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Agency CRM · built for web, design & domain agencies

The Agency CRM built around the sites you monitor

TLDTrack is the agency CRM for studios that ship websites, manage hosting and bill recurring services. Track every client, site, subscription and invoice from one dashboard. Branded client portal, support tickets, Kanban workflow, smart email inbox, encrypted credentials vault and full website monitoring included.

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Web design agencies · SEO consultancies · Hosting resellers · Branding studios · WordPress devs · Marketing agencies

01 · Outcomes

1 dashboard

Replaces your CRM, billing tracker, client portal, ticket inbox, password vault and project board

Zero spreadsheets

Every hosting renewal, service subscription and recurring invoice tracked in one place

Auto invoicing

Invoicing cards appear on your board ahead of each billing date

Built in MRR

Live monthly recurring revenue and year on year tracking baked in

02 · Clients & Domains

Every client, every site, every detail.

Capture each client once with company name, contact details, address and free form notes. Link domains directly to the client who owns them, so their sites, renewals and invoicing sit together.

  • Unlimited clients with company, contact email, phone, address and notes
  • Bulk import domains from a CSV, then link them to clients
  • One link to assign existing or new domains to a client
  • Notes persist across years so "20 percent loyalty discount" or "leaving July 2027" stays visible

03 · Services & Recurring Revenue

Build a catalogue. Assign to clients. Watch MRR.

Define every service you sell once: Standard Hosting, Email Hosting, WP Maintenance, SSL renewals, Domain Renewal, retainers, anything billed regularly. Set a default price and billing period. Then assign services to clients and the platform handles the rest.

  • Service catalogue with categories, default prices and currencies
  • Per client price overrides for discounts or premium tiers
  • Live MRR figure, with an annualised projection
  • Each subscription links a service to a client and a domain, with next due date

04 · Smart Invoicing

Auto generated invoicing cards, ahead of every billing date.

Tell each service when to invoice (monthly on the 1st, weekly on Fridays, whatever fits your workflow) and how far ahead to surface the work. A daily background process scans every subscription, groups them by service and period, then drops a tidy invoicing card onto your Kanban board with one tickable line per client.

  • Per service cadence: weekly or monthly, on a chosen day, with adjustable lead time
  • New clients show up automatically. Cancelled subscriptions stop appearing
  • Override prices per cycle for a one off discount without losing the baseline
  • Ticking a line item marks the invoice as raised and feeds the YoY tracker

05 · Kanban Workflow

Drag, drop, done.

Your work lives on a four column board: To do, In progress, Blocked, Done. Drag a card across as it moves through the workflow, and dropping into Done auto completes it. Every task on the board has an urgency pill, optional due date and full activity history.

  • List view or Kanban view, switch any time
  • Native drag and drop with optimistic UI, snaps back on save failure
  • Cards link to a client, a domain, or stand alone for internal tasks
  • "Show on board N days before due" keeps tomorrow's work out of today's view

06 · Quick & Recurring Tasks

Two clicks to capture, hours saved later.

"Call XYZ" should never take a full form to capture. A quick task button on every column opens a focused four field modal: title, optional description, urgency, due date. Hit Enter and you're done. For repeating work like "run WP updates monthly", set a recurrence on the full card and watch it return on schedule.

  • Daily, weekly, monthly, quarterly or yearly recurrence
  • Snooze cards to any date with one click presets (Tomorrow, Next Monday, In a month)
  • AI assisted checklist generation breaks a card into action items in seconds
  • Full audit trail of who completed what and when

07 · Smart Inbox & Client Requests

Client emails turn into trackable requests automatically.

Every agency org gets a unique forwarding address. Tell clients to email it (or forward existing threads in). AI summarises the request, matches it to the right client, and creates a ticket on your inbox. Reply from the dashboard and the client sees a normal email back. Convert any request into a job card with one click.

  • Unique inbound email per org (or per client) routed via AWS SES
  • AI auto routing matches the email to a client from your existing list
  • Threaded conversation view with internal notes alongside customer replies
  • Convert any request into a job card, preserving the original email

08 · Client Portal & Support Tickets

Give clients a branded place to raise tickets.

Clients get their own login at your portal link, carrying your logo and brand colours. They raise support tickets, follow the status and reply in a threaded conversation. Every ticket lands in your agency dashboard right beside your email and manual requests, so the whole team sees one queue.

  • Branded portal: your logo, your colours and your own portal link
  • Clients sign in with a password or a one-tap email magic link
  • Raise tickets, follow their status and reply in a threaded conversation
  • Clients are emailed when you reply or close a ticket, so nobody has to chase
  • Invite several contacts per client; your internal notes stay private

Your clients see your logo and colours.

09 · Also included

Credentials vault + calendar

Encrypted Credentials Vault

Stop hunting for FTP passwords in Slack.

Store CMS logins, FTP credentials, registrar PINs, hosting control panel logins, anywhere you need a password. Encrypted with a key unique to your organisation, decrypted only on reveal, and open to staff and admins only. Each entry can link to the client and domain it relates to.

iCal Calendar Feeds

Your work in your normal calendar.

Generate any number of iCal subscription URLs from your tasks, renewals and service due dates. Plug them into Google Calendar, Apple Calendar, Outlook, anything that reads .ics. Each feed reads live data, so your calendar matches the dashboard each time it refreshes.

10 · How it works

From signup to first invoice in under an hour.

Four steps. Most agencies are operational the same day.

01

Add clients

Add each client and link them to the domains they own.

02

Define services

Hosting, email, WP maintenance, retainers, anything you bill regularly.

03

Set cadence

Pick when each service invoices. Daily cron does the rest.

04

Work the board

Cards arrive on your Kanban automatically. Drag, tick, done.

11 · Benefits

What you actually get out of it

Practical outcomes our agency customers report in the first 30 days.

No more missed renewals

Every hosting, email and domain renewal gets surfaced as a job card in advance, so client renewals do not slip past the window.

Visibility into MRR

Know exactly what's coming in next month, this quarter, and the same period last year. Spot churn or growth at a glance.

Hours back per week

No more reconciling spreadsheets, hunting for passwords, or chasing yourself for which invoices went out. The system tracks all of it.

One source of truth

When a client emails about their site, you can see their domains, services, recent monitoring incidents and request history without opening another tab.

Faster onboarding

New staff get a tidy dashboard from day one. Activity logs and role permissions mean you can hand off without anxiety.

Bundled with monitoring

Uptime, SSL, DNS, blacklist, PageSpeed, email deliverability checks already in TLDTrack. The agency layer plugs straight into all of it.

12 · Questions

Frequently asked

How much does the Agency CRM cost?

Included with the Agency plan at no extra cost. On Starter or Pro it's $13 per month as an add-on. Cancel any time from your billing page. There's a 7 day free trial of the whole platform first.

Does it send the invoices for me?

It generates the work list, tracks who's been invoiced for which cycle, and stores historical amounts year over year. The actual invoice document goes out from your existing accounting software (Xero, FreeAgent, QuickBooks, whatever). We focus on the work tracking around invoicing, not duplicating an accounting package.

Can my whole team use it?

Yes. Add team members as admins or staff. Task activity and credential reveals are logged, so you can see who completed what and when.

What happens to a client who leaves?

Mark the subscription cancelled and the daily job stops adding them to future invoicing cards. Their history stays viewable for as long as you want.

Can I import my existing client list?

Not from a CSV in the dashboard. Clients are added one at a time, each linked to the domains they own, and the domains themselves can be bulk imported from a CSV.

Is there a client support portal?

Yes. Clients log in to a portal on its own link, carrying your logo and brand colours, where they raise support tickets, track status and reply in a threaded conversation. They sign in with a password or a one-tap email magic link, and you can invite several contacts per client. Every ticket drops into your agency dashboard next to your email and manual requests, so the team works one queue.
Mark Grice, founder of TLDTrack

Mark Grice, founder of TLDTrack. Runs FullyCoded, a Cornwall web agency, and built this to keep 500+ client sites in front of him every day.

What happens next

Replace the spreadsheets this week.

Do it yourself

Start your free trial

Start a free trial of TLDTrack on the Agency plan, which includes the Agency CRM. Card not charged until your trial ends. Cancel any time. If it doesn't earn its keep in the first month, walk away.

Start your free trial

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Talk it through

Arrange a call with Mark

If you would rather talk through how this works across every site you look after, we can go through it together.

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