Web agency: managing an engagement from A to Z with an AI agent
In a web or digital marketing agency, an engagement goes through eight stages, and time is often lost between two of them. This guide follows the journey the way Maya, the Orvel agent for agencies, prepares it: request, brief, proposal, kickoff, production, approval, delivery, follow-up. Maya prepares and follows up; your team decides, approves and signs.
Where an agency loses time
Requests arrive through the website, social media, email and referrals, often with little information. Without a clear brief (desired services, monthly budget, timeline, channels), the team loses hours in back-and-forth before the proposal even exists. Further down the chain, a late approval blocks everything else, including freelancers.
The stages followed are: Request, Brief, Proposal sent, Engagement signed, Production, Approval, Delivered, Follow-up and renewal. Each one has a matching task and template message.
Request and brief: a useful first contact
As soon as a file is created, the first-contact rule calls for a reply the same day. Maya sends an acknowledgment text that asks three questions: which services, what approximate monthly budget and by when.
At the brief stage, an email asks the deeper questions: who the ideal customers are, what the goals are for the next 6 to 12 months, which channels are already in use, who approves deliverables and what the deadline is. It also offers to talk by phone. The answers feed the engagement file.
Proposal and follow-ups: a useful question, not a bare reminder
Your team writes the proposal. The accompanying message states the deliverables, the timeline, the fees, what is included and what is not, and the number of planned revisions. It notes that nothing starts until the proposal is accepted.
Three days later, a follow-up task is created: any questions? Maya suggests a 15-minute call to review the proposal together. If the file goes without a reply for seven days, the instruction changes: call rather than write, and ask what is blocking (budget, timing, decision-maker).
Engagement signed: kickoff and access
At signing, Maya prepares the welcome email and schedules the kickoff meeting. Something is almost always missing: access to the website, the analytics tool, Search Console, advertising and social media accounts, the logo and brand files.
Access is requested through delegated access, with instructions. The message says never to send a password by email. Maya never asks for or keeps a password; the file records only the status of access.
Production and approval: tracking delays
During production, the file shows who has which deliverable (team member or freelancer), for which client and by which date. At the Approval stage, if the file goes without a reply for three days, Maya prepares a reminder that restates the timeline and asks for an answer by a specific date. She also suggests warning the freelancer if the date slips.
Maya publishes nothing on a client's behalf without the client's approval. Any content meant for publication goes first through the client's validation, then through yours.
Delivery, reports and renewal
At delivery, a task prepares the invoice, hands over the delivered files and access, and confirms what is included. A payment check is planned after 30 days, with a courteous reminder if needed. Three weeks after delivery, a task suggests asking for a testimonial; nothing is published without the client's written agreement.
During follow-up, Maya prepares the monthly report (results, work done, next steps), has it reviewed, then sends it. She also watches the renewal date: if it falls within the next 60 days, she prepares the review and the proposal for what comes next.
What Maya never does
Maya never promises a result, a ranking or a price outside your rules. She publishes nothing without approval and keeps no password. For a complaint, a dispute or a negotiation, she hands over to a person.
She is an assistant that prepares, follows up and keeps the record. Decisions and commitments stay human.
An eight-stage journey with follow-ups at the right time keeps engagements from sleeping in an inbox. Maya keeps the thread; your team keeps the decisions.
General information, not legal advice. Check with your professional order or the official source.
Questions
Can Maya promise a client a ranking or a result?
No. She never promises a result, a ranking or a price outside your rules.
How is access to the client's accounts obtained?
Through delegated access, with instructions. Maya never asks for or keeps a password, and the message tells the client never to send one by email.
What does Maya do when an approval drags on?
After three days without a reply, she prepares a reminder that restates the timeline and suggests warning the freelancer if the date slips.
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