Big agency or small. Ad agency or Event agency. Modular AD-IN-ONE system is fully compatible across all platforms and business styles and is fully flexible and scalable enough to change – in case your business does. Among our agencies we have the representatives of a completely benevolent and open way of internal collaboration as well as the representatives of a very strict setting. Both extreme attitudes and anything in between is possible.
Why need an agency management system?
Imagine a start-up. A few enthusiasts who can synchronise everything well between themselves. And then comes the prized growth which requires more people and processes. But without a centralised platform to handle the demands of extra growth, everything goes haywire with mistakes, missed deadlines and missed profits all too common.
Our clients confirm us that the growth of an agency is subject to the order and set rules. The AD-IN-ONE system brings transparency, clarity and order to the entire agency proceedings where everyone knows what to do, who is doing it and when it needs to be done. Documents, figures, invoices, time sheets – everything is in one place and nothing is missed or duplicated. Ever.
How to get the Job done
Job is the centrepiece of record keeping throughout the system. An Account manager creates a client quotation and sends it for client approval, post which the job is activated.
Then the Account Manager creates the tasks required to realise the job, including deadlines. The Traffic Manager assigns the tasks to individuals who record the time spent and this creates an overview of total man-hours spent on the job.
Production managers, responsible for selecting suppliers, send proposal requests and collect cost estimates. The approved purchase order is sent to the selected suppliers. Incoming supplier invoices and any cash spendings are again linked to the appropriate job, thus maintaing a complete record of all job costs.
Once the job is completed, the Account Manager issues a client invoice which is prepared according to the type of contract; either as per the pre-approved budget or by the actual hours spent and costs incurred. All revenues, costs and hours spent are reflected in the job profit balance in realtime. Account manager can easily check how the job realization deviated from the original quotation.
Keep the Traffic moving
All tasks, including deadlines and connected briefs, are sent to the Traffic Manager who then distributes it to the people responsible (creatives, DTP, web makers, production etc.) based on availability and preference.
Employees can check their tasks and deadlines in their calendars. The task includes a group online discussion with Account Managers to stay aware of what is expected of them and to know who has the capacity to do more.
Timesheets that don’t take time
Once someone completes a task, they can log the time spent on it. A completed timesheet is always reflected in realtime for every job. The employee can also report time spent on overhead issues, client negotiations, meetings, etc. Time sheets can be reported by a
single click, therefore making it hassle-free even for creatives.
Each employee records their working hours (check-ins, check-outs, home office, business trips, and meetings outside the agency). Even holidays and sick leaves can be filed and approved easily through the system.
Easy document management
All agency documents are created and maintained in the system in a logical structure. They can filtered by author, client, supplier, recipient, type or by a specific job. Key documents (orders, quotations, contracts, etc.) may require the approval of one or more responsible persons before being sent. This ensures that an unauthorised or junior employee cannot send a binding document to third parties without prior approval by a senior.
Each document can also be given individual access rights, ensuring that privileged and sensitive material doesn’t go into the wrong hands. Each document carries a link to the respective job, task or any other relevant record. Using these links, it is possible to open the relevant documents from relevant jobs with a single click. Agency templates of all kinds are stored in the system, thus guaranteeing that all documents are created within valid templates.
Documents approving and flow
Key documents, according to a desired setting, flows among the agency employees who can approve, comment, forward them further or return them for reprocessing according to their powers. A specific flow diagram can be set for each document type, according to which the document flows through the agency. The option to print or send out a document can be disabled for various stages of processing in order to ensure that the unapproved form does not get into the wrong hands. System records all activities, approvals or refusals including their time and processing person.
In case of the absence of employees who are to approve the documents, this approval is redirected to a defined substitutes. The competences for approval are also conditional to the amount of approved financial sums; if the employee does not have the necessary approval rights, the document goes to the approval by his superior. The flow can be configured for various document types in the system, such as invoices, creative briefs, purchase orders, absence requests etc.
Storing and retrieving corporate contacts is a crucial part of the system and is available to everyone. Every contact in the system can include reminders like birthdays and anniversaries. Individual business cards can also be assigned access rights to keep access restricted. It is also possible to authorise contact information only by the responsible person; these authorised contacts can be used as invoicing information on
issued and received invoices.
Creative executives can easily search for creative materials (images, videos, animations, graphical components, fonts, web components, etc.) from the previous jobs and they can easily archive newly created components for future use after completion of each job.
New business management
Employees responsible for new business have a database of business opportunities available within which they can record and track individual sales opportunities, tenders and document communication with potential clients. At the same time, they can estimate the financial viability and probability of winning the business.
Finance and reporting
Agency management, owners and the finance department can gain a complete overview of the entire agency at any time. They can zoom into any details of individuals jobs with a single click. Finding a problematic job and viewing all its supplier invoices, purchase orders, or client invoices is a matter of seconds. Equally easy is to create one-click financial reports.
Overhead costs planning and recording is done using overhead budgets. These are structured from a managerial perspective, not an accounting one. For example the personal expenses: fuel costs, car leasing, representation expenses, and mobile phone bills can all be sorted by individual employees. Every overhead budget has its annual cost plan and its actual spending is transparent at all times.
Keeping records of supplier invoices, client invoices and cash spendings ensures that individual invoices and expense documents flow through the responsible people in the approval process. It’s impossible for an invoice to get lost; it’s easy to see where it is waiting for approval and since when. It also shows when the invoice is paid. You can also mark supplier invoices for payment only after they have been covered by payment from the client. Advanced implementation can even monitor complex financial indicators such as WIP and Accruals. In addition, integration with a bank payment gateway and accounting software is also available.
Sarbanes-Oxley Compliance. Our system helps network and large agencies achieve SOX Compliance in the following areas – procedural document approval, certified suppliers, supplier invoice ties to purchase orders, access rights, change logging and history of selected documents, tracing of who approved which document and in what form, etc. If the SOX Compliance relates to you, do not hesitate to ask for any details.
Other general features of the system
Připomenutí a notifikace. V systému lze využít všemožná připomenutí a notifikace, která na základě splnění podmínek upozorňují jednotlivé uživatele na určité povinnosti. Příkladem mohou být připomenutí nadcházejících deadlinů u přidělených úkolů, připomenutí na schválení dokumentů v oběhu, notifikace na zakázky, jejichž výsledky nejsou v souladu s rozpočtem, připomenutí na zapsíní příchodu nebo odchodu v docházce, připomenutí na vyplnění timesheetů za předchozí den, ale i třeba připomenutí narozenin klienta pro jeho account managera.
Přizpůsobitelný vzhled. Mnoho agentur si chce zachovat sve Corporate Identity i v systému. Nastavení individuálního vzhledu je proto přirozeným a snadno splnitelným požadavkem.
Agency Post-its. Individual notifications and alerts can be set up for individuals at any stage of any job. For example, reminders for upcoming deadlines, pending document approval, notification of jobs whose results are not in line with the original quotation, reminders to record check-in or check-out attendance and reminders to fill out timesheets for the previous day.
Looks like you. Many agencies want to retain its corporate identity in the system. Setting individual appearance is therefore a natural and easily met requirement.
How is the AD-IN-ONE system implemented?
Implementation of the AD-IN-ONE system is different for each agency size.
A small agency, that is just beginning to experience the challenges that come with growth needs to overcome them quickly. Such agency usually wants a very benevolent, quick and easy setting because it does not want to be bound by tighter rules.
A medium-sized agency, with a few dozen employees, generally demands a mediumsophisticated setting, with some restricted access to critical information while still staying relatively flexible.
Large and network agencies usually have the most sophisticated setting; the process flow of documents is described in detail, access rights are usually stricter, reporting features and emphasis on specific financial indicators such as WIP, Accruals and Intercompany are more crucial.
The modularity of the overall system ensures that it adapts and grows with the agency. Rules can be tightened or relaxed depending on the management style and business needs, and the overall settings can be continually fine-tuned.
Setting it up.
Once you’ve expressed your interest, we’ll ask you to submit a simple questionnaire so we can better understand the needs of your agency and the relevant scope of the AD-IN-ONE system. Then we shall install the system, followed by team training and go-live assistance, in which our trainers aid the agency members in setting up the first jobs, and stick around to resolve any teething problems. Subsequently, our support department is always ready to answer your questions.
The latest and greatest.
The system is being constantly updated and improved as we follow current business trends and needs of our users. Usually the agencies receive an updated version every year. But we make sure that the system never becomes complicated and remains easy to operate for new and existing users alike.