One live view of
every retainer
Most agencies run the business on a dozen spreadsheets, a time tracker nobody fills in, and a PM tool that does not talk to billing. So the leaks are invisible. We build a custom dashboard on top of the stack you already use, then host and run it, so utilisation, scope burn, and retainer profit are one screen you can trust. Days, not months.
What the open loop is costing you.
The conservative numbers below are pulled from kratt's audit data and published industry research for agency. Every leaky channel here is a competitor's win.
- · Ignition 2025 Agency Pricing & Cashflow Report: 57% of agencies lose $1,000-$5,000 per month to unbilled out-of-scope work; only 1% bill for all of it; 78% rarely or only sometimes charge for out-of-scope work.
- · Industry agency time-tracking benchmarks (2025-2026): most agencies run at 55-60% billable utilisation against a 65-80% profitability target; manual tracking loses 15-40% of billable hours.
- · SAASfirst (2025): agencies spend 1-5 hours per client per month on manual reporting; at $150/hr across 15 clients that is $2,250-$11,250 monthly just to build reports.
- · Statista via HubSpot: only ~14% of companies report a single 360-degree view of their data, with the rest spread across disconnected dashboards and spreadsheets.
- · Project Management Institute: ~52% of projects experience scope creep, and 85% of those exceed budget by an average of 27%.
Wired into the tools you already run.
We do not ask you to switch tools. The dashboard reads from wherever your data already lives: time from Harvest, Toggl, or Clockify; projects from Notion, ClickUp, Asana, or Monday; deals from HubSpot or Pipedrive; revenue from Stripe, QuickBooks, or Xero; client performance from GA4, Search Console, and the ad platforms. We wire it together with Make.com or n8n, host the live view, and run it for you. Slack stays the place alerts land.
Four playbooks shipping in week one.
Each playbook is shippable within audit in days of kickoff. Most agency clients start with the first two and add the rest in weeks 2–4.
Retainer profitability board
One row per retainer: hours logged times loaded cost against the fee you actually charge, refreshed nightly from time tracker plus billing. The retainer that has quietly slid underwater shows up red before the quarterly P&L finds it, not after.
Loss-making retainers surfaced in week oneLive utilisation by person and team
Billable versus non-billable hours per team member against your target band, pulled straight from the time tracker. You stop guessing who is overloaded and who has bench, and capacity planning runs on real numbers instead of Friday-from-memory timesheets.
Closes the 55-60% vs 65-80% gapScope-burn tracker
Hours logged versus hours scoped per project, with a clear line where you cross into out-of-scope. The 'we did 150% of the work and billed for 100%' problem becomes a flag your account leads see in time to have the conversation, not a write-off they find later.
Targets the $1k-$5k/mo scope leakClient-facing reporting portal
Each client gets a white-labelled live view of their own metrics, pulled from GA4, Search Console, and the ad platforms, themed in their brand. Replaces the monthly hand-built deck, and the numbers are always current instead of three weeks stale.
Reclaims 1-5 hrs per client per monthReal numbers from a real operator.
What a custom dashboard typically surfaces inside a 10-person agency
What it costs, without the dance.
No fixed price before the audit. The free AI audit ranks your agency's biggest revenue leaks in dollars, unbilled scope, low utilisation, reporting time, then we scope a Custom Dashboards build and a monthly run-and-host retainer against that number. The audit is yours to keep whether or not you go further. Most agency dashboards start with a single high-value view live in week one and expand from there.
Five things agency operators ask first.
The questions every agency prospect asks on the first call. Answers in writing so you can decide before booking.
How much does a Custom Dashboards build for an agency cost?+
We do not quote before we look. The free AI audit ranks where your agency is actually leaking money, unbilled scope, low utilisation, hours sunk in reporting, in dollars, so any build is sized against a number you can see. kratt then builds, hosts, and runs the dashboard on a monthly retainer. The audit is the only thing that is yours to keep, no strings.
Do we have to switch off our current tools?+
No. That is the point. The dashboard reads from the stack you already run, Notion or ClickUp or Asana, Harvest or Toggl or Clockify, HubSpot or Pipedrive, Stripe or Xero. We connect to those tools rather than replace them, so your team keeps working exactly as they do today.
How is this different from Databox, Geckoboard, or a Looker Studio template?+
Those are generic widgets you configure and maintain yourself. We build a dashboard around how your agency actually books time, scopes work, and recognises revenue, then we host it and keep it running as your tools and clients change. You get a custom view plus an operator who maintains it, not another tool to babysit.
How fast can we have it live?+
Days, not months. A first working view, usually retainer profit or utilisation, is typically live within the first week on your real data, then we layer in scope-burn and client reporting from there. We deliberately ship a useful screen fast rather than disappear for a quarter.
Where does the utilisation and scope data actually come from?+
From your time tracker and project tool. If timesheets are patchy today, the audit will say so, because dashboards on incomplete data are worse than none. Part of the build is tightening how hours get logged so the numbers you are about to trust are real. Most agencies sit at 55-60% utilisation against a 65-80% target precisely because that data is scattered.
Can each client see only their own data?+
Yes. Each client portal is scoped to that client's data only and themed in their brand for white-label reporting. Internal profitability and utilisation views stay private to your team. Data is segregated by access, and we sign an NDA and DPA at kickoff.
Is this worth it for a small agency, or only for larger shops?+
If you run more than a handful of retainers across more than a couple of tools, the leaks are already invisible to you. With 57% of agencies losing $1,000-$5,000 a month to unbilled scope alone, even a five-person shop usually clears the cost of the build. The free audit tells you the number before you commit.
What happens after the dashboard is live? Do we own it?+
kratt hosts and runs it on a retainer, so it keeps working as platforms change their APIs, you add clients, and your reporting needs shift. The free AI audit is the only deliverable that is yours to keep outright. The dashboard is a hosted system we operate for you, the same way you run retainers for your own clients.
Other verticals we ship custom dashboards for.
Same dashboards, portals, and internal tools on your stack, tuned to industry-specific needs. Same deploy cadence. Same guarantees.
Ready for agencies
custom dashboards?
Book a 30-min strategy call. We’ll map your current setup, show you the system in action, and quote the deploy. If it’s not a fit, we’ll tell you on the call.