Client Pulse is the internal operations hub at Tech Pro Marketing, a marketing agency that looks after more than 100 managed service providers. It gives sales, customer success, onboarding and the specialist teams the same picture of every client. I help build it with the team.
Overview. The whole client roster at a glance: active clients, recurring revenue, new clients, upgrades and churn for any date range. Below the cards, every active client with their program and the people assigned to them, filterable by country, person and program.
Client Pulse is private to the agency’s staff and has no public sign-up. Every screen on this page is real, with client names, people and business figures blurred.
An agency with this many clients keeps its facts in a lot of places. The client roster and appointments live in GoHighLevel. Website requests and tasks live in ClickUp. Calls are recorded in Fathom. Ad spend sits in Google Ads and Meta. Conversations happen in Slack.
Answering a simple question, such as “is this client set up properly and getting results?”, meant opening several of those tools and asking around. Client Pulse reads from them, ties everything to the right client, and shows each team the view it needs. When something needs a person, it says who.
Six more of the screens the team uses most, in the order of the app’s own sidebar.
For the sales team: appointments, show rates and follow-up calls, the deals sitting in each pipeline stage, and a table of how every rep is doing on wins, pipeline, appointments, show rate and close rate.
Comes from appointments and the sales pipeline.
Renewals that are overdue or coming up sit at the top, so nothing slips. An upgrade pipeline runs from on deck to almost there, and each customer success manager sees their clients, annual revenue, upgrades, churn and retention.
Comes from the roster’s dates, programs and assigned managers.
Every lead the agency generates is tied to the client it came from and checked for missing details. Staff review each one before it counts. The list filters by client, assignee, status and source, and there are analytics and a monthly trend report beside it.
Comes from incoming lead records, matched to clients by ID.
A monthly scorecard of leads per assigned client for each specialist, grouped by role. Each role is scored on its own channels: organic and AI search for demand generation, ads and social for paid ads, LinkedIn and email for assistants. Only reviewed leads count.
On the 1st, the scorecard records who owned which client. On the 11th, the month locks and its numbers stop moving.
New clients, upgrades and accounts with nobody assigned come first. Below them, every client’s website launch is tracked step by step, with the web team’s ClickUp tasks mirrored in. Each client can follow their own progress through a private link that shows nothing internal.
Comes from the roster and ClickUp, with a two-way sync for website tasks.
Reports are only as good as the records behind them. This screen lists every client missing a manager, a start or renewal date, a billing cycle, an ads budget, an address, or a Search Console, Business Profile or Local Falcon connection, so gaps get fixed instead of skewing the numbers.
Also in the app: My Work, a single list of everything waiting on you; Discussions, for comments and mentions on any client, lead or step; Team Calls; Paid Ads and SEO views; a client map; and unit economics.
Client Pulse doesn’t replace the tools the agency already uses. It reads from them, keeps a clean copy tied to each client, and sends people what they need to act on.
A lot of Client Pulse’s work happens when nobody is looking. These are the jobs that make up the line at the top of the page, on one Monday, in UTC.
Client Pulse is a team effort. Several people at the agency build it together in Lovable, an AI app builder, and changes from any of us go live in the same app.
My job is to shape the work and make sure it holds up. I write the spec and the build plan for a change, set the data rules it has to follow, and break it into small prompts for Lovable. When it ships, I check it against the live app and real data before calling it done, and I write a plain-language summary so the rest of the team knows what changed.
I keep the specs, plans and summaries in a separate docs repository and do the planning and checking with an AI coding assistant.
The team keeps a running list of lessons so nobody has to learn them twice. Four that shaped how Client Pulse works:
A scheduled job can report success while its work quietly fails. Jobs that matter now get a second check that looks for the result, like the watchdog on the weekly ads check.
GoHighLevel stays the source of truth for the roster. Client Pulse keeps a copy, never deletes a client record, and takes people off the roster with a switch, so history stays intact.
The first ad warnings flagged almost everyone, so people ignored them. New rules are replayed against a closed month before they go live, and they only message someone when there is something to do.
Several people change the app at once, so a plan only says what was meant to happen. A change counts as done when the live app shows it.
Client Pulse is one of the things I work on. The apps I build on my own, and how to reach me, are on my site.