Agency Profitability Made Visible
Wirkolic is agency operations and client portal software for marketing, creative, and digital agencies. Track time against project budgets, analyse profitability by client and team member, monitor utilisation, and give clients a white-label portal.
Who Is Wirkolic For?
Built for marketing, creative, and digital agencies who need to track time, manage projects, and maintain healthy margins without enterprise software complexity.
Marketing & Creative Agencies
You're running multiple client retainers and campaigns simultaneously, with budgets that don't always move in sync with the work. Time tracking connected to project budgets gives you profitability visibility per client — and a white-label portal keeps clients informed without the constant check-in calls.
Digital & Web Agencies
Your projects are scoped and fixed-price, which means scope creep comes straight off your margin. Real-time burn rate tracking and automatic alerts tell you when a project is heading off-budget before it's too late to do anything about it.
Design Studios
You have a small team and every hour counts. Utilisation dashboards show billable percentages across the team so you can see exactly where time is being lost to non-billable work — and price your next engagement accordingly.
Growing Professional Services
You've outgrown the spreadsheet and the disconnected tools. Wirkolic puts time tracking, invoicing, and client reporting in one place — without per-user fees that compound every time you bring someone new on.
Agencies Struggle to See True Profitability.
- Time tracked in spreadsheets with no connection to project budgets
- No visibility into which clients and projects are actually profitable
- Scope creep goes unnoticed until projects are already over budget
- Team utilisation is a guess, not a metric
- Retainer management is manual and error-prone
- Clients cannot see project status without calling the agency
Complete Agency Operations Visibility
- Time tracking connected to project budgets in real-time
- Profitability analysis by client, project, and team member
- Automatic alerts when projects exceed budget thresholds
- Real-time utilisation dashboards for capacity planning
- Automated retainer tracking and rollover management
- White-label client portal for project transparency
Everything Agencies Need to Stay Profitable
Purpose-built for marketing, creative, and digital agencies that need to track time, manage projects, and maintain healthy margins.
Time Tracking
Timer and manual entry for flexible time capture. Automatic reminders for missing timesheets. Keep billable hours recorded without chasing your team.
Project Profitability
Real-time profit margins by client, project, and employee. Know exactly which work is making money and which clients are costing you more than they pay.
Utilisation Dashboards
See billable utilisation by team member, department, and company. Target 65–80% and track trends over time to identify capacity issues before they become problems.
Resource Allocation
Plan team capacity and allocate resources to projects. Avoid overallocation and burnout with visual scheduling across your team.
Retainer Management
Track retainer hours with automatic rollover. Alert clients when hours are running low. No more manual retainer calculations at the end of each month.
White-Label Client Portal
A white-label client portal software solution — branded to your agency, accessible to clients 24/7. Allow clients to view project status, approve work, and access deliverables. Keep everyone informed without constant update calls.
Invoice Generation
Generate invoices from tracked time with one click. Sync directly with Xero, MYOB, or QuickBooks — no manual data entry or re-keying.
Project Management
Tasks, milestones, and deadlines with budget tracking. See burn rate against estimates so you know where each project stands at any point.
Scope Creep Detection
Automatic alerts when projects exceed budget thresholds. Catch scope creep before it impacts margins — not after the job is done.
Common Scenarios
See how marketing, creative, and digital agencies solve profitability and operations challenges with Wirkolic.
Marketing Agency Discovers Which Clients Are Actually Profitable
Scenario: A 15-person marketing agency managing multiple client retainers and project-based work simultaneously, with no visibility into true project costs.
Challenge: Time tracked in spreadsheets disconnected from budgets. Discovered after the fact that several long-term clients were being served at a loss. No way to identify which work was profitable without manual analysis.
Solution: Wirkolic includes project profitability analysis by client and team member. Unprofitable clients identified and rates renegotiated based on actual time data. Retainer tracking replaced end-of-month manual calculations. Plus, it's a project management with a built-in client portal — no separate tool required.
Design Studio Catches Scope Creep Before It Hits the Invoice
Scenario: A design studio running fixed-price project scopes across branding, web, and campaign work.
Challenge: Scope creep consistently eroding project margins. No alerts when projects ran over budget — the team only found out at invoicing. Revenue being written off rather than billed.
Solution: Wirkolic with budget threshold alerts and time tracking connected to project budgets. Scope creep caught in real-time. White-label client portal gave clients visibility that reduced ad-hoc revision requests.
When You Need More Than Agency Operations
Start with Wirkolic. Scale without switching systems.
Most agencies outgrow their project management tool within 2 years and face a painful migration to a new vendor. With Hykmah, you just enable another product.
When you're ready for recurring billing (Recuron), membership and retainer management (Membrify), or other capabilities, they're already part of your Hykmah subscription. Same platform, same users, same data.
No new vendor. No migration. No integration project.
Unlike standalone agency tools, Wirkolic grows with your business.
What's Available:
- Recuron — Subscription and recurring billing for retainer clients and ongoing engagements
- Membrify — Membership and retainer management with automated renewals and client self-service
- Orderlink — B2B client portal for agencies managing product or asset orders on behalf of clients
- Sellwise — D2C ecommerce for agencies running client storefronts or managing their own product sales
Plus 10+ more products across operations, commerce, engagement, and industry verticals
All included in your Professional ($50) or Premium ($350) tier. No additional product fees.
Works With Your Existing Tools
Connect to the platforms you already use. Pre-built connectors with bi-directional sync, OAuth2 security, and webhook automation.
Accounting & ERP
Xero, MYOB, QuickBooks, NetSuite, Sage
Payments
Stripe, Square, PayPal, Adyen, eWAY
E-Commerce
Shopify, WooCommerce, BigCommerce, Magento
CRM & Marketing
Salesforce, HubSpot, Mailchimp, Klaviyo
Shipping & Logistics
Australia Post, FedEx, DHL, Aramex
Communication
Twilio, Slack, Microsoft Teams, SendGrid
