Agency Software for Web Agencies: Projects, CRM, Invoices and Client Portal
ManageSphere is the all-in-one platform for web agencies. From inquiry to quote to invoice, seamlessly integrated with client portal and AI autopilot.
Typical Challenges for Web Agencies
Tool Chaos & Data Silos
Projects in Asana, CRM in HubSpot, invoices in accounting software. No overview, duplicate data entry.
Email Ping-Pong with Clients
Design approvals, feedback rounds and status queries all run over email. No central place for client interaction.
Time Spent on Admin Tasks
Writing quotes, tracking time, creating invoices. These chores eat up valuable project time.
How ManageSphere Helps Web Agencies
Top Features for Web Agencies
Customers & leads
Capture leads, track quotes, win contracts.
Project Management
Kanban, milestones and tasks, all in one board.
Time Tracking
On projects, via timer or manual. Reporting runs automatically.
Quotes & Invoices
Professional documents, PDF export, payment status.
Client Portal
White-label portal for approvals, uploads, communication.
AI co-pilot Manny
Status reports, texts, categorization.
Integrations
DATEV, Stripe, PayPal, Zapier, Make, n8n.
GDPR Compliant
Hosted in ISO 27001 certified data centers (Hetzner, Deutschland), DPA available.
The Workflow: From Inquiry to Invoice
The inquiry is created as a customer with status lead and a preferred contact channel.
AI autopilot suggests quote text, you adjust and send via portal.
In client portal: One click on "Accept quote", digital signature optional.
Automatically create project from quote, define tasks, assign team.
Developers track on task, designers on project: all billable-ready.
From tracked time: Generate invoice, send via portal, payment via Stripe/PayPal.
Month-end: One click, all receipts and invoices go to accountant.
Worked example: a fixed-price website relaunch
On a fixed price the margin is only settled at the end. In ManageSphere you watch it from the first hour booked.
- Quote, fixed price net
- €6,000
- Planned: 40 hours at €62 internal cost
- €2,480
- Planned margin
- €3,520 · 58.7%
- Actually tracked
- 47.5 hours
- Actual cost
- €2,945
- Actual margin
- €3,055 · 50.9%
Those 7.5 extra hours cost 7.8 percentage points of margin. You see it on the day they are booked, not in the quarterly review.
FAQ
Does ManageSphere have a client portal?
Yes. ManageSphere offers a complete white-label client portal with magic links (no login for clients), approval workflows, uploads, custom domain and full branding under your own domain.
Does ManageSphere support DATEV export?
Yes. ManageSphere provides a native DATEV interface for seamless export of invoices and financial data to your accounting or tax advisor.
Is ManageSphere XRechnung and ZUGFeRD ready?
Yes. ManageSphere generates XRechnung (XML) for public contractors and ZUGFeRD (PDF + XML) for B2B. Ready for the e-invoicing roadmap: receiving mandatory since 2025, sending from 2027/2028.
Where is the data hosted?
All data is hosted exclusively in ISO 27001 certified data centers (Hetzner, Germany). No data transfer outside the EU.
Are there AI features?
Yes. The AI co-pilot Manny offers AI functions: status reports, quote texts, expense categorization and more. All AI actions require your explicit approval.
Can I switch from my current tool?
Yes. ManageSphere supports import from common tools. Free onboarding support and migration help included in Professional and Scale plans.
What does ManageSphere cost?
€12 per person per month plus a base fee per plan: Starter €0 base fee (from 2 people), Professional €49 base fee (from 3 people), Scale €149 base fee (from 15 people). No user limit. Example: Professional with 8 people costs €49 + 8 × €12 = €145/month. Cancel monthly, yearly minus 15 percent. Test all Professional features free for 30 days, no credit card.
Ready for your web agency?
Test all Professional features free for 30 days. No credit card required.