Zay CRM · For 5-15 person agencies

CRM for marketing agencies
that fits.

The persona this CRM was built for. Pipeline + retainer billing + e-sign + AI proposal drafting + client portal. $400/mo flat for 15 seats. Made in Fort Lauderdale by Zay CRM.

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The 15-seat math

$400/mo flat, not $100/seat × 15 = $1,500.

A 15-person marketing agencies team on HubSpot Sales Hub Professional pays roughly $1,500/mo (15 × $100/seat list, May 2026). On Zay CRM Growth: $400/mo flat. Month-to-month. Cancel any time. Full vs HubSpot →

Workflows

What marketing agencies actually run on it.

New-business pipeline

Inbound lead → discovery → proposal → contract → kicked-off. Stage automation triggers proposal follow-up at day 3 and 7.

Retainer billing

Recurring Stripe invoices per client. Mid-month change orders. Auto-pause invoicing when client churns.

Proposals + SOWs

Templated SOWs with e-sign in the CRM. Approval → signed → invoice in one workflow. No PandaDoc bolt-on.

Client portal

Each client logs in to see deliverables, invoices, signed contracts. Reduces "where are we on X" emails by 40%+.

Unified inbox

Client comms in one queue: email + Instagram DM (for social-led agencies) + SMS + Slack-connect not required.

AI proposal drafting

BYO Claude or GPT-4 key. Agency-trained prompts. Drafts in your voice, your prices, your portfolio.

Integrations

Stack that fits the workflow.

Stripe

Retainer billing + one-off invoicing. Auto-applies cards on file.

Twilio (managed)

A2P 10DLC for SMS comms with clients. No DIY brand registration.

Calendly

Discovery call auto-imports into the deal record.

Slack

Client message → Slack channel notification.

BYO AI

OpenAI + Claude + Gemini. Drafts proposals, summarizes calls, scores leads.

Public API + webhooks

Push deal-stage changes to your reporting stack.

Pricing

Flat tier. No per-seat math.

Starter $100/mo · 5 seats included. Growth $400/mo · 15 seats (recommended for marketing agencies). Pro $950/mo · 50 seats. 20% off annual. 7-day trial. Full pricing matrix →

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FAQ — marketing agencies

Is this really the best CRM for a marketing agency?+

It is the CRM we run our own marketing agency (Zay 360) on. We tried HubSpot Pro and Sales Hub for two years, paid ~$3,500/mo by the end, used 10% of the surface. We built Zay CRM around that 10% — pipeline, retainer billing, e-sign, AI proposals, client portal, unified inbox — and put it on flat tier pricing. Other CRMs are bigger. None are more focused on the agency workflow.

What size agency is this built for?+

The sweet spot is 5-15 people on Zay CRM Growth at 400/mo flat. Solo founders or 1-2 person agencies typically pick Starter at 100/mo. Agencies of 15-50 land on Pro at 950/mo with white-label custom domain (crm.youragency.com) and SSO. Above 50 we recommend Zay Custom.

Does it handle multiple clients in different industries?+

Yes. Custom fields and tags per client. Per-client pipelines, per-client deal types, per-client invoicing cadence. Pipeline stages can be templated and applied per-client at deal creation.

How do client portals work?+

Each of your clients gets a login at portal.youragency.com (Pro tier — your custom domain) or at portal.zayrev.com/clients/[slug] (Growth tier). They see: open deliverables, signed contracts, invoices (paid + unpaid), and the file vault. You control what they see per client.

Can we migrate from HubSpot, Pipedrive, or Monday?+

Yes. CSV import on every tier. Standard HubSpot / Pipedrive / Monday exports work. Field mapping is automatic for contacts, companies, deals. Email sequences and workflows have to be rebuilt — by design, our interface is different.

Other pages worth a look.

vs HubSpot →

vs Monday CRM →

Best CRM for small teams →

Pipeline running before lunch.

7-day trial. $400/mo flat for $15 seats. Built and supported from Fort Lauderdale.