Agencies
AI Agency Project Manager
Tasks, deadlines and resource coordination across live client campaigns are tracked and kept on schedule automatically.
Running several client campaigns at once means constant chasing: approvals from clients, deadlines from the team, workload that piles onto the same few people. AI Agency Project Manager tracks tasks and deadlines in your project tool, sends reminders and approval chasers, flags anything falling behind and rebalances work within your rules. Anything outside them goes to a named approver.
- Deadline reminders and approval chasers sent to clients and team
- Slipping tasks flagged before campaigns fall behind
- Workload rebalanced only within your approval rules
$5,900
20–30 working days
Optional maintenance $295/mo
What it is
AI Agency Project Manager tracks tasks, deadlines and resource coordination across live client campaigns in your project tool, flags anything falling behind, and rebalances workload within the approval rules you set. It sends deadline reminders and approval chasers to clients and your team, so work keeps moving.
Why businesses buy it
Missed deadlines cost agencies more than overtime. They strain client trust, push other campaigns back and burn out the people who always step in. Much of the cause is simple follow-up that nobody had time to do. AI Agency Project Manager does that follow-up every day, in your own project tool, and acts only where your playbook allows. The Scope Card sets the workflows, the systems and the approval rules in writing before you buy, so you stay in control of who works on what.
Problems this solves
Campaign tasks fall behind without anyone noticing in time
The agent tracks tasks, deadlines and resource coordination across live client campaigns in your project tool. It flags anything falling behind so the team can respond early.
Some team members are swamped while others have room
It rebalances workload within the approval rules you set, using up to six workflows. Changes outside those rules go to a person to approve. No one is overloaded.
Clients sit on approvals and the timeline slips
The agent sends approval chasers to clients through one agreed channel. Work keeps moving without an account manager writing every reminder. Campaign timelines are protected from long silences.
Deadlines are missed because reminders depend on one busy person
Deadline reminders go out to your team and clients automatically, within your rules. The agent has read and write access to up to two systems, such as your project tool.
A good fit if
Your team runs multiple client campaigns at once in a project tool such as Asana, Monday or Basecamp, and tasks slipping past deadline is a recurring problem.
You want deadlines and workload tracked across up to six workflows, with your own approval rules for who signs off on what.
You already have a playbook, qualification criteria, approval limits, escalation rules, that a build can follow rather than invent.
You want resource coordination, who's overloaded, what's falling behind, surfaced automatically instead of discovered in a status meeting.
Not the right fit if
You need the final deliverable packaged and routed for client sign-off, not the day-to-day task tracking. See AI Agency Delivery Agent.
You need client-facing performance reports, not internal task and deadline tracking. See AI Agency Reporting.
You need new-client onboarding handled, not ongoing project execution. See AI Agency Client Onboarding.
You need more than six connected workflows or more than two systems with write access. Add a note at checkout for a written Change Quote, or start from our Custom AI enquiry form.
How it works
- It reads live task and deadline data from your project tool, up to two connected systems with read and write access, such as Asana, Monday or Basecamp plus your CRM.
- Tasks are tracked against the deadlines and priorities you set, across up to six workflows covering the campaigns and client accounts you named at intake.
- Slipping work is flagged before it becomes a missed deadline. A task with no movement, an unassigned deliverable, or a campaign falling behind pace surfaces to the right person, not buried in a status board.
- Workload is rebalanced within your approval rules. Reassignment or reprioritization happens automatically where your playbook allows it, and routes to a person for anything outside that.
- Every action follows your escalation rules. Approval limits, who signs off on reassigning client work, and what needs a human decision are set from your playbook, not improvised.
- 50 documented test scenarios confirm it holds up against real situations, a missed deadline, an overloaded team member, a client escalation, before it runs on live campaigns.
What you provide within 72 hours
Your portal lists these the moment you order. Delivery starts the working day after everything is in and your access is checked.
- Admin or API access to the systems it should read and write to, such as your project tool and CRM, sandbox or test records if you have them.
- Your playbook: qualification criteria, approval limits and escalation rules for reassigning or reprioritizing client work.
- Ten real examples of task or deadline conversations, so it learns the situations your team actually handles.
- The approver named for any action that needs a person to sign off.
- Admin access and API keys for every connected system, shared by adding our team as a user or creating a key you control, never by email.
- Your business information (company basics, hours and brand voice), shared during intake.
- One decision-maker who can approve the workflows and sign off at launch.
- An API key for your own AI model account (for example OpenAI or Google Gemini), created for this build with a spending limit.
The 72-hour rule. Send everything on your checklist, including access, within 72 hours of ordering so your build starts on time.
Timeline
Start
Intake verified, playbook and approval rules confirmed.
Weeks 1–2
The tracking and coordination workflows are built around your playbook.
Week 3
Project tool and CRM connected with read and write access.
Weeks 3–4
50 documented test scenarios run and results sent to you.
Week 4
Your review and two rounds of changes.
Go-live
Live, recorded handoff session, support starts.
| Option | Delivery time | Price |
|---|---|---|
| Standard | 20–30 working days | $5,900 |
| Express | 15–25 working days | $6,800 |
| Rush | 10–20 working days | $7,650 |
What you receive at handover
- The AI Agency Project Manager, configured and deployed in one channel
- Up to six workflows with your approval rules, covering tracking, rebalancing and chasers
- Connections to up to two systems with read and write access, such as your project tool
- A test report covering 50 documented scenarios
- An admin guide, the recorded handoff session and 30 days of post-launch support
Expected benefits and how to measure them
- Can reduce the coordination time account managers spend each week
- Helps client approvals come back sooner
- Makes workload easier to balance across campaigns
- Tasks overdue each week
- Count overdue tasks in your project tool each week for a month before launch and a month after.
- Days waiting on client approval
- Measure time from approval request to sign-off in your project tool, before and after launch.
- Coordination hours per account manager
- Ask account managers to log coordination time for two weeks before and after launch.
Before you start: Record weekly overdue tasks and the average wait for client approvals today.
These are things to track, not promised results. Outcomes depend on your data, your team and your market.
Running costs
The build price is one-time. Running AI Agency Project Manager afterwards costs roughly $50 to $250 a month, covering AI model usage plus hosting, on top of your existing project tool or CRM plan, billed directly in your own accounts.
AI usage during the build and testing is also billed to your accounts, so you keep ownership of every provider relationship. Nothing runs through us.
Ask about running costsCustom requirements
If you need something outside the Scope Card, add a note at checkout. You get a written Change Quote, and that work only starts once you accept it. Your original order runs on its normal timeline either way. Larger or bespoke projects go through the Custom AI request form instead.
Request a custom versionKeep it running
We recommend monthly maintenance: monitoring, fixes, and a monthly allowance of change hours, which covers an updated approval rule, a new workflow or added team members. It starts after the 30 days of support, bills monthly, and can be cancelled any month.
$295/mo (5% of the build price a month, includes 2 change hours)
Optional. Starts after the post-launch support period. Cancel any month.
How maintenance worksHow this compares
| Do it yourself with a SaaS tool | Hire a custom agency | Upmark Labs | |
|---|---|---|---|
| Price | A project-tracking add-on bills per seat whether campaigns are on schedule or not | A junior project manager's salary covers this among other duties | Ours is one fixed price, shown on this page before you buy |
| Scope | A project-tracking add-on is generic rules you configure yourself | Escalation depends on who's covering that week | Ours is written on the Scope Card before purchase |
| Delivery | Sign-up is instant, teaching it your approval rules is not | Hiring and training a project manager takes months | Ours has a fixed delivery time shown before you buy, with faster options |
| Testing | A project-tracking add-on is rarely tested against your real escalation scenarios | Testing depends on what the project manager happens to encounter | Ours runs 50 documented test scenarios before launch |
Questions about this product
How much does AI Agency Project Manager cost?
The one-time build price is shown in the price and delivery panel on this page, next to each delivery speed. It covers everything on the Scope Card: up to six workflows, read and write access to two connected systems, your approval rules and 50 documented test scenarios run before launch. Once your Scope Card is confirmed, that price is fixed.
How is AI Agency Project Manager different from AI Agency Delivery Agent?
Project Manager tracks the broader work of running campaigns: tasks, deadlines and who is carrying what workload across your team. AI Agency Delivery Agent focuses on the handoff moment, packaging finished deliverables, routing them for client approval and tracking revisions. They cover different parts of the workflow and can run together as client volume grows.
Is AI Agency Project Manager client-facing?
No. It is built for your internal team, surfacing slipping deadlines and overloaded workload to the people running the campaign, and any reminder to a client goes out only as your rules allow. If you need a report clients themselves see, on impressions, engagement or deliverables shipped, that is AI Agency Reporting, which covers the client-facing side.
How much does AI Agency Project Manager cost to run each month?
Roughly $50 to $250 a month in your own accounts, covering AI model usage plus hosting, on top of whatever you already pay for your project tool or CRM. The figure grows with the number of live campaigns. The one-time build price is separate and shown in the price and delivery panel on this page.
How long does AI Agency Project Manager take to launch?
The price and delivery panel on this page shows the time for each speed, counted from the day your intake is complete and access is verified. Most of the build goes into matching the six workflows to your real approval rules and escalation paths, then testing them across 50 documented scenarios.
What access does AI Agency Project Manager need to our systems?
It needs admin or API access, with read and write permissions, to up to two systems, typically your project tool and CRM, plus your playbook covering approval limits and escalation rules. Admin access and API keys are shared by adding our team as a user or creating a key you control, never by email, and sandbox or test records work for the build.
Can I add a new workflow to AI Agency Project Manager later?
Small changes to an existing workflow, such as an updated escalation rule, fit inside the monthly change hours that come with maintenance. A workflow beyond the six in scope, or a third connected system, gets a written Change Quote first, before work starts.
Does AI Agency Project Manager reassign work without anyone approving it?
Only within the approval rules your playbook sets. Reassignment or reprioritizing happens automatically where you've said it's fine, and routes to the approver you named for anything outside that. Nothing about who works on what changes silently, every action follows the escalation rules agreed during setup and testing.
Stop discovering slipped deadlines in the status meeting.
Order AI Agency Project Manager and task tracking and resource coordination across your client campaigns run on a fixed delivery date. The scope above is what you get, in writing, before you pay.
Works well with
Agencies
AI Agency Operations OS
Connects agency onboarding, delivery, reporting and knowledge into one system with shared client data and approval rules (no sales or proposal agents).
