ┌──────────┐
│ Inquiry │  ──▶ │  Project   │  ──▶ │  Active  │
│ Scoping │      │   Setup    │      │   Work   │
│ Proposal│      │   Kickoff  │      │  Sprints │
└─────────┘      └────────────┘      └──────────┘
                                          │
  OFFBOARDING       DELIVERY              │
       │               │                  │
       ▼               ▼                  │
┌───────────┐    ┌──────────┐            │
│ Handover  │ ◀──│ Final    │ ◀──────────┘
│ Follow-up │    │ Approval │
│ Retainer? │    │ Launch   │
└───────────┘    └──────────┘

Phase 1: Intake

INTAKE WORKFLOW
═══════════════

STEP 1: INQUIRY CAPTURE
├── Standard intake form
├── Key information gathered
├── Initial fit assessment
└── Assign to account manager

STEP 2: DISCOVERY CALL
├── Understand requirements
├── Assess complexity
├── Identify constraints
├── Qualify budget/timeline
└── Document in GitScrum

STEP 3: SCOPING
├── Define deliverables
├── Estimate effort
├── Identify risks
├── Draft timeline
└── Internal review

STEP 4: PROPOSAL
├── Scope document
├── Timeline
├── Pricing
├── Terms
└── Send for approval

GITSCRUM SETUP:
├── "Sales Pipeline" project
├── Cards for each opportunity
├── Columns: Lead → Discovery → Proposal → Won/Lost
└── Templates for each stage

Phase 2: Onboarding

CLIENT ONBOARDING CHECKLIST
═══════════════════════════

PRE-KICKOFF:
- [ ] Contract signed
- [ ] Deposit received
- [ ] Project created in GitScrum
- [ ] Team assigned
- [ ] Client access granted
- [ ] Kickoff scheduled

KICKOFF MEETING:
- [ ] Introductions
- [ ] Scope walkthrough
- [ ] Timeline review
- [ ] Communication plan
- [ ] Access and tools
- [ ] Questions answered

POST-KICKOFF:
- [ ] Meeting notes sent
- [ ] Client added to portal
- [ ] Initial tasks created
- [ ] First milestone defined
- [ ] Weekly sync scheduled
- [ ] Slack/Teams channel created

Phase 3: Execution

EXECUTION WORKFLOW
══════════════════

SPRINT STRUCTURE:
├── 2-week sprints
├── Weekly client update
├── Bi-weekly deliverables
└── Continuous feedback

COMMUNICATION RHYTHM:
├── Daily: Team standups (internal)
├── Weekly: Client status email
├── Bi-weekly: Client review call
├── Monthly: Stakeholder update
└── As needed: Urgent issues

TRACKING IN GITSCRUM:
├── Sprint boards for each client
├── Milestones for phases
├── Time tracking enabled
├── Client-visible status
└── Automated reports

Phase 4: Delivery

DELIVERY CHECKLIST
══════════════════

PRE-DELIVERY:
- [ ] All tasks complete
- [ ] QA passed
- [ ] Internal review done
- [ ] Documentation ready
- [ ] Training prepared
- [ ] Client preview ready

DELIVERY:
- [ ] Staging approval
- [ ] Final revisions
- [ ] Production deployment
- [ ] Smoke testing
- [ ] Client walkthrough
- [ ] Sign-off obtained

HANDOFF:
- [ ] Access credentials
- [ ] Documentation
- [ ] Source files
- [ ] Training session
- [ ] Support contact
- [ ] Warranty terms

Phase 5: Offboarding

OFFBOARDING WORKFLOW
════════════════════

ADMINISTRATIVE:
- [ ] Final invoice sent
- [ ] Payment received
- [ ] Project archived
- [ ] Access revoked (if applicable)
- [ ] Files backed up

RELATIONSHIP:
- [ ] Thank you sent
- [ ] Testimonial request
- [ ] Case study discussion
- [ ] Future opportunities
- [ ] Add to newsletter

INTERNAL:
- [ ] Team retrospective
- [ ] Lessons documented
- [ ] Time reconciled
- [ ] Profitability review
- [ ] Update portfolio

GitScrum Clientflow Setup

Project Structure

MULTI-CLIENT ORGANIZATION
═════════════════════════

WORKSPACE: Agency Name
│
├── 📁 Sales Pipeline
│   └── Track opportunities
│
├── 📁 Client: Acme Corp
│   ├── Website Redesign (active)
│   ├── Marketing Campaign (active)
│   └── Archive
│       └── Logo Design (complete)
│
├── 📁 Client: Beta Inc
│   ├── Mobile App v2 (active)
│   └── Archive
│
├── 📁 Client: Gamma Ltd
│   └── E-commerce (active)
│
└── 📁 Templates
    ├── Website Template
    ├── App Template
    └── Onboarding Template

Client Project Template

PROJECT TEMPLATE STRUCTURE
══════════════════════════

BOARDS:
├── Backlog
├── Current Sprint
├── Client Review
└── Done

DEFAULT MILESTONES:
├── Kickoff Complete
├── Phase 1 Delivery
├── Beta Launch
├── Final Delivery
└── Project Close

INITIAL TASKS:
├── Onboarding checklist
├── Discovery tasks
├── Setup tasks
└── First deliverables

LABELS:
├── priority: high/medium/low
├── type: design/dev/content
├── status: blocked/review
└── client: awaiting-input

Communication Automation

Scheduled Updates

AUTOMATED COMMUNICATIONS
════════════════════════

WEEKLY STATUS EMAIL:
Trigger: Every Friday 4pm
To: Client contacts
Content:
├── This week's progress
├── Next week's plan
├── Items needing input
├── Risks/blockers
└── Quick wins

MILESTONE NOTIFICATIONS:
Trigger: Milestone completed
To: Client + stakeholders
Content:
├── What was delivered
├── Next phase overview
├── Action items
└── Links to deliverables

APPROVAL REMINDERS:
Trigger: No response in 48h
To: Client contact
Content:
├── Pending approval item
├── Impact of delay
└── Direct link to approve

Best Practices

For Effective Clientflow

1. Template everything — Don't recreate from scratch
2. Automate the mundane — Focus on client relationships
3. Communicate consistently — No surprises
4. Document decisions — Prevent disputes
5. Close the loop — Always follow through

Anti-Patterns

CLIENTFLOW MISTAKES:
✗ Each client managed differently
✗ No onboarding process
✗ Inconsistent communication
✗ Scope not documented
✗ No delivery checklist
✗ Ghosting after delivery
✗ Missing retrospectives

Related Solutions

• Client project visibility
• Agency project management best practices
• Managing multiple client projects