Where billable hours leak
Agencies lose margin to admin: intake, proposals, reporting and invoicing. We connect your tools and automate the steps between them.
Two or more sound familiar? That is usually where the quickest wins are. Find my quick wins →
Where automation fits in your agency
Four areas where agencies lose the most non-billable time. Each use case shows how we build it: with AI, with RPA bots, or by connecting the tools you already use.
Lead qualification
New enquiries are researched, scored and added to your CRM with a summary, so you reply to the right ones first.
Proposal drafts
Proposals are drafted from your templates and the discovery notes, ready for you to refine.
Contracts and onboarding
A signed proposal triggers the contract, first invoice and welcome email.
CRM hygiene
Contacts and deals are kept up to date from email and calendar activity.
Project setup
A signed deal creates the project, tasks, folders and channels in your tools.
Briefs into tasks
Client briefs are turned into a task list with owners and dates.
Approvals
Work is sent for client approval, and feedback is collected in one place.
Meeting notes
Calls are summarised, and action items are added to the project.
Automated client reports
Data is pulled from analytics and ad platforms into each client's report on schedule.
Report summaries
A plain-language summary explains what changed and why.
Performance alerts
Account managers hear about drops in spend or results before the client does.
Live dashboards
Dashboards replace monthly spreadsheet exports.
Time to invoice
Tracked time and retainers turn into invoices without a spreadsheet in between.
Retainer tracking
Hours used against each retainer are tracked, and you are alerted before they run over.
Collections follow-up
Overdue clients get reminders, and replies are sorted for follow-up.
Supplier and freelancer invoices
Invoices are read, matched to projects and entered for approval.
How each workflow runs
Three agency workflows, from what arrives to what your team sees.
Lead Intake & Enrichment
- Cleaner leads. Faster handoff.
Project Kickoff
- Projects ready on day one.
Client Reporting
- Reports sent on schedule.
Already running for Ontario businesses
Real automations we have built for Ontario businesses. Ask us for a walkthrough of the one closest to your work.
Golden Freight
A UiPath bot books ocean container shipments on the Maersk portal every 30 minutes during office hours, and writes the booking numbers back automatically.
Hamilton Pharmacy
Kroll batch processing is automated across three workstations, including copay and insurance-order handling, with ongoing monitoring and support.
Hitech Group International
An AI vision project that checks packaging print, labels and barcodes against approved artwork, with human review. We scoped it and built the NRC IRAP funding case.
AI, RPA or an integration?
We choose the tool that fits the job, then build it on Microsoft Power Automate, UiPath or n8n. Hover or tap a card to see what each one does in your agency.
AI
In your agency
RPA
In your agency
Integrations
In your agency
Speak directly with the founder
Every project is led by Darpan Begdai, who spent 20 years consulting for Fortune 500 companies such as Walmart Financial, Tim Hortons and Canadian Tire. You get that experience on your project, without the big-firm price or the layers of account managers.
Darpan Begdai, Founder & CEO, Apex Bit Solutions
Your free assessment includes
- Your best automation opportunities, ranked by time saved
- Which tool fits each one: AI, RPA or an integration
- A rough estimate of the hours your team gets back
- Whether a grant could cover part of the cost
No cost and no obligation. If automation isn’t worth it for you, we will tell you.
Agency questions, answered
Have a question that isn’t here? Email info@apexbit.net and we will reply within one business day.
Which tools do you work with?
HubSpot, Salesforce, project management tools, ad platforms and accounting systems are the most common. If your team uses it, we can usually connect it.
Will automated reports still feel tailored?
Yes. Each report uses the client's own goals, and the summary is written for them. You review it before anything is sent.
Do we have to change how we work?
No. We automate the steps you already follow, then suggest improvements once they are running.
How long does it take to go live?
A single workflow such as client reporting is usually live in a few weeks, including testing alongside your team.
Can a grant help pay for it?
Often, yes. Ontario and federal programs can cover part of the planning or project cost, depending on your business. Our grants page lists what is open and how we help you apply.