How agencies can use Synergist for better client management

Client relationships are your agency's lifeblood. When they thrive, you thrive. When they falter, margins suffer. But, keeping tabs on communications, managing profitability, and spotting growth opportunities often feels like a maze of email chains and forgotten spreadsheets.

At least, that's what life looks like without proper agency management software.

Here's how Synergist helps you stay on top of communications, maintain healthy margins, and identify growth opportunities - all within a single system.

Staying on top of client communications

The foundation of any solid client relationship is communication that's both consistent and accountable. Here's where Synergist shines:

Create actionable task views

The task management functionality in Synergist gives you a structured way to log all client interactions and ensure nothing slips through the cracks:

• Log key communications: Track meetings, calls, and important emails in one centralised place
• Assign ownership: Tag team members with specific responsibilities
• Set clear timeframes: Define start and end dates for task completion
• Add custom task types: Create categories like "Client Calls" or "Proposal Reviews" for better organisation
• Filter for specific task categories and add quick links to your personal dashboard

For example, you might create a contract renewal task, assign it to a team member with notes about what needs reviewing, and set a deadline, all in a few clicks.

Develop follow-up systems

Client relationship management often breaks down when follow-ups fall by the wayside. Synergist's follow-up task feature creates accountability:

• Create follow-up tasks from existing tasks
• Set clear deadlines for next steps
• Mark original tasks as complete to keep your system tidy

Use Kanban views for visual management

For teams that prefer visual task management, Synergist offers Kanban boards that can be customised to match your workflow:

• View tasks by date range
• Create custom board views that match your agency's processes
• See tasks at a company, client, project, team or individual level

Email integration for seamless tracking

Synergist's email integration automatically connects client communications to your task system:

• Have emails automatically logged against a client, job or task
• Create a complete record of client communications without extra steps

Tracking client performance and profitability

Agencies face a dual challenge: hitting revenue targets while maintaining healthy margins. Synergist gives you the visibility to achieve both, turning financial management from guesswork into a science.

Set and monitor client targets

Establishing clear financial targets for each client creates a benchmark for success:

• Create client-specific targets
• Track progress against targets throughout the year
• Compare performance year-on-year for account planning

Monitor financial performance

Synergist's client dashboards give you clear visibility of client profitability:

• Review financial summaries vs targets
• See forecasts with various filtering options
• Track agency investment in clients (the amount you're potentially overservicing)
• Monitor job volume and profitability with intuitive thermo bars

Generate key profitability reports

The Reports function provides deeper insights into profitability:

• View total costs, including third-party expenses and time
• Compare invoiced amounts against costs to see profit margins
• Identify over-servicing through recommended charge calculations
• Analyse investment figures to spot where your agency is potentially giving away work

Identifying growth opportunities

Existing clients often represent your best opportunity for growth. Synergist helps you spot these opportunities with powerful analytics.

Leverage management dashboards

The interactive dashboards provide visual representations of your client data:

• View top clients by invoiced amount, gross profit, or net profit
• Analyse average spend by sector or other custom categories
• Download visuals for board packs or client presentations

Track service mix

Understanding where clients are spending can reveal untapped opportunities:

• Use the built-in data analytics tool to break down revenue by service type
• Identify services that clients aren't currently using
• Spot trends in spending patterns across your client base

Customise organisation records

Tailor Synergist to track what matters most to your agency:

• Use custom data tags to track metrics like client happiness (red/amber/green)
• Create views that highlight the information most relevant to account growth
• Filter for dormant clients or those without recent invoices to identify reactivation opportunities

Top tips for effective client management

To get the most out of Synergist for client relationship management:

1. Make client communications visible and actionable: Log all key conversations and create follow-ups with clear owners
2. Create personalised task views by team or role: Ensure everyone sees their priorities clearly
3. Use client history to spot opportunities: Identify underserviced areas or dormant services to reignite conversations
4. Build Synergist habits into your weekly rhythm: Review dashboards in team meetings and share reports with client leads to spot growth opportunities early

See it in action

Synergist provides the structure and visibility that agencies need to turn good client relationships into great ones, and great relationships into long-term partnerships that drive agency growth. Want to see how Synergist could transform your agency's client management approach? Book a demo today to learn more.