# 🏆 Agency CRM — Notion Template
## Your Complete Client Management System for GHL Agencies

> **Product 2 · 2026 Edition · Built by MelAI ✦ HireAI**

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> 💡 **How to use this CRM:** Duplicate this template into your Notion workspace. Each section below is a database or tracker. Click "Duplicate" (top right) to get your own editable copy. Replace all sample data with your real clients and leads.

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# 📋 WHAT'S INSIDE

This template gives you **7 core systems** to run your GHL agency from one Notion workspace:

1. **🎯 Lead Pipeline** — Track every prospect from cold to closed
2. **🤝 Client Directory** — All client info, contacts, and status in one place
3. **📅 Project Tracker** — Active projects, deadlines, and deliverables
4. **💰 Revenue Dashboard** — MRR, invoices, and financial overview
5. **📋 Task Manager** — Daily/weekly tasks organized by client
6. **📁 SOPs & Templates** — Your standard operating procedures
7. **📊 Monthly Review** — Track KPIs and agency health

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# 🎯 LEAD PIPELINE

*Track every prospect from first contact to signed contract.*

## How to Use
- Add a new row for every prospect you contact
- Update the Stage column as they move through your pipeline
- Set a Follow-Up Date so nothing falls through the cracks
- Log all notes in the Notes column after every interaction

## Pipeline Stages
| Stage | Meaning |
|-------|---------|
| 🔵 Cold | Initial outreach sent, no reply yet |
| 🟡 Contacted | They replied or showed interest |
| 🟠 Discovery | Discovery call booked or completed |
| 🟣 Proposal | Proposal sent, awaiting decision |
| 🟢 Closed Won | Contract signed — move to Client Directory |
| 🔴 Closed Lost | Not moving forward — note the reason |

## Lead Pipeline Database

| Name | Business | Niche | Stage | First Contact | Follow-Up Date | Deal Value | Notes |
|------|----------|-------|-------|--------------|----------------|------------|-------|
| [Lead Name] | [Business Name] | [e.g. Dental] | 🔵 Cold | 2026-04-01 | 2026-04-05 | $497/mo | [Notes] |
| [Lead Name] | [Business Name] | [e.g. HVAC] | 🟡 Contacted | 2026-04-02 | 2026-04-07 | $697/mo | Replied via IG DM |
| [Lead Name] | [Business Name] | [e.g. Gym] | 🟠 Discovery | 2026-04-03 | 2026-04-10 | $997/mo | Call booked for Monday |
| [Lead Name] | [Business Name] | [e.g. Law] | 🟣 Proposal | 2026-04-05 | 2026-04-12 | $1,497/mo | Proposal sent, following up |

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# 🤝 CLIENT DIRECTORY

*Every active client — contacts, contracts, and status at a glance.*

## Client Status Key
| Status | Meaning |
|--------|---------|
| 🟢 Active | Paying, fully onboarded, running campaigns |
| 🟡 Onboarding | Just signed, setup in progress |
| 🔵 Paused | Temporarily paused (agreed terms) |
| 🔴 At Risk | Unhappy or considering canceling — needs attention |
| ⚪ Churned | Canceled — keep for reactivation attempts |

## Client Directory Database

| Client Name | Business | Niche | Status | Monthly Value | Start Date | Renewal Date | Primary Contact | Email | Phone | GHL Sub-Account | Notes |
|------------|----------|-------|--------|--------------|------------|--------------|-----------------|-------|-------|-----------------|-------|
| [Client 1] | [Biz Name] | Dental | 🟢 Active | $697/mo | 2026-01-01 | 2026-07-01 | [Name] | email@email.com | +1234567890 | [URL] | Great client, refers often |
| [Client 2] | [Biz Name] | HVAC | 🟡 Onboarding | $497/mo | 2026-04-01 | 2026-10-01 | [Name] | email@email.com | +1234567890 | [URL] | Kickoff call done |
| [Client 3] | [Biz Name] | Gym | 🔴 At Risk | $997/mo | 2025-10-01 | 2026-04-01 | [Name] | email@email.com | +1234567890 | [URL] | Unhappy with leads — call this week |

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# 📅 PROJECT TRACKER

*Track every active project, deliverable, and deadline.*

## Project Status Key
| Status | Meaning |
|--------|---------|
| 📋 Not Started | Queued, not yet begun |
| 🔄 In Progress | Actively being worked on |
| 👀 Review | Done, waiting for client approval |
| ✅ Complete | Delivered and signed off |
| ⏸️ On Hold | Blocked or paused |

## Active Projects

| Project Name | Client | Type | Status | Owner | Due Date | Notes |
|-------------|--------|------|--------|-------|----------|-------|
| Lead Gen Campaign Setup | [Client 1] | GHL Funnel | 🔄 In Progress | [Your Name] | 2026-04-30 | Building opt-in funnel |
| Monthly Report — March | [Client 2] | Report | ✅ Complete | [Your Name] | 2026-04-05 | Sent and approved |
| Facebook Ad Creatives | [Client 3] | Ad Copy | 👀 Review | [Your Name] | 2026-04-20 | 3 variations sent for review |
| GHL Snapshot Install | [Client 4] | Onboarding | 📋 Not Started | [Your Name] | 2026-05-01 | Waiting on credentials |

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# 💰 REVENUE DASHBOARD

*Track your MRR, invoices, and financial health.*

## Monthly Revenue Tracker

| Month | Clients | MRR | New Clients | Churned | Net MRR Change | Notes |
|-------|---------|-----|-------------|---------|----------------|-------|
| January 2026 | 3 | $1,991 | 1 | 0 | +$497 | First month at $2K MRR |
| February 2026 | 4 | $2,688 | 1 | 0 | +$697 | New dental client |
| March 2026 | 4 | $2,688 | 0 | 0 | $0 | Stable month |
| April 2026 | 5 | $3,685 | 2 | 1 | +$997 | Added gym + law, lost HVAC |

## Invoice Tracker

| Invoice # | Client | Amount | Issue Date | Due Date | Status | Notes |
|-----------|--------|--------|------------|----------|--------|-------|
| INV-001 | [Client 1] | $697 | 2026-04-01 | 2026-04-15 | ✅ Paid | Auto-charged |
| INV-002 | [Client 2] | $497 | 2026-04-01 | 2026-04-15 | ⏳ Pending | Sent reminder |
| INV-003 | [Client 3] | $997 | 2026-04-01 | 2026-04-15 | ✅ Paid | Paid early |
| INV-004 | [Client 4] | $1,497 | 2026-04-01 | 2026-04-15 | 🔴 Overdue | Follow up immediately |

## Revenue Goals

| Goal | Target | Current | Progress |
|------|--------|---------|----------|
| MRR Target | $10,000/mo | $3,685 | 37% |
| Total Clients | 20 | 5 | 25% |
| Average Client Value | $600/mo | $737/mo | ✅ Ahead |
| Churn Rate | < 5%/mo | 0% | ✅ On track |

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# 📋 TASK MANAGER

*Never drop the ball. Daily and weekly tasks organized by client.*

## Task Priority Key
| Priority | Use When |
|----------|---------|
| 🔴 Urgent | Due today, or client is waiting |
| 🟡 High | Due this week |
| 🟢 Normal | No hard deadline |
| ⚪ Low | Nice to do, no pressure |

## Weekly Task Board

| Task | Client | Priority | Due | Status | Notes |
|------|--------|----------|-----|--------|-------|
| Send March report | [Client 1] | 🔴 Urgent | Today | ⏳ In Progress | Template ready |
| Review ad performance | [Client 2] | 🟡 High | Fri | 📋 Not Started | Check Facebook Ads Manager |
| Kickoff call prep | [Client 3] | 🟡 High | Wed | 📋 Not Started | Review questionnaire |
| Update GHL pipeline | [Client 4] | 🟢 Normal | Next week | 📋 Not Started | Reorganize stages |
| Follow up on invoice | [Client 1] | 🔴 Urgent | Today | 📋 Not Started | 14 days overdue |
| Draft Q2 strategy | [Client 2] | 🟢 Normal | End of month | 📋 Not Started | Plan content calendar |

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# 📁 SOPs & TEMPLATES

*Your standard operating procedures — never reinvent the wheel.*

## Core Agency SOPs

### SOP 001 — New Client Onboarding Checklist
- [ ] Send welcome email (within 1 hour of signing)
- [ ] Schedule kickoff call (within 48 hours)
- [ ] Send onboarding questionnaire
- [ ] Request tech access (Facebook Ads Manager, Google Business, website)
- [ ] Create GHL sub-account
- [ ] Set up pipeline stages for their niche
- [ ] Configure booking calendar
- [ ] Build lead capture funnel
- [ ] Install automations (speed-to-lead, reminder sequences)
- [ ] Test all workflows end-to-end
- [ ] Send "we're live" email to client
- [ ] Schedule first weekly check-in

### SOP 002 — Monthly Reporting Process
- [ ] Pull lead volume from GHL dashboard (1st of month)
- [ ] Pull call booking data
- [ ] Pull revenue attribution (if tracking)
- [ ] Screenshot key metrics
- [ ] Fill monthly report template
- [ ] Add wins and challenges section
- [ ] Outline next month focus
- [ ] Send by 5th of each month
- [ ] Schedule monthly review call

### SOP 003 — Client Offboarding Checklist
- [ ] Send graceful offboarding email
- [ ] Export all their data from GHL
- [ ] Remove agency access from their ad accounts
- [ ] Hand off GHL sub-account credentials
- [ ] Send final report
- [ ] Request testimonial or case study
- [ ] Add to 30-day reactivation sequence
- [ ] Log churn reason in Client Directory

### SOP 004 — New Lead Outreach Process
- [ ] Identify lead source (Google Maps, referral, social media)
- [ ] Research their business (website, Google reviews, social)
- [ ] Personalize outreach message
- [ ] Send DM or email (use prompts from Prompt Pack)
- [ ] Log in Lead Pipeline with date and channel
- [ ] Set follow-up reminder for 3 days
- [ ] Follow up x2 if no reply
- [ ] Mark as Cold Lost after 2 weeks of silence

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# 📊 MONTHLY REVIEW

*Check in on your agency health every month.*

## Monthly Review Template

**Month:** [Month Year]
**Completed by:** [Your Name]
**Date:** [Date]

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### 📈 Key Metrics

| Metric | Last Month | This Month | Change |
|--------|-----------|------------|--------|
| Total Clients | 0 | 0 | +0 |
| MRR | $0 | $0 | +$0 |
| New Clients | 0 | 0 | - |
| Churned Clients | 0 | 0 | - |
| Leads in Pipeline | 0 | 0 | - |
| Discovery Calls Booked | 0 | 0 | - |
| Close Rate | 0% | 0% | - |

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### 🏆 3 Biggest Wins This Month
1. 
2. 
3. 

### 🔥 3 Biggest Challenges
1. 
2. 
3. 

### 🎯 Focus for Next Month
1. 
2. 
3. 

### 💡 Lessons Learned
*What did you learn this month that will make you better next month?*



### 📞 Client Health Check
*Rate each client 1-5 (5 = thriving, 1 = at risk)*

| Client | Health Score | Notes / Action Needed |
|--------|-------------|----------------------|
| [Client 1] | ⭐⭐⭐⭐⭐ | Strong results, happy |
| [Client 2] | ⭐⭐⭐ | Neutral — needs win |
| [Client 3] | ⭐⭐ | At risk — call this week |

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# ⚡ QUICK REFERENCE

## Agency Pricing Calculator

| Service | Your Price | Market Range |
|---------|-----------|--------------|
| Done-For-You Lead Gen | $[price]/mo | $497–$1,497/mo |
| GHL Setup (one-time) | $[price] | $500–$2,000 |
| Reputation Management | $[price]/mo | $297–$497/mo |
| Speed-to-Lead Automation | $[price]/mo | $297–$697/mo |
| Full Agency Retainer | $[price]/mo | $997–$3,000/mo |

## Useful Tools
- **GHL** — Main CRM and automation platform
- **Loom** — Video follow-ups and client updates
- **Calendly / GHL Calendar** — Booking and scheduling
- **Canva** — Graphics and presentations
- **ChatGPT / Claude** — Prompt Pack outputs
- **Gumroad** — Digital product sales
- **Notion** — This workspace!

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*Built by MelAI ✦ HireAI · 2026 | Agency CRM — Notion Template*
*Pair with: GHL Agency Starter Prompt Pack (100 Prompts)*