Logiciel agence web — CRM, projets, facturation

I Who it’s for

A tool for agencies that deliver and invoice, not for studios that describe their process in meetings.

A creative web agency faces three tensions: the creative (who wants to produce), the commercial (who wants to sign) and the financial (who wants margin). Without a unified tool, these three axes exist in separate worlds. Four profiles stand out in particular.

Digital agency founder (5–15 people)

You handle both the vision and the day-to-day. Today: Trello for production, Notion for briefs, Word for quotes, and a lot of personal memory.

Pipeline + project + invoicing in one tool. You reclaim strategic time, and the agency becomes transparent for your teams.

Production Director

You juggle 10–25 active projects, teams at full capacity, overlapping client deadlines. Scope creep kills margins.

Hybrid quotes: fixed fee + time-and-materials, milestones linked to the project, amendment signing in 30 seconds. Scope stays defined, margin stays clear.

Agency Sales / Account Manager

You manage 20–40 recurring client accounts with signing cycles that can last weeks.

CRM with visual pipeline, quotes sent in 5 minutes, automatic follow-ups. Stay focused on closing, not the mechanics.

Agency CFO or Management Controller

You want to track profitability by project, by client, by type. But the data lives in 4 unsynchronised tools.

Automatic profitability dashboard: fixed fee billed vs time spent × loaded cost. Control returns to monthly, not annual.

II Hybrid quotes + Profitability

Fixed fee for creation, time-based for maintenance — in the same quote, tracked in the same tool.

The visual breakdown below: agency-specific challenges (multi-project, complex quotes, scope creep, invisible profitability), Orizen features (CRM, hybrid quotes, milestones, deposits, profitability, AI briefs), a typical 5–15 person use case, and the full prospect → invoice cycle.

What you experience daily

The specific challenges of web & creative agencies

Balancing creation, client relations and administrative management is a job in itself. Many agencies get by with a patchwork of tools — and it costs time and margins.

Multi-project client management

5, 10, 20 simultaneous projects for different clients, each with its own deadlines, budgets and teams. Without a central tool, milestones get lost and clients grow impatient.

Complex quotes: fixed fee + time-and-materials

A web project can combine fixed-price elements (design, integration) and time-and-materials work (maintenance, updates). Building this type of quote in Excel is time-consuming and error-prone.

Forgotten client follow-ups

A quote sent without follow-up, an unpaid invoice slipping through the cracks, a client who hasn’t approved the BAT— in a busy agency, reminders fall by the wayside.

Project profitability tracking

How many hours did this project really cost? Was the fixed fee properly scoped? Without tracking time against the quote, you can’t tell if you’re making or losing money.

Orizen for agencies

Everything you need, in a single tool

Each module is designed for the realities of a web and creative agency—from first contact to final invoice.

Agency CRM

Track your prospects and clients with their full history: quotes sent, ongoing projects, invoices, exchanges. View your sales pipeline at a glance.

Client profiles History Pipeline

Fixed fee & time-and-materials quotes

Create professional quotes in minutes with fixed-fee, hourly or daily rate items. Built-in e-signature, automatic follow-ups, version history.

Fixed fee / Time-based e-Signature Reminders

Project management with milestones

Break projects into stages, assign tasks to your team, track progress. The dedicated client portal lets clients check project status without accessing your internal workspace.

Milestones Tasks Client portal

Deposit invoicing

Invoice a deposit upon signature, the balance upon delivery. Easily generate deposit invoices linked to your validated quotes, with automatic tracking of received payments.

Deposit Balance Payment tracking

Profitability dashboard

Compare estimated time with actual time spent per project. Identify your most profitable clients and adjust pricing for future quotes.

Time spent Project margin Client analysis

Integrated AI assistant

Generate creative briefs, draft commercial proposals or summarise a client’s history using Orizen’s AI — directly in your workspace.

AI brief Writing Summary

Typical use case

From prospecting to final invoice in a single tool

Creative web agency

5 to 15 people 20 to 50 projects/year France

Before Orizen: scattered tools, invisible margins

CRM in Notion, quotes in Word, project tracking in Trello, invoicing in accounting software. Result: no way to track project status in real time or know if the last fixed fee was profitable.

With Orizen: everything is connected

Quote signed online, project opened automatically Deposit invoiced in 2 clicks from the validated quote Real-time profitability per project Pennylane export with no re-entry for the accountant

The lifecycle of an agency project

From request to invoice

Here’s how a web agency manages a project from A to Z with Orizen.

Step 1 — Prospect

Qualification & client profile

New prospects enter Orizen’s CRM with their history, needs, and past exchanges. The sales team sees at a glance where each opportunity stands in the pipeline.

Step 2 — Quote

Professional quote in minutes

Create quotes from the client record with fixed-fee items (design, integration) and time-and-materials items (monthly retainer). Send by email for e-signature. Clients sign directly from their phone.

Step 3 — Project

Project opened, team mobilised

When the quote is signed, the project is created in Orizen with its milestones and tasks. Every team member sees their workload, and the client tracks progress from their dedicated portal without accessing internal tools.

Step 4 — Invoice

Frictionless invoicing, automatic accounting export

The deposit is invoiced when the project starts, the balance upon delivery. Invoices are generated from the quote in 2 clicks. The export to Pennylane is automatic — zero re-entry for the accountant.

Frictionless accounting

Compatible with your accountant

Automated Pennylane & VAT export

Orizen calculates VAT on every invoice and syncs your data with Pennylane in one click. Your accountant receives clean entries, with no copy-pasting from spreadsheets.

Pennylane export VAT calculated automatically PDF invoices ready to send Zero accounting re-entry

III How it works

An agency equipped in one day, not six months.

Three clear milestones: first hybrid quote on Day 1, project cycle in Week 1, and profitability control in Month 1.

Day 1 — The first hybrid quote

Fixed fee + time-based in the same document, sent for signature

Import ongoing clients and opportunities
First hybrid fixed-price + time-and-materials quote created
Electronic signature sent to the client

Week 1 — The project cycle

Signed quote → project opened → deposit invoiced

First project opened with milestones and client portal
Deposit invoice issued upon signature
Time tracking enabled for the team

Month 1 — Visible profitability

You know which projects are truly profitable.

Profitability dashboard by project
Client analysis: who’s profitable, who’s costly
Automated monthly Pennylane export

IV FAQs

Answers to the questions we’re asked most often.

What is the difference between a fixed-price and a time-and-materials approach in a web agency?

Fixed-price: a flat fee for a defined deliverable (website redesign, brand guidelines, video). The agency bears the risk: if costs exceed the estimate, their margin suffers. Time-and-materials: billing based on actual time spent (hours, days) at a daily or hourly rate. The risk is shared: the client pays for what is consumed, and the agency must justify the time. Many web projects are hybrid: fixed-price for creation + time-and-materials for maintenance. Orizen handles both models in the same quote.

How do you measure the profitability of an agency project?

The practical rule: (invoiced amount − cost of time spent at charged rate) / invoiced amount = project gross margin. Orizen automatically calculates this ratio for each project by cross-referencing the quote (fixed-price) with logged time (time-and-materials). You can immediately see under-margin projects and adjust your rates for future quotes of the same type.

How can you avoid scope creep on a fixed-price project?

Three best practices: (1) Break the quote into clear work packages (each with its own deliverable and price). (2) Explicitly define out-of-scope items: what will be billed on a time-and-materials basis beyond the fixed price. (3) Issue a signed electronic amendment for any major change. Orizen supports all three: work packages in quotes, separate time-and-materials items, and free electronic signatures for amendments.

How much does web agency management software cost for 5 to 15 people?

Agency-specific tools (such as Furious, Holaspirit, Boondmanager Agency) typically range from €30 to €80 per user per month. Orizen falls within the same range but natively includes CRM, hybrid quotes, projects, e-signatures, profitability tracking, and Pennylane—no additional modules required. Particularly cost-effective for agencies looking to move away from Notion + Trello + Mailchimp + DocuSign.

How can you share project progress with the client without giving them access to your internal tools?

Orizen provides a client portal for each project: the client logs in with their email, sees completed milestones, available deliverables, and can comment directly. They do not access your internal Slack, team Trello, or billing systems. The boundary between 'shared project' and 'internal operations' is explicit and clear.

Can Orizen’s AI assistant really help with a creative brief?

Orizen’s AI is useful for three agency use cases: (1) Summarising a client conversation into a structured brief (objectives, constraints, audience). (2) Drafting commercial proposals from a template. (3) Summarising a client’s history before a meeting. No magic: it’s a writing assistant, not a creative director. But it saves time where dry text production slows down the creative team.

V Our conviction

An agency’s profitability is won at the quote stage, not by cutting costs at the end of a project.

Many agencies try to save their margin by cutting costs during execution: fewer senior hours, more juniors, "80% complete" deliveries. Double mistake: client satisfaction drops, and the margin isn’t really saved.

True profitability is built upfront, at the quote stage: accurately estimating the real time for a deliverable, fine-tuning the fixed-price/time-and-materials ratio, and clearly defining out-of-scope work. An over-optimistic quote always erodes the margin, no matter what you do later.

We’ve seen too many talented agencies juggling ten tools, losing track of their own margins, and ending the year wondering why revenue is up but profitability isn’t.

So we built Orizen for web and creative agencies. So that when the next quote comes, the history of similar projects is visible. So that the ratio of planned time to actual time becomes data, not a memory. So agencies move from "we’ll see at closing" to continuous management.