Proposal software for marketing agencies
A retainer renews every month. Its scope shouldn't grow every month.
Marketing agencies sell a mix: a monthly retainer across channels, a launch campaign on top, a website refresh someone mentioned on the call. The proposal that wins the account often lists the channels and a price and leaves out what a month actually includes. Six months later the retainer covers twice the work at the same fee.
ApeiroCraft sends the proposal as a link: what each month includes, what's quoted separately, your fee on its own line, and the term and notice period. You see when it's opened, the client signs in the browser, and with the first month set to bill on signing, its invoice exists the moment they sign.
Where marketing retainers leak margin.
The retainer that quietly doubles
A month was meant to be eight posts, two emails and a report. By spring it also covers ads, a landing page and a weekly call, at the same fee, because nobody wrote down what a month includes.
Your fee mistaken for the whole cost
Ad budget, freelancers and software pass through on one total. The client sees a large number and cuts the part that's easiest to cut, which is your fee.
Projects absorbed into the retainer
A launch campaign or a site refresh gets added “while you're at it”. Without a line between retainer work and project work, one-off work is never billed as one-off work.
From the pitch to month one's invoice.
What a month includes, in writing
Start from the monthly-retainer starter: deliverables or capacity per month, a monthly report and review call, and a line for what's quoted separately. Edit it to your channels.
Know when the decision-maker reads it
The proposal is a link, so each open is timestamped, repeat visits included. A reopen before their budget meeting is your cue to follow up.
Scope and terms signed together
Minimum term, notice period and how extra work is billed sit in the same document as the fee. The signature records name, email, IP address and a UTC timestamp.
Month one invoiced at signing
The retainer starter bills the first month on signing, so its invoice is created the moment the client signs, carrying your own payment link. Later months are raised from the client record.
What a marketing agency proposal has to settle.
The proposal is the one document both sides signed. Whatever it leaves vague gets argued about in month four.
What a month includes
If it's left vague
“Social, email and paid”, with no volumes, so any volume is in scope.
With ApeiroCraft
Name the deliverables or hours per channel per month, and what isn't included.
Fee and pass-through costs
If it's left vague
Ad spend, tools and freelancers folded into one total.
With ApeiroCraft
Your fee on its own line; media spend and third-party costs listed apart, with who pays them.
Project work
If it's left vague
A launch or a site refresh absorbed into the retainer.
With ApeiroCraft
Quote one-off projects separately, in their own proposal with their own payment schedule.
Term and notice
If it's left vague
The client leaves after the setup month, before the work pays off.
With ApeiroCraft
State a minimum term and a notice period, and sign them with the fee.
Reporting
If it's left vague
Reports judged against targets nobody agreed.
With ApeiroCraft
Say what the monthly report covers and when you review it together.
- 14 days of Solo to start, no credit card, then Free forever.
- Your own payment links — no platform cut of your retainer.
- Flat per account: $19, $79 or $149 a month for 3, 5 or 20 people.
For the whole flow, from the link you send to the invoice it becomes, see how ApeiroCraft's proposal software works.
Common questions.
What is the best proposal software for a marketing agency?
One that handles the retainer after month one as well as the pitch: a proposal the client reads as a page, scope and terms they sign, and invoices from the same client record. We compared nine tools for marketing agencies, unranked, including where ApeiroCraft is the wrong pick.
Does ApeiroCraft create recurring retainer invoices automatically?
No. The first month can be invoiced automatically when the client signs; later months are raised from the client record, and each invoice is editable until you send it. If automatic recurring billing is a must, check that before you switch.
Does it connect to Google Ads, Meta or analytics tools?
No. ApeiroCraft doesn't connect to ad platforms or build reports and dashboards. It covers the proposal, the signature, the client record, tasks and invoicing; reporting stays in your reporting tool.
Can the whole agency use it?
Plans are flat per account rather than per seat: Solo covers 3 people, Team 5 and Agency 20, across all your workspaces, with Owner, Admin, Member and Viewer roles.
Do you take a percentage of client payments?
No. Invoices carry your own payment link, so payment goes through your processor at its rate. ApeiroCraft only charges the subscription.
Write down what a month includes.
Start from the marketing or retainer template and send a proposal with its monthly scope in writing this afternoon.
Start freeStill deciding? Talk to the founder
Keep reading
Free template
Marketing proposal template
Channel plan, measurable targets, monthly deliverables, and a reporting cadence.
Free template
Monthly retainer proposal template
What each month includes, the rollover rule, overage, minimum term and notice.
Solution
ApeiroCraft for agencies & studios
Shared pipeline, contractor roles, flat workspace pricing rather than a charge per person.