Your First Steps

A hands-on walkthrough of the Agency OS operating loop — from lead to client portal.

This tutorial walks you through the core operating loop of Agency OS. By the end you'll have added a company to CRM, converted them to a client, created a project with tasks, and seen the client portal exactly as your client would.

Time required: About 20–30 minutes.

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Step 1: Add a company to CRM

Everything starts in CRM — even if you already know someone will be a client, adding them as a company first keeps your history intact.

1. In the sidebar, click CRM → Companies

2. Click + New Company (top right)

3. Fill in:

   • Company name — e.g. "Acme Studio"

   • Status — select "Lead"

   • Owner — defaults to you

   • Industry and Size (optional, but useful for filtering later)

4. Click Save

You've added your first company. Now create a deal for them.

1. Click CRM → Sales Pipeline

2. Click + New Deal

3. Fill in:

   • Deal name — format: "Acme Studio — Website Redesign"

   • Company — select the company you just created

   • Stage — select "Qualified" (or wherever they are in your pipeline)

   • Value — estimated deal value

4. Click Save

The deal appears on the Kanban board. When you win it, you'll update the Company Status to "Client" — which is what we'll do next.

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Step 2: Convert the company to a client

When a deal is won, one field change is all it takes.

1. Go to CRM → Companies

2. Open the Acme Studio record

3. Click Edit and change Status to "Client"

4. Save

Acme Studio now appears in the Clients gallery. Open it and you'll see the full 5-tab client record:

• Details — company profile, KPI stat cards (Total Invoiced, Client Since, Client Owner, Last Interaction), and inline Contacts

• Deals — the deal history

• Projects — empty for now (you'll add one next)

• Invoices — empty for now

• Interactions — empty for now

One record, two views. The same company record powers both the CRM Companies page and the Clients gallery — with different layouts optimised for each job. No duplication, no re-entry.

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Step 3: Create a project

Now create a project for your new client.

1. In the sidebar, click Project Management → Projects

2. Click + New Project (top right)

3. Fill in the form:

   • Name — e.g. "Website Redesign"

   • Client — select Acme Studio

   • Engagement Type — select one (e.g. "Fixed-Price") — this field is required

   • Budget — estimated value of the project

   • Lead — the team member responsible for delivery

   • Status — "In Progress"

   • Start Date / End Date

   • Description — brief scope overview

4. Click Save

You're taken to the project record. Notice the five tabs: Details · Tasks · Time · Expenses · Comments.

The Project Health badge at the top defaults to "On Track" — update it to "Needs Attention" or "Critical" if something changes.

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Step 4: Add a task

1. On the project record, click the Tasks tab

2. Click + New Task

3. Fill in:

   • Title — e.g. "Discovery call and brief"

   • Project — pre-filled with your project

   • Assignee — assign to yourself

   • Priority — "High"

   • Due Date — required (set to next week)

4. Click Save

Open the task. Notice:

• Task status — moves from To Do → In Progress → Done

• File field — attach a deliverable or brief directly to this task

• Comments — two types:

  • Reply — client-visible. Use for updates, questions, approvals.

  • Note — internal only. Clients never see this.

Try adding both. Add a Note ("Internal: need to confirm scope with the team") and a Reply ("Hi, we've kicked off discovery — we'll share a brief by Friday"). This is the most important distinction in the system for client-facing work.

Always check Reply vs Note before posting. A Reply is visible to the client in their portal immediately. If you post the wrong type, edit or delete it quickly.

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Step 5: See the client portal

Now see exactly what your client sees.

1. Click your profile icon (top right)

2. Select View as...

3. Choose a client user from the sample data

You're now seeing Agency OS as that client sees it. The sidebar shows only:

• Portal Home — welcome page with action cards

• Projects — their projects and tasks

• Tasks — their tasks

• Client Invoices — their invoices

Everything internal — CRM, Team, Financials, other clients' data — is hidden completely.

What to check:

• Navigate to Projects → click into a project → open a task

• You can see the Reply comment you added — but not the Note

• The client can add their own Reply comments

1. Click your profile icon again and select Stop viewing as to return to your admin view

Use "View as" before every client invite. This 30-second check confirms that clients see exactly what you intend — and nothing they shouldn't.

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What you've covered

Step	What you did	Why it matters
1	Added a company to CRM and created a deal	Starts the operating loop with a complete history
2	Converted the company to a client	One status change — no duplication
3	Created a project with Engagement Type and Budget	Required fields that power budget monitoring and financial reporting
4	Added a task and tested Reply vs Note	Controls what clients see in the portal
5	Used "View as" to see the client portal	Confirms the client experience before you invite anyone

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The operating loop

Lead → Won Deal → Convert to Client → Create Project
→ Assign Tasks + Track Time → Deliver → Invoice → Client Portal → Repeat

You've walked through the first half. The rest — time tracking, invoicing, and financial reporting — works the same way: data you enter at the task and project level rolls up automatically to the Financials section.

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What's next?

Explore the full guide for each section of the system:

• App Structure — how all the sections connect

• CRM & Sales — managing your full pipeline

• Managing Clients — the client record in detail

• Projects & Delivery — tasks, workload, and time tracking

• Billing & Expenses — invoicing and revenue reporting

• Client Portal — setting up real client access