App Structure Overview

Understanding how Agency OS is organized and how sections connect

Agency OS is organized to mirror the natural flow of agency work—from lead generation through delivery to billing. Understanding this structure helps you navigate efficiently and know where to find everything.

Navigation Overview

The sidebar navigation groups functionality into logical sections. Here's the complete structure:

🏡 Home
   ├─ Tasks
   ├─ Time
   ├─ Overview
   └─ Browse

📊 CRM ↓
   ├─ Contacts
   ├─ Leads
   ├─ Dashboard
   ├─ Opportunities
   ├─ Meetings
   └─ Interactions

👥 Clients
   └─ Clients Dashboard

📁 Projects ↓
   ├─ Projects
   ├─ My Projects
   ├─ Tasks
   └─ Tasks Dashboard

👤 Team ↓
   ├─ Team
   ├─ Departments
   └─ Offices

💰 Billing
   ├─ Billing Dashboard
   └─ Client Billing

💳 Expenses

─────────────────────
Client Portal Views (Only visible to clients)
─────────────────────

🌐 Portal
📁 Projects
💰 Billing

The Agency Workflow

Agency OS follows a logical progression from prospecting to payment:

1. Lead Generation (CRM) 🎯

Purpose: Track potential clients and opportunities

Flow:

New Contact → Create Lead → Log Interactions → Create Opportunity → Move Through Pipeline

When to use: When someone expresses interest but isn't a client yet

Key actions:

• Add contact information

• Create lead for the company

• Schedule discovery meetings

• Create opportunities for specific projects

• Track through sales stages

2. Client Onboarding (Clients) 🤝

Purpose: Convert leads to active clients

Flow:

Win Opportunity → Convert Lead to Client → Create Client Record → Grant Portal Access

When to use: When you've signed a new client

Key actions:

• Convert lead to client (changes status and moves to Clients section)

• Set up primary contact

• Configure portal permissions

• Send welcome email with portal access

3. Project Delivery (Projects) 🚀

Purpose: Execute the work and deliver results

Flow:

Create Project → Break Into Tasks → Assign to Team → Track Progress → Complete & Review

When to use: For all client work

Key actions:

• Create project linked to client

• Break down into tasks

• Assign team members

• Log time on tasks

• Update status and communicate progress

• Use Reply for client updates, Note for internal discussion

4. Time & Expense Tracking ⏱️

Purpose: Capture all billable and non-billable work

Flow:

Start Work → Track Time → Log Expenses → Link to Project → Prepare for Billing

When to use: Throughout project execution

Key actions:

• Start/stop time tracking

• Log hours against tasks

• Record project expenses

• Categorize as billable/non-billable

• Review weekly for accuracy

5. Billing 💰

Purpose: Invoice clients and track payments

Flow:

Create Payment → Add Line Items → Send to Client → Client Views in Portal → Mark as Paid

When to use: At billing milestones or end of month

Key actions:

• Create payment record

• Pull in time and expenses

• Add fixed-fee line items

• Set status to "Sent"

• Monitor payment status

• Mark as paid when received

6. Client Portal (Client View) 🌐

Purpose: Give clients transparency and self-service

Flow:

Grant Access → Client Logs In → Views Projects/Tasks → Tracks Billing → Communicates via Comments

When to use: Once project is underway and you want client visibility

Key actions (from client perspective):

• Log in to portal

• View project progress

• See task status

• Add questions via Reply

• Review and pay invoices

• Book meetings

Section-by-Section Breakdown

Home: Your Daily Hub

What it's for: Daily work management and oversight

Who uses it: Everyone, but different tabs for different roles

Key features:

• Task overview (Tasks tab)

• Time tracking (Time tab)

• Agency metrics (Overview tab - admin only)

• Quick navigation (Browse tab)

Learn more: Home Page Guide

CRM: Sales Pipeline

What it's for: Managing prospective business

Who uses it: Sales team, account managers, leadership

Pages:

• Contacts: Everyone you interact with (leads and clients)

• Leads: Potential clients you're pursuing (not yet clients)

• Dashboard: Sales reporting and pipeline visualization

• Opportunities: Specific deals in your pipeline

• Meetings: Scheduled calls and meetings

• Interactions: Log of all touchpoints (emails, calls, notes)

Learn more: CRM & Sales Guide

Clients: Active Relationships

What it's for: Managing current client accounts

Who uses it: Account managers, project managers, leadership

Pages:

• Clients: List of all active client companies

• Clients Dashboard: Overview of client health, projects, and financials

Key difference from Leads: Clients have active projects; Leads are still prospects

Learn more: Managing Clients Guide

Projects: Delivery Execution

What it's for: Getting work done for clients

Who uses it: Everyone—PMs, team members, admins

Pages:

• Projects: All agency projects (filterable by client, status, etc.)

• My Projects: Projects where you're involved (personal view)

• Tasks: All tasks across all projects

• Tasks Dashboard: Admin view of workload, overdue tasks, capacity

Learn more: Projects & Delivery Guide

Team: People Management

What it's for: Managing your agency's people and structure

Who uses it: HR, leadership, project managers (for assignments)

Pages:

• Team: Directory of all team members with roles and details

• Departments: Organizational units (Creative, Dev, Operations, etc.)

• Offices: Physical locations (for multi-office agencies)

Learn more: Team Management Guide

Billing: Financial Tracking

What it's for: Invoicing clients and tracking payments

Who uses it: Finance team, account managers, leadership

Pages:

• Billing: All payment/invoice records

• Billing Dashboard: Revenue, outstanding payments, AR aging

• Client Billing: Payment breakdown by client

Learn more: Billing & Expenses Guide

Expenses: Cost Tracking

What it's for: Tracking agency and project expenses

Who uses it: Team members (logging), finance (reviewing)

Single page: Expense list with categories, amounts, projects

Learn more: Billing & Expenses Guide

Role-Based Access

Different users see different parts of Agency OS based on their role:

Admin/Manager Role

Sees everything:

• All sections visible

• Overview tab on Home page

• Admin dashboards (Tasks Dashboard, Billing Dashboard, etc.)

• All clients and projects

• Team management sections

Can do:

• Create and edit all records

• Manage users and permissions

• Access financial data

• Configure app settings

Team Member Role

Sees work-related sections:

• Home page (Tasks, Time, Browse tabs—no Overview)

• Projects section

• Their assigned tasks

• Time tracking

• Expenses (their own)

Cannot see:

• Full CRM/sales pipeline

• All clients (maybe limited to their projects)

• Financial dashboards

• Team management

• Billing details

Client Role

Sees only their data:

• Portal (welcome page)

• Projects (filtered to theirs)

• Billing (filtered to theirs)

Cannot see:

• Any internal sections

• Other clients' data

• Team information

• CRM/sales pipeline

Can do:

• View their projects and tasks

• Add Reply comments on tasks

• View their billing and invoices

• Access allowed files and documents

Learn more: Client Portal Guide

How Data Connects

Understanding relationships helps you navigate and use Agency OS effectively:

Client is the Center

                    CLIENT
                      |
         ┌────────────┼────────────┐
         |            |            |
    CONTACTS      PROJECTS     OPPORTUNITIES
         |            |            |
         |         TASKS       PAYMENTS
         |            |
    MEETINGS    TIME TRACKING
         |
   INTERACTIONS    EXPENSES

Everything links back to the Client:

• Contacts belong to a Client (or Lead)

• Projects are for a Client

• Tasks belong to Projects (which belong to Clients)

• Payments are from a Client for a Project

• Time and Expenses link to Projects/Tasks

Task is the Work Unit

        CLIENT
          |
       PROJECT
          |
        TASK ──── Assigned to: TEAM MEMBER
          |
          ├──── Time Tracking
          ├──── Time Tracking
          ├──── Comments (Reply/Note)
          ├──── Status/Priority
          └──── Due Date

Tasks are where work happens:

• Team members complete tasks

• Time is logged on tasks

• Communication happens on tasks (Reply/Note)

• Status updates flow from tasks → projects → clients

Payment is the Revenue

       CLIENT
          |
       PROJECT
          |
      PAYMENT
          |
    LINE ITEMS ──── Time Tracking (billable hours)
          |
          └──── Expenses (reimbursables)

Payments track revenue:

• Link to Client and Project

• Break down into Line Items

• Pull from Time Tracking and Expenses

• Visible in Client Portal

Navigation Tips

Quick Search

Use the search bar (usually top-right) to:

• Find clients by name

• Search for projects

• Jump to specific tasks

• Locate contacts

Breadcrumbs

Pay attention to breadcrumbs (page trail at top) to understand where you are:

Projects > Projects > Website Redesign

Filters

Most list views have filters:

• Filter by client

• Filter by status

• Filter by assignee

• Filter by date range

• Save frequently used filters

You can customize these, and control which filters you or your team have access to

Customizing the Structure

You can customize Agency OS structure in Build Mode:

What you can change:

• Rename pages to match your terminology

• Hide pages you don't use (e.g., Offices for single-location agencies)

• Add new pages for custom tables

• Add new tables and fields for custom data

• Reorder navigation items

• Create folders to group related pages

• Add dividers for visual separation

• The app's theme, and navigation style

What you probably shouldn't change:

• Core relationships between tables

• Essential workflows (client → project → task)

• Permission structure (until you understand it deeply)

Learn more: Customizing Your Agency OS

Common Navigation Patterns

Morning Routine

1. Home > Tasks tab: See what's due today

2. Home > Time tab: Start timer for first task

3. Home > Overview tab (if admin): Check agency metrics

Client Check-In

1. Clients: Find the client

2. Click into client record

3. Review Projects tab: See all their projects

4. Check Payments tab: Outstanding invoices

5. Use View as [client]: See their portal view

Project Review

1. Projects > Projects: Find the project

2. Click into project record

3. Review Tasks: What's in progress

4. Check Time Tracking: Hours against budget

5. Read Comments: Latest updates

Weekly Financial Review

1. Billing > Billing Dashboard: Revenue and AR

2. Billing: Outstanding payments

3. Home > Overview tab: Financial metrics

4. Projects: Budget vs actual by project

Mobile Navigation

On mobile devices:

• Hamburger menu: Access full sidebar navigation

• Collapsible folders: Tap to expand CRM, Projects, Team

• Bottom nav (optional): Quick access to Home, Projects, Time

• Pull-to-refresh: Update data on list views

Learn by Exploring: The best way to understand Agency OS structure is to click through the sample data. You can't break anything—just explore!

Related Guides

Now that you understand the structure, dive into specific sections:

• CRM & Sales - Lead and opportunity management

• Managing Clients - Client relationships

• Projects & Delivery - Executing work

• Team Management - Managing people

• Billing & Expenses - Financial tracking

• Client Portal - Client-facing views

You're Oriented! You now understand how Agency OS is organized and how the pieces fit together. Time to explore specific features.