A growing European linkbuilding agency managing publication workflows for multiple SEO clients across different industries.

The agency manages:
• dozens of active monthly campaigns
• multiple managers and copywriters
• large websites databases
• recurring publication workflows
• ongoing client approvals and billing

As the agency scaled, operational coordination became increasingly difficult.

As the business grew, operations became fragmented and difficult to control:

• websites were managed across spreadsheets and documents
• approvals happened manually through chats and emails
• managers became overloaded with operational coordination
• publication statuses were difficult to track
• clients constantly requested updates manually
• invoices and workflows were managed separately
• communication between managers and copywriters created delays

This resulted in:

• high operational workload
• slower publication delivery
• communication mistakes and missed tasks
• lack of visibility across campaigns
• heavy dependency on managers
• operational bottlenecks limiting growth

The agency was approaching a point where scaling further would require hiring more managers — without solving the core operational problem.

The agency needed a system that would:

• centralize websites, orders and publication workflows
• automate approvals and internal coordination
• reduce dependency on manual communication
• improve visibility across campaigns and statuses
• simplify billing and operational tracking
• reduce operational workload for managers
• enable growth without proportional team expansion