Creator management agency
Building a single operating view for a growing creator agency
A creator management agency was scaling quickly, but the information needed to run the business was spread across disconnected spreadsheets and manual processes. We designed one connected operating model, centralised the agency's data across departments and delivered three systems on top of it: live financial and growth reporting, an automated lead pipeline and hands-off content tracking.
Key outcomes
Measured impact
- ≈26 hours/month
- of manual reporting, pipeline admin and content checking removed
- 12 data sources
- consolidated into one connected operating system
- 3 live dashboards
- replacing 8+ scattered tracking sheets
What changed day to day
- ManagementRevenue, growth and creator value are visible live instead of assembled by hand.
- Sales teamEvery prospect reply is captured in one funnel and moves through automated stages.
- OperationsCreator content submissions are tracked and counted without manual checking.
What we delivered
- A live financial and growth layer
Revenue, growth and creator lifetime value reported from one connected data model through live dashboards.
- An automated lead pipeline
Prospect replies from every channel captured in one pipeline and moved through defined stages automatically.
- Automatic content tracking
Creator file submissions detected, filed against the right creator and counted without manual handling.
- One source of operating data
Forms and controlled tables that keep creator, commercial and pipeline records consistent as the team works.
Growth without a shared operating picture
The agency was scaling quickly and managing a growing roster of social media creators. Its operating information had not grown with the business. Creator records, commercial data, prospect conversations and content activity lived in different places and were maintained in different ways.
The operations team could keep the work moving, but answering basic management questions required pulling information together manually. Commercial visibility, including revenue and creator lifetime value (LTV), depended on the right person finding and reconciling the right records. The same uncertainty affected incoming leads and creator content tracking.
This was not simply a reporting gap. The agency needed a consistent way to capture information before it could trust the view produced from it.
Designing the operating model first
We started by mapping the decisions the agency needed to make and the information those decisions relied on. That showed which records belonged together, who should maintain them and where the existing process created uncertainty or duplicate work.
From there, we designed a common structure for creators, prospects, commercial activity, revenue, creator LTV and content. We also defined the forms and working tables the operations team would use, so information entered the system consistently instead of needing to be cleaned up later.
What had been maintained across 12 separate spreadsheets and trackers was consolidated into one connected operating model, so every department works from the same records instead of its own version of them.
Give leadership a live view of revenue and growth
Problem
Answering basic management questions, from how revenue was tracking to which creators were creating value and where the business was growing, required pulling records together manually.
Commercial visibility depended on the right person finding and reconciling the right records, and any assembled view was out of date almost as soon as it was finished.
What changed
We designed a connected data model for commercial activity, revenue and creator lifetime value (LTV), then built an analytical dashboard layer over the same records the operations team maintains. Because the dashboard and the working process share one data model, the management view changes as the team works.
Business impact
Leadership now reads the commercial position of the business without commissioning a report. Decisions about the creator roster, pricing and investment are made from current data rather than a reconstruction of last month.
Turn scattered prospect replies into one visible funnel
Problem
Prospects were replying through several different channels, and those replies were logged inconsistently by the operations team.
There was no shared view of the pipeline. Knowing which prospects were warm, waiting or stalled depended on whoever remembered the conversation.
What changed
We built one place where every prospect reply is logged against its channel. A structured funnel moves each prospect through defined stages automatically, and dashboards show pipeline volume, stage and conversion without anyone assembling the numbers.
Business impact
The whole team can see the pipeline at any moment. Follow-up no longer depends on memory or one person's inbox, and the sales team works from a current picture of how prospects become signed creators.
Real-time visibility into everything creators deliver
Problem
Creators uploaded a high volume of files for the internal team to review. Operations staff had to keep checking for new submissions, save the files correctly and count what had arrived before they could report on content activity.
What changed
We automated that process with Google Apps Script. The system monitors the relevant folders, detects new files, records them against the right creator and makes each submission available to the agency's reporting process.
Business impact
Routine monitoring, filing and counting now happen without manual work. The operations team focuses on reviewing submissions and dealing with exceptions while the content view keeps itself current.
What changed
The agency now runs its core operations from one connected system. Management has a live view of revenue, growth and creator value, the sales team works from one visible lead funnel, and creator content is tracked without manual counting.
Because every system was built on the same connected data model, the day-to-day process and the management view stay in step. Reporting is now part of the operating process rather than an exercise at the end of it.
The system and dashboards are actively used across the agency's operations today.