Project Management Software for Agencies
Weenvo is project management software for marketing, design and digital agencies that run retainers and campaign projects at the same time. Creative work moves across a board with the agency’s own review statuses, hours per client are visible against the retainer before month end, each client works in their own workspace, and every deliverable sits on one calendar.
Key benefits
Review rounds as statuses
The board’s statuses are the agency’s process: brief, concept, internal review, client review, revisions, approved, published. A task type per deliverable, banner, article, landing page, video, carries the fields that deliverable needs.
Retainer hours visible before month end
A retainer is an agreement in which the client pays for a fixed number of hours each month. Hours logged on the client’s tasks are reported by project for the month, so the account manager sees the allowance running down while there is still time to talk to the client.
A workspace per client
A client workspace is a separate area of the portal with its own menu, board, documents and members. The client contact logs in, sees their board and their brand documents, approves in the task, and sees nothing of other clients.
A calendar across clients
Every deliverable has a publish date and appears on the team’s calendar next to every other client’s deliverables. The content calendar for the month is the calendar, not a spreadsheet maintained beside it.
A month at an agency with retainers and campaigns
A content and design agency somewhere between a boutique and a full-service shop, with a handful of retained clients and a few campaign projects a quarter, runs the month in Weenvo like this.
Week one, briefs
Each retainer client has a workspace with a board created from the agency’s scheme. The account manager creates the month’s deliverables as tasks: four articles, two landing pages, a set of banners, each with its task type, owner and publish date. The brief for each is written in the task. The client’s brand playbook and tone-of-voice guide sit in Documentation in that workspace, with versions, so the writer reads the current one.
Week two, production and review
A writer moves an article to internal review and logs the hours in the task card. The creative director reviews and moves it to client review. The client contact opens their workspace, reads the article in the task, comments, and moves it to revisions or approved. Two review rounds are two moves of a status, visible to everyone, with the comments in the task.
The campaign project
A product launch for one client runs as a separate project in the same workspace, created from the campaign scheme with its own task types: concept, media plan, asset, report. Its hours are reported separately from the retainer, because the campaign is billed separately.
Week three, retainer check
The account manager opens time reports in Time tracking and timesheets grouped by client and project for the month. One retainer is at most of its allowance with ten days left. The client is told now, and the next two deliverables are moved to next month or agreed as extra hours.
Every Friday
The head of delivery opens the weekly timesheet grouped by client, returns one entry with a question, accepts the rest. Approved hours are what the invoice will be built from.
End of month
The monthly client review is a meeting in Meetings: agenda items with owners, decisions recorded during the call, minutes sent to the client. A decision to add video to next month’s retainer becomes a task with its publish date on the calendar. The timesheet by client goes to Excel for the invoices.
New business
A pitch for a prospective client runs as a project in the agency’s own workspace with the same statuses, so pitch work is planned and its hours are known.
Use cases
Retainer client
A workspace, a board with review statuses, hours against the monthly allowance. See client projects in Weenvo.
Campaign project
A separate project with its own scheme and hours, billed apart from the retainer. See Weenvo for marketing teams.
New business pitch as a project
Pitch tasks with owners and deadlines in the agency’s own workspace; the hours spent on pitches are reported like any other project.
Client onboarding
A workspace, a board from the scheme, the brand playbook in Documentation and the client contact invited in a limited role, all in one afternoon. The content calendar is on the calendar from the first deliverable.
What you stop paying for
For a board-tool starting point, see the Trello comparison.
Boards with custom fields, review statuses and hours in the task card
Instead of: A board tool plus Power-Ups for time and fields.
Timesheets with approval by client, project and person
Instead of: A timesheet app with its own approval flow.
A workspace per client with a limited role for the client contact
Instead of: A client-portal product.
Every deliverable on the calendar by publish date, across clients
Instead of: A content calendar in a spreadsheet.
Meetings with agenda, decisions and sent minutes
Instead of: Minutes in email and a notes tool.
Weenvo applications
Projects and tasks
Boards with review statuses, task types per deliverable, a scheme for retainers and one for campaigns.
Time tracking and timesheets
Hours by client, project and person, weekly approval, Excel export for invoicing.
Company portal and workspaces
One workspace per client, its own menu and roles.
Calendar
Deliverables by publish date across clients, meetings on the same view.
Documentation
Brand playbooks and guidelines inside the client’s workspace, with versions.
Meetings
Monthly client reviews with recorded decisions.
Forms and surveys
A client satisfaction survey at the end of a campaign.
Cost
Free: up to 10 users with every feature. Standard: €10 per user per month, 10 GB of storage, 15% off on annual billing. An agency with 30 users, client contacts included, pays €255 a month on annual billing or €300 billed monthly. Full details on the pricing page. Last checked 2 November 2026.
Free
0 EUR per user per month
- Up to 10 users
- 50 MB storage
- Every feature
- No credit card
Standard
10 EUR per user per month
- 10 GB storage
- Every feature
- 15% off on annual billing
See Weenvo in Action
Want to see how these features work in practice? Explore how Weenvo can help your business.
FAQs
Can each client have their own space?
Yes. A workspace per client has its own menu, board, documents and roles. There is no limit on the number of workspaces.
Do clients log in for free?
A client contact is a user of the client’s workspace with a limited role. On the Free plan all users are free up to 10; on Standard every user, including client contacts, is a seat at €10 per month.
Can we track billable hours?
Weenvo tracks hours by client, project and person and approves them weekly. Retainer work and campaign work are separate projects, so their hours are reported apart, and the export to Excel is split the same way.
Can we see hours per retainer?
Yes. A retainer is a project in the client’s workspace; time reports show its hours for the month against what the team planned, at any point in the month.
Does Weenvo generate invoices?
Weenvo gives the accountant the month’s approved hours by client and project in Excel; the invoice is raised in the accounting system from that export.
Can we collect client feedback after a project?
Yes. Project evaluation runs through Forms: a survey to the client and the team at the end of a campaign, with a results overview and export to Excel.
What does it cost for an agency of 30?
€255 a month on annual billing, or €300 billed monthly, with every feature and 10 GB of storage. Up to 10 users are free; from the eleventh user, Standard applies to everyone.
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