New-business enquiries
Inbound and referred leads that need a fast, qualified response to win the pitch.
Industries · Professional Services
Run More Retainers Without Dropping the Ball
Agencies lose clients to missed reporting deadlines and stalled onboarding, not to bad campaigns. The AI runs the coordination so your team keeps the strategy sharp.
4.9/5 rating
1,200+ reviews
8+ years experience
500+ clients
Welcome aboard, Northgate! I’m the onboarding assistant. To kick off, I’ll need access to your ad accounts, brand assets and a 15-minute kickoff call.
Great. What exactly do you need from me?
Three things: 1) admin access to Meta and Google Ads, 2) your logo and brand guide, 3) a kickoff call. I’ll send a checklist with secure links.
Access granted. Logo is in the shared drive.
Two of three done — just the kickoff call remains. I have Wednesday 11:00 AM or Thursday 3:00 PM with your account lead. Which suits?
Wednesday.
Booked. Your kickoff brief is with the team, and the onboarding checklist is fully complete.
How marketing agencies win
Retention is the real growth channel
Winning a retainer is one thing; keeping it for years is where agency value compounds.
Stalled onboarding
New clients who wait on access and assets before work can begin.
Reporting deadlines
Monthly reports that slip and quietly erode confidence.
Praktivo connects new business and delivery admin: the enquiry, the pitch follow-up, the onboarding checklist, the deliverable tracking, the monthly report and the renewal conversation.
New businessOnboardingRetainersDeliverablesMonthly reportsQBRsUpsellsRenewals
Agency leaks
Where marketing agencies lose clients and margin
The leaks are almost all administrative, and they are all fixable.
Common leaks
- New-business enquiries answered days late because everyone is delivering.
- Proposals and pitch follow-ups that are never chased.
- Onboarding that stalls waiting on assets and access.
- Deliverables and approvals that slip without anyone noticing until the deadline.
- Monthly reporting sent late or not at all.
- Renewals and upsells that depend on someone remembering.
Illustrative: the report that never went out
- Day 1Month ends; report should be drafted
- Day 4Account manager is firefighting a campaign
- Day 7Client asks where the report is
- Day 9A rushed report goes out, too late to shine
- ResultGood work, damaged trust
The exact AI system
New business and delivery admin, connected
Everything around the campaign, so the campaign gets your attention.
What the system handles
- Captures and qualifies new-business enquiries and books the pitch call.
- Follows up proposals on a structured cadence.
- Runs new-client onboarding: assets, access and kickoff.
- Tracks deliverable and approval deadlines and nudges the right side.
- Assembles the monthly report inputs on schedule.
- Surfaces renewals, upsells and QBR slots before they lapse.
Enquiry to retained client
- t0Enquiry captured and qualified; pitch call booked
- t+2 daysProposal sent; follow-up cadence starts
- WonOnboarding checklist delivered; assets and access collected
- MonthlyDeliverable reminders and report inputs assembled
- QuarterlyQBR scheduled with a performance summary
- RenewalRenewal conversation surfaced ahead of expiry
What the AI handles end-to-end
The admin that protects your retainers
Coordination handled consistently, in your brand voice.
New-business intake
Enquiries qualified and pitch calls booked fast.
Proposal follow-up
Structured chase until a decision.
Client onboarding
Assets, access and kickoff collected via checklist.
Deliverable tracking
Deadlines and approvals monitored and nudged.
Reporting
Monthly report inputs gathered on schedule.
Client updates
Status updates sent so clients always know where things stand.
QBR scheduling
Quarterly reviews booked without the scramble.
Renewals
Expiry dates tracked and renewal conversations prompted.
Upsells
Additional services surfaced to fit clients at the right time.
CRM updates
Every client and opportunity logged with next action.
Sample follow-up sequence
A proposal, followed up to a decision
A cadence for the pitch that would otherwise go quiet.
Proposal sent — Day 0 to Day 16
- Day 0Proposal delivered with a one-line summary of the recommendation.
- Day 2‘Happy to walk through the plan — want a 20-minute call?’
- Day 5Value touch: a short insight relevant to their goal, information only.
- Day 10Offer a scoped pilot or a smaller entry point.
- Day 16Final check-in, then nurture with a revisit date.
Every reply routes to a human; sequences stop automatically on response.
Human in control
What stays with your team
The agent coordinates; your strategists and creatives deliver.
- Strategy, creative direction and campaign decisions.
- Pricing, scope and retainer terms.
- Final approval of every client-facing communication.
- Commercial negotiations and renewals.
- Any client who asks for their account lead.
On brand, on approval
Outbound communication is drafted in your brand voice and released only after review. The agent works from your approved process and service list.
No fabricated results or deadlines. A person owns every commitment.
Agency visibility
Pipeline, delivery and retention
See what is working across new business and delivery.
New-business dashboard
Enquiries, pitches and proposals by stage and source.
Delivery tracker
Onboarding, deliverables and reports by client.
Retention view
Renewals due, at risk, and upsell opportunities.
The questions an owner asks
- Which proposals are open and stale?
- Which clients have a renewal or QBR coming up?
- Where is time going — delivery or admin?
Attribution on the client
- SourceReferral / inbound / outbound
- LeadNew retainer — paid social + content
- Agent actionQualified, pitched, onboarded, reported on time
- OutcomeRetainer renewed → upsell surfaced
- ReportingNew business and retention rolled up by source
FAQ
Questions, answered
Will this confuse our clients?
No. It works quietly behind the scenes on onboarding, reminders and status updates, all in your brand voice, with outbound communication held for your approval.
Can it run our new-client onboarding?
Yes. Intake forms, access requests, brand assets and kickoff scheduling are collected through a tracked checklist so onboarding stops stalling.
How does it help with reporting?
It gathers the inputs and drafts the client update on schedule, so monthly reporting goes out on time without a last-minute scramble.
Can it help us win more clients?
Yes. New enquiries are qualified and booked promptly, and proposals are followed up on a structured cadence — the two places agencies leak their own leads.
Does it replace our account managers?
No. It removes the chasing and coordination so account managers spend time on strategy and relationships.
Will it work with our tools?
We build around common stacks — HubSpot, Salesforce, ClickUp, Monday, Asana, Slack and general CRMs — and are honest where a native connection is unavailable.
Get your plan
Put this to work on your pipeline
Tell us how leads come in today. On the call we map the fastest fix — usually response time or follow-through.
- A free 30-minute AI strategy call — no obligation.
- A scoped blueprint: your biggest leak and the first automation to fix it.
- Honest fit check — if automation is not your fastest win, we say so.
Keep going
Related pages
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Workflows that pair well
Ready to protect your retainers with better follow-through?
Book a free AI strategy call and we will map your new business, onboarding and reporting against this system.