App Structure Overview
How Agency OS is organised and how every section connects
Agency OS is built around one operating loop: win a lead, convert them to a client, deliver the work, and invoice — all in a single connected system.
The operating loop
Lead → Won Deal → Convert to Client → Create Project → Assign Tasks + Track Time → Deliver → Invoice → Client Portal → RepeatEvery section of the app maps to a stage in this loop. Understanding the structure means you'll always know where to go and what each section is for.
Navigation structure
The sidebar organises everything into six sections plus the Client Portal:
📁 Home
📁 CRM
├── Sales Pipeline
├── Sales Dashboard
├── Contacts
├── Companies
└── Interactions
📁 Clients
└── Clients (gallery)
📁 Project Management
├── Projects
├── Tasks
└── Team Workload
📁 Team
└── Directory (2 tabs: Directory + Team Cost)
📁 Financials
├── Client Invoices
├── Revenue Dashboard
├── Team Billables
└── Team Expenses
📁 Client Portal ← visible to clients only
├── Portal Home
├── Projects
├── Tasks
└── Client InvoicesHidden pages (exist in the template but not shown in the nav by default): Departments, Offices. These can be enabled as optional extensions — see Customising Your Agency OS.
Section by section
Home — your personal dashboard
Home is filtered to you. Everything here is personal — your tasks, your time, your expenses. Organisation-level dashboards live in their respective sections.
Three tabs:
My Work (default) — upcoming meetings, task summary KPIs, your tasks grouped by status, completed tasks
My Time — billable hours and value (last 4 weeks), active timer prompt, time log
My Expenses — your project expense log
Who uses it: Everyone, every day. It's the starting point for any team member's working session.
Learn more: Home Page
CRM — sales pipeline
CRM covers everything before a company becomes a client. Track deals, log interactions, and manage the relationship from first contact to signed agreement.
Five pages:
Sales Pipeline — Kanban board for working deals day to day (stages: New Lead → Discovery → Qualified → Proposal Sent → Negotiation → Closed-Won / Closed-Lost)
Sales Dashboard — pipeline KPIs, closing-this-month table, win/loss performance charts
Contacts — every person you work with, linked to their company
Companies — every organisation you have a relationship with (leads, clients, past clients, lost)
Interactions — chronological log of every call, email, meeting, and note
Who uses it: Sales leads, account managers, founders.
Key concept: Companies is the single source of truth for all organisations. Status drives where they appear — a Company with Status = "Lead" is in CRM; Status = "Client" means they're in the Clients section too. One record, different views.
Learn more: CRM & Sales
Clients — active relationships
Once a company converts to a client, their record appears here. The Clients section is built for ongoing relationship management — not sales tracking.
One page: a gallery of all active clients, each linking to a 5-tab client record (Details · Deals · Projects · Invoices · Interactions).
Who uses it: Account managers, project leads, founders.
Key concept: No data is duplicated. When a Company Status changes to "Client", that same record powers both the CRM view and the Clients view — with different layouts optimised for each job.
Learn more: Managing Clients
Project Management — delivery
Everything needed to plan, execute, and monitor client work.
Three pages:
Projects — all client engagements. Two tabs: Active Projects (grouped by status) and All Projects (includes completed). Filters by Engagement Type, Project Health, Lead, Client.
Tasks — titled "All Tasks". Two tabs: Board View (Kanban: To Do / In Progress / Done) and List View (table with export/import).
Team Workload — the manager's page. Shows tasks by assignee, a bar chart of task distribution, and a dedicated overdue tasks section.
Who uses it: Project managers and team members daily. Founders and leads for oversight.
Key concept: Project Health (On Track / Needs Attention / Critical) and Engagement Type (Retainer / Fixed-Price / Time-Based / On-Demand / Workshop / Advisory) are visible on every project row — giving a quick read on the portfolio without opening individual records.
Learn more: Projects & Delivery
Team — people and cost
Your team directory and cost overview in one page, with two tabs.
One page, two tabs:
Directory (all roles) — team members grouped by Employment Type, with Skills badges and Start Date
Team Cost (admin only) — Hourly Rate and Monthly Cost per team member, plus Total Monthly Cost and Team Size KPIs
Who uses it: Admins for cost visibility. Everyone for the directory.
Key concept: Hourly Rate on the Team record powers the billing chain across the entire system — it flows into time entry costs, project billable value, and Budget Health %.
Learn more: Team Management
Financials — revenue and expenses
Four pages covering every financial dimension of the agency.
Four pages:
Client Invoices — all invoices grouped by status. Tab 2: paid invoices by client (pivot table, month by month).
Revenue Dashboard — collected revenue, outstanding amounts, trends by month, client, and engagement type.
Team Billables — billable hours and value by employee, project, and client. The profitability page.
Team Expenses — flat log of all project expenses submitted by the team.
Who uses it: Founders and finance leads. Admins for operational management.
Key concept: Financials uses a three-level architecture. The same data appears at three scales — personal (Home), project (record), and organisation (Financials) — so every user sees the right level of detail for their role.
Personal (Home)
My Time tab
My Expenses tab
Project (record)
Time tab
Expenses tab
Organisation (Financials)
Team Billables
Team Expenses
Learn more: Billing & Expenses
Client Portal — the client experience
The Client Portal is what your clients see when they log in. It's a branded, real-time view of their projects and invoices — completely separate from your internal workspace.
Four pages (client-facing only):
Portal Home — welcome page with action cards
Projects — their projects and tasks
Tasks — their tasks
Client Invoices — their invoices only
What clients cannot see: Team Workload, Revenue Dashboard, Team Billables, Team Expenses, other clients' data, hourly rates, or budget health figures. None of it is visible, even accidentally.
Key concept: The Client Portal is a competitive differentiator. Agencies use it in sales demos — showing a prospect their future portal experience is often what closes the deal.
Learn more: Client Portal
How the data connects
Everything flows through a single chain. No copying between tools.
A Company record serves both CRM and Clients — status determines which section it appears in
A Project links to a Client, a Lead (project owner), and an Engagement Type
Tasks link to Projects and are assigned to Team Members
Time Entries link to Tasks and use the Team Member's Hourly Rate to calculate billable value
Invoices link to Clients and Projects — and appear in the Client Portal automatically
Role-based access
Admin
Everything — all sections, financial data, Team Cost tab, all dashboards
Team Member
Home (personal), Projects, Tasks assigned to them, time and expense logging
Client
Client Portal only — their projects, tasks, and invoices
Make it yours
The navigation structure is a starting point. In Build Mode you can:
Rename any page or section to match your agency's language
Reorder sidebar items to match your workflow
Hide pages you don't use (e.g. Team Expenses if you track costs elsewhere)
Unhide optional pages like Departments and Offices when you need them
Add new pages for custom tables as your needs grow
See Customising Your Agency OS for the full guide.
What's next?
Start with the section most relevant to where you are right now:
Just getting started? → Getting Started
Setting up your sales process? → CRM & Sales
Onboarding a new client? → Managing Clients
Kicking off a project? → Projects & Delivery
Setting up the client portal? → Client Portal
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