--- title: "AI for Marketing Agencies: Signed to Renewal | Kylon" description: "Onboarding, ad numbers, client reports, posts, updates, retainer hours and renewals in one Room. An agent drafts the work and your team approves what goes out." url: "https://kylon.io/use-cases/marketing-agencies" language: "en" --- Kylon use case · Marketing agencies # Every client, from signed to renewal. Onboarding, ad numbers, the monthly report, posts, client emails, retainer hours and the renewal live in one Room with your team. An agent pulls Google Ads, Meta Ads and Harvest, drafts the report, the email and the proposal, and keeps the client record. Nothing reaches a client until the person who owns it says ok. [Start free](https://app.kylon.io/sign-up) [Book a demo](https://kylon.io/demo?from=lp-marketing-agencies-hero&page=%2Fen%2Fuse-cases%2Fmarketing-agencies) The tools you have open today ![Google Ads results for Harbor Dental, Harvest retainer hours and the Instagram approval queue, each with a Kylon result underneath](https://kylon.io/assets/use-cases/films/marketing-agencies/hero.webp) Brightline Growth, Harbor Dental Group, their people, addresses and numbers are made up for the film, and product names and logos belong to their owners. Step by step ## One client, from the signed contract to the renewal proposal. The same Room as the film. Each step opens a tab of the agency's own Kylon App, laid out like the tool it replaces. 1. _01_Onboard ### Set up the new client Today A ClickUp or Asana onboarding template, and access requests chased by email and Slack. In Kylon **Juno**_Client ops_Nina posts that Harbor Dental signed. Juno builds a 14-task onboarding board on the client record and flags that Google Ads, Meta and GA4 access is still with the client. Who decides **Omar**Omar owns the board and gets the missing access from Dr. Patel. ![Onboarding tab of Brightline Hub: a 14-task board with To do, Waiting on client, In progress and Done columns](https://kylon.io/assets/use-cases/films/marketing-agencies/step-1.webp) 2. _02_Ads ### Read the first week of ads Today Log into Google Ads and Meta Ads Manager for each client and copy the numbers into a sheet. In Kylon **Juno**_Client ops_Omar asks how week one went. Juno pulls both platforms through the Google Ads and Meta Ads connections: $2,140 spent, 61 leads, 9 booked visits, $35.08 per lead. Meta brings cheaper leads, Google books more. Who decides **Omar**Nothing to approve. Omar reads the numbers in the Ads tab. ![Ads tab: spend, leads, booked visits and cost per lead, with Google Ads and Meta Ads Manager campaign tables](https://kylon.io/assets/use-cases/films/marketing-agencies/step-2.webp) 3. _03_Report ### Draft the monthly report Today Looker Studio or AgencyAnalytics dashboards and a sheet, rebuilt every month. In Kylon **Juno**_Client ops_Juno drafts the September report in the client portal: $8,420 spent, 236 leads, 41 booked visits. Omar's note, lead with booked visits, not clicks, moves them to the top and is saved as a client rule. Who decides **Omar**Omar approves the report before Dr. Patel sees it. ![Reports tab: Harbor Dental Group September report in the client portal, with KPI tiles, goal and budget widgets](https://kylon.io/assets/use-cases/films/marketing-agencies/step-3.webp) 4. _04_Content ### Plan the month's posts Today Planable, Notion or a spreadsheet calendar, with approvals over Slack. In Kylon **Juno**_Client ops_Zara asks for October posts. Juno drafts 8 posts for Instagram and Facebook on a calendar, each shown as it will look in the feed. Who decides **Zara**Zara approves all 8. Nothing posts until she does. ![Content tab: October calendar and four post previews for Instagram and Facebook, each pending Zara's approval](https://kylon.io/assets/use-cases/films/marketing-agencies/step-4.webp) 5. _05_Client email ### Send the monthly update Today A Gmail update written from scratch every month. In Kylon **Juno**_Client ops_Juno drafts the September update to Dr. Patel in Omar's Gmail. Following the client rule, it opens with 41 booked visits at $205 each, down from $297, and every client email is logged on the record. Who decides **Omar**Omar reads the draft and presses Send. ![Gmail draft card in the thread: Harbor Dental, your September results, from Omar to Dr. Priya Patel](https://kylon.io/assets/use-cases/films/marketing-agencies/step-5.webp) 6. _06_Hours ### Check hours against the retainer Today Harvest timesheets checked at month end, so overage is found late. In Kylon **Juno**_Client ops_Nina asks if they are over on Harbor. Juno reads Harvest: 62 of 60 hours, 9 of them on a landing page rebuild outside the scope. It drafts a change order for 9 hours at $150, $1,350. Who decides **Nina**Nina approves the change order and bills it with November. ![Hours tab: Harvest style project analysis, 62 of 60 hours, task table with the landing page rebuild and a $1,350 change order](https://kylon.io/assets/use-cases/films/marketing-agencies/step-6.webp) 7. _07_Renewal ### Propose the renewal Today A calendar reminder or a HubSpot deal, and a proposal written from memory. In Kylon **Juno**_Client ops_The Monday renewal check finds Harbor's term ends Nov 30. Juno drafts the proposal from the record: 41 booked visits in September at $205 each, cost per booked visit down 31%, $4,500 a month for 60 hours. Who decides **Nina**Nina sends the proposal. ![Renewals tab: clients with terms ending in the next 60 days and the Harbor Dental Group renewal proposal](https://kylon.io/assets/use-cases/films/marketing-agencies/step-7.webp) What it works with ## Your ad accounts, your inbox, your hours. Your agent works through the accounts you connect. People in the Room see every step and sign off on what goes to a client. Connection **Google Ads** Campaigns, spend, conversions and cost per conversion for each client. Connection **Meta Ads** Lead form results, cost per result and amount spent for each campaign. Connection **Gmail** Client updates drafted in the account lead's inbox. Every draft waits for someone to press Send. Connection **Harvest** Hours by task and person, compared to each client's retainer. Your workspace **Your team** Nina owns the agency and approves change orders and renewals, Omar leads the account and approves reports and client emails, and Zara approves every post. Set it up ## Start with one client. 1. 1**Make a Room for your clients**Invite the owner, the account leads and whoever runs content. 2. 2**Connect what you use**Google Ads, Meta Ads, Gmail and Harvest from Connections. 3. 3**Ask your first question**“How did last week go for this client?” Your agent answers in the Room, with an owner on everything that needs a decision. Set-up prompt I run a marketing agency. Set up our client work in Kylon with me, one step at a time, and show me each result before you move on. 1. Make an App for our agency with tabs for Onboarding, Ads, Reports, Content, Updates, Hours and Renewals, and a record for each client with the lead, the retainer and the stage. 2. Connect Google Ads, Meta Ads, Gmail and Harvest. 3. When a client signs, build an onboarding board on their record and flag any access we still need from them. 4. Every month, draft each client's report and update email from their ad numbers, and check Harvest hours against the retainer. 5. Every Monday, list clients whose terms end in the next 60 days and draft a renewal proposal from their results. Rules: never send an email, share a report or post anything without approval from the person who owns that item. [Use this in Kylon](https://app.kylon.io/launch/lp:marketing-agencies) ## Run every client from one Room. Start free, connect your ad accounts, Gmail and Harvest, and let an agent draft your first client report. Nothing goes to a client until your team says ok. [Start free](https://app.kylon.io/sign-up) [Book a demo](https://kylon.io/demo?from=lp-marketing-agencies-closing&page=%2Fen%2Fuse-cases%2Fmarketing-agencies)