Client-Facing Delivery Visibility Build (10-21 days)
A productized engagement that stands up one shared project workspace per retainer client, with permissions, reporting, and AI status summaries tuned to the agency's delivery cadence. It converts scattered task threads into a single client-visible surface that survives staff turnover. Time: 10-21 days.
By InnovaAI ResearchPublished
Client-Facing Delivery Visibility Build (10-21 days)
A productized engagement that stands up one shared project workspace per retainer client, with permissions, reporting, and AI status summaries tuned to the agency's delivery cadence. It converts scattered task threads into a single client-visible surface that survives staff turnover.
- A signed statement of work naming the client accounts included in scope; export access to the incumbent task system (CSV or API) for every account being migrated; a named internal owner per client account who can approve permission maps; agreement on which fields are client-visible versus internal-only; a decision on whether client seats are billable or absorbed into the retainer.
- 1.Inventory every active client account and the tool currently holding its tasks
- 2.Document the delivery stages each account moves through, from kickoff to final invoice
- 3.Flag accounts where the client already has a login to an existing system
- 1.Map roles to permission tiers: agency admin, agency contributor, client reviewer, client observer
- 2.Confirm which internal fields (margin, hours, internal notes) must never surface to client seats
- 3.Get written sign-off on the permission matrix from the delivery lead
- 1.Build the workspace template: project structure, task statuses, custom fields, and views
- 2.Configure one reporting view per delivery stage so status is readable without a meeting
- 3.Test the template against two live accounts with different service lines
- 1.Migrate open tasks and deadlines for the first client account
- 2.Reconcile migrated counts against the source export and log every discrepancy
- 3.Recreate recurring task schedules so nothing depends on a person remembering
- 1.Migrate remaining accounts in priority order, pausing after each to verify task counts
- 2.Attach historical files and briefs to the correct projects rather than a shared drive
- 3.Archive the source system read-only so nothing is edited in two places
- 1.Configure the AI status layer: weekly summary generation, blocker detection, deadline risk flags
- 2.Set the summary to pull only from client-visible fields
- 3.Run the summary against a completed week and correct anything misleading
- 1.Connect the workspace to the agency's time tracking and invoicing flow
- 2.Verify that billable hours logged in the workspace reconcile to the invoice line items
- 3.Document the reconciliation step for whoever runs billing
- 1.Run a 45-minute training for agency contributors on task hygiene and status updates
- 2.Record the session and cut it into short clips for future hires
- 3.Publish a one-page rule sheet covering what gets logged where
- 1.Onboard client seats for the accounts that opted into shared visibility
- 2.Walk each client contact through their view and confirm they can find status without asking
- 3.Collect written confirmation that the client view matches what was promised in the pitch
- 1.Run a two-week parallel period where the old process stays available as a fallback
- 2.Track how many status questions arrive by email versus get answered in the workspace
- 3.Fix the three most common points of confusion reported by contributors
- 1.Retire the fallback process and revoke stale access from the source system
- 2.Publish the handover pack: permission matrix, template, reporting views, training clips
- 3.Schedule a 30-day review to check adoption against the baseline
The agency bills for the build because the deliverable is a working client-visible system, not a software subscription the client could buy alone. Margin comes from the permission design, migration reconciliation, and training work that platform vendors do not perform for a specific agency's delivery model. Once the template exists, the same build resells to each new retainer client at a fraction of the original discovery cost.
- Permission matrix mapping every agency and client role to visible fields and actions
- Reusable workspace template with project structure, statuses, custom fields, and reporting views
- Migrated task and deadline data for every in-scope client account, with a reconciliation log
- AI status summary configuration that draws only from client-visible fields
- Handover pack containing the training recording, one-page rule sheet, and 30-day adoption baseline
Every in-scope client account has live tasks, deadlines, and a client-visible status view in the new workspace, the source system is read-only, and the client contact has confirmed in writing that they can find delivery status without contacting the agency.