Marketing Agency CRM for Pitches, Retainers and Renewals

A marketing agency CRM needs two pipelines: new business moving from brief to pitch to decision, and existing retainers moving toward renewal. Describe how your agency sells to Mythex and it builds the CRM with a real database, logins for partners and account leads, and a live preview you adjust by chatting.

Who it's for

Agencies whose new business lives in a partner's inbox and whose retainers end with a surprise notice email, because nobody reviewed results or raised new ideas until it was too late.

What you can build

A pitch pipeline: brief, proposal, pitch, won or lost with reason
Retainer value, scope and renewal date per client
Renewal reviews scheduled 60 days ahead
Contacts by role: marketing lead, founder, finance
Upsell ideas logged against each client
Referral source on every new client

New business from brief to decision

Track every opportunity with its stage, estimated monthly value, the partner who owns it and the next action. Record the reason for each loss, such as price, chemistry, capability or no decision. After a few quarters the pattern tells you whether to change pricing, positioning or the pitch team. Note where each opportunity came from so you know whether referrals, content or events bring the clients who stay.

Stage, value and owner
Loss reason every time
Source on every opportunity

Renewals are a sales stage too

Retainers rarely end over one bad month; they end because results and new ideas were never raised before the notice period. Store each retainer's value, scope and renewal date, and schedule a review two months before. Bring results and one new idea to that meeting. It turns renewals into upsell conversations instead of defence.

People, not just companies

Marketing leads move between companies, and a happy one will hire you again at their next job. Record contacts with their role and job history, and when someone moves, the CRM keeps them linked to you. Finance contacts matter too: they decide whether the retainer survives a budget cut.

Role and job history per contact
Alert when a past client contact moves
Finance contact on every account

Mistakes to avoid

Do not let the CRM become a duplicate of your project board; keep tasks there and relationships here. Do not record only wins. And keep each client's scope written on the record, so when someone asks for 'just one more' piece, the account lead can see at a glance whether it is included.

A prompt to start from

Make a CRM for my marketing agency. New business opportunities move through brief, proposal, pitch, won or lost with a reason, with monthly value, owner and source. Clients have retainer value, scope, renewal date and upsell ideas. Contacts have roles and job history. Schedule a renewal review 60 days before each renewal date and show a list of retainers renewing in the next quarter.

Questions

Can it remind us before a retainer renews?

Yes. Store the renewal date and ask for a reminder and a review task a set number of days ahead. A list of upcoming renewals helps partners plan.

Can it connect to our project management tool?

If that tool has an API, you can connect it with your own account. Many agencies keep tasks in their project tool and relationships in the CRM.

Can I import contacts from a spreadsheet?

Yes. Export to CSV and ask Mythex for an import, then add roles and retainer details.

Do I need technical skills?

No. Describe your stages and fields in plain words and Mythex builds the CRM.

Is it free?

You can build and publish on the Free plan with no card. Pro is $25/month and adds a custom domain, code editing and export.

Templates to start from

Waitlist Landing Page Template — Countdown, live counter, lead admin
Sales Pipeline CRM Template — Drag-and-drop deals with forecasting
Hiring Pipeline Tracker Template — Kanban stages with AI copilot
Agency Portfolio Template — Pricing calculator with booking
Plumbing Business Site Template — Quote calculator with lead dashboard
Build Cost Estimator Template — Five-step calculator with lead capture
Cloud Storage SaaS Template — Marketing site, billing UI, and 2FA
Agency Client Portal Template — PIN-protected views on a Kanban board