The agency and implementation scope
fivebees is a digital studio working on branding, websites and applications. A project connects the brief, concept, design, delivery and ongoing client discussions.
The agency is implementing Hypris as a shared workspace for this work. The scope includes five areas: client projects and tasks, internal finances, a knowledge base, files and proposal automation. This story describes the implementation direction and intended way of working.
Starting point: connect project context
Client agreements, schedules, materials, estimates and settlement all belong to the same engagement. When each element lives separately, it becomes harder to review the full context before the next decision.
fivebees starts by connecting clients, projects, tasks and documents. The team wants to move from the brief to delivery and settlement using related data, with clear ownership of each step.
Five areas of work in Hypris
Client projects and tasks
Delivery stages, owners, deadlines and task discussions. Team planning linked to the relevant client and project.
Agency finances
Project budgets, costs, revenue and settlement statuses. Financial data connected to delivery, with access for the appropriate people.
Knowledge base
Procedures, working standards, checklists and templates. Knowledge available to the team as it handles new projects.
Files instead of Google Drive
Client materials, briefs and documents attached to the relevant projects. Hypris is intended to replace Google Drive for file storage in this workflow.
Proposals and automation
Proposal preparation using client details, scope and pricing. Recurring actions tailored to the agency’s way of working.
From the client to tasks and settlement
The intended structure starts with a client. Projects belong to the client record, while tasks, materials, proposals and settlement information belong to each project. Relationships make it possible to move from a task to the context of the entire engagement.
Views support different needs: a board shows delivery stages, a calendar shows deadlines and a table shows project and financial details. The team can use the same dataset through the view that fits the current task.
Automating proposal preparation
One planned workflow is to create proposals from structured data. Rather than collecting client and scope information again, the team uses details stored with the project.
- Brief and scope: capture client needs, services and agreements in the project record.
- Pricing: complete the line items and amounts needed for the proposal.
- Document: prepare the proposal using an agreed template and project data.
- Review: the responsible person checks the scope, amounts and wording before sending it to the client.
- Delivery: after approval, link the proposal to the task plan and settlement.
Automation is designed around the fivebees workflow. Templates, rules and any integrations are selected as part of implementation configuration.
The intended team workflow
The goal is shared context: a task links to a project, a project links to a client, and documents and settlement stay with the relevant records.
Planning with clients
Deadlines, tasks and agreements connected to project delivery.
Finances alongside projects
Budgets and costs can be reviewed against the scope of work.
Knowledge available at work
Procedures and materials the team can revisit for the next task.
Proposals from data
A repeatable document preparation process, with team review before sending.
How to start in your own agency
Start with one project. Describe which data arrives in the brief, how a proposal is created, who plans tasks and when settlement happens. Then connect these elements around the client and project.
The fivebees example shows an agency implementation scope: Hypris is intended to support both client work and internal operations. Additional databases and automations follow that same workflow.
Connect your agency’s work
Bring your brief-to-settlement process to a demo. Explore how to connect projects, files and finances in Hypris.