Software for small agencies and studios of two or three people

Two or three partners usually start out sharing one inbox and a spreadsheet of leads, and lose track of who promised the proposal. The Team plan puts everyone in one workspace for $35/month total, not per seat, with 75 proposals, 50 signature requests and 200 invoices a month.

How a small studio runs on it

1. Leads from the website form and the booking page land in shared contacts, and with automatic stages on, they move across the pipeline as they book, get a proposal, accept or pay. Anyone on the team can see where a deal stands.
2. A team meeting type shows the free times of every host and gives each new discovery call to whoever is free, starting with the person with the fewest upcoming meetings.
3. Whoever ran the call sends the proposal from the studio's templates, so pricing and terms stay the same no matter who sells.
4. The contract goes out through E-Signatures, with your partner as a second signer in order if both of you sign.
5. Each person tracks time against the client's project. Reports by project and client show whether a fixed-price job made money, and billable entries go onto the invoice.
6. The client gets one portal link with their meetings, proposals, documents to sign, files to approve and invoices to pay, whoever on the team sent them.

A typical week

• Monday: three discovery calls came in over the weekend and were split between two partners by availability.
• Tuesday: the pipeline review takes ten minutes: two proposals open, one ignored for a week, which the follow-up automation already chased.
• Wednesday: the designer uploads homepage concepts for approval; the developer logs time on the staging build for the same project.
• Thursday: the project report shows the rebrand at 52 hours against a 45-hour estimate. You raise the next quote.
• Friday: two invoices paid by card into the studio's Stripe account. The month's expenses show profit per month, not just revenue.

Roles and access

The owner and admins invite and remove people, and only they can manage the plan; members work with the tools. When a contractor leaves, remove them from the team. Studios of 4 or more can talk to us about more seats.

All 13 tools, one by one

On a team the same tools matter, but who does what changes. The full list for a two- or three-person studio:

• Link in Bio: one page for the studio's Instagram with services, case studies, the team booking link and a newsletter signup, on a subdomain of the studio's site if you like.
• Short Links: short links for client campaign posts and print pieces, with clicks by day you can put in the monthly client report.
• Forms: one inquiry form for the studio where conditional questions show hosting questions to web leads and logo questions to branding leads. Answers land on the shared contact.
• Scheduling: besides the shared discovery call, a team meeting type with a single host sends the developer's technical calls only to the developer.
• Proposals: one template per service with the studio's standard terms; anyone can draft a proposal and a partner checks it before sending.
• E-Signatures: client contracts plus the subcontractor agreement for the freelance illustrator or copywriter you bring in for one project.
• Document Tracking: send the studio's credentials deck as a tracked PDF and see whether the prospect reached the pricing page before the pitch meeting.
• Screen Recording: record the weekly client update instead of a three-person status call. Team allows recordings of up to 15 minutes.
• Notes & Boards: a shared board per client project with tasks assigned to each person and due dates, and a process page a new contractor reads on day one.
• Time Tracking: each person runs their own timer against the shared client projects, and billable entries from everyone go on the same invoice.
• Invoicing: invoices paid into the studio's Stripe account: the deposit from each accepted proposal and a recurring invoice for every retainer client.
• Expenses: subcontractor payments, software seats, the coworking space and ad spend, with receipts, so the month's profit is the studio's.
• Automations: notify you when a discovery call is booked, and create the kickoff task on the project board when a proposal is accepted.

Start with these three

Contacts with the pipeline, a team meeting type for discovery calls, and Proposals with one template per service. Time Tracking comes next, once everyone logs to the same projects.

Free tools for agencies

• Sales pipeline calculator to see how many leads it takes to hit next quarter's revenue.
• Profit margin calculator per project or retainer.
• Meeting cost calculator for the weekly status call with three people on it.
• UTM builder for client campaigns.
• NPS calculator for the end-of-project survey.

What SoloWOS won't do for an agency

• Team includes 3 users. There is no per-seat add-on in the app; larger teams go through sales.
• No resource planning, capacity charts or budgets per phase.
• The client portal opens on the SoloWOS domain. Booking pages, proposals, invoices, Link in Bio and Short Links can use a subdomain you own.
• No real-time co-editing in Notes & Boards, and no client logins beyond the portal link.