Free ConsultationTransform your business with custom software.
Digital Agency • Project Management
We Are Digital
Transforming a growing digital agency's operations with a comprehensive FileMaker solution for project management, client tracking, and team collaboration.
Project Results
60%
Faster project delivery
Real-time
Client collaboration
Unified
Team workflow system
Automated
Progress tracking
The Challenge
We Are Digital, a dynamic digital agency, was managing projects across multiple spreadsheets, email threads, and disconnected tools. As they grew, this fragmented approach was becoming increasingly unsustainable.
The team struggled to maintain visibility across projects, track time accurately, and provide clients with real-time updates. Important information was often buried in email chains, leading to miscommunication and delays.
They needed a centralised system that could handle project management, client communication, resource allocation, and financial tracking all in one place, while being flexible enough to adapt to their unique workflow.
Key Challenges
- Projects managed across disconnected spreadsheets
- No central visibility of project status
- Time tracking scattered across multiple tools
- Client communication buried in email threads
- Difficulty allocating resources efficiently
- Manual invoicing and financial tracking
Integrated
Solution
Smart Wolf developed a comprehensive FileMaker solution that unified all aspects of We Are Digital's operations into a single, powerful platform designed specifically for their workflow.
Project Management Hub
Centralised system for managing all client projects from inception to delivery
- Project timeline tracking
- Milestone management
- Task assignment
- Progress monitoring
Client Portal
Secure web portal giving clients real-time access to project status and deliverables
- Live project updates
- Document sharing
- Feedback system
- Approval workflows
Resource Planning
Intelligent resource allocation ensuring optimal team utilisation
- Team availability tracking
- Skill-based assignment
- Workload balancing
- Capacity planning
Financial Management
Integrated invoicing and financial tracking for complete business oversight
- Automated invoicing
- Time tracking integration
- Profitability analysis
- Budget monitoring
Technical Architecture
Backend System
- FileMaker Server hosting
- Custom business logic
- API integrations
- Automated workflows
Client Portal
- React-based interface
- Real-time updates
- Secure authentication
- Responsive design
Integration Layer
- REST API connectivity
- Third-party services
- Data synchronisation
- Webhook automation
Outstanding
Results
The integrated FileMaker solution has transformed how We Are Digital operates, delivering significant efficiency gains and enabling the team to focus on creative work rather than administrative tasks.
With all project information centralised and accessible, the agency has improved client satisfaction while dramatically reducing the time spent on project management and coordination.
Key Achievements
- 60% faster project delivery through streamlined workflows
- Real-time visibility across all active projects
- Eliminated duplicate data entry and manual tracking
- Improved client satisfaction with portal access
- Better resource utilisation and team collaboration
Project Delivery
Before:
Fragmented coordination
After:
Streamlined workflow
60% faster
Client Updates
Before:
Weekly email reports
After:
Real-time portal access
Always current
Resource Planning
Before:
Spreadsheet juggling
After:
Automated allocation
Optimised utilisation
Financial Tracking
Before:
Manual invoicing
After:
Integrated billing
80% time saved
Smart Wolf's FileMaker solution has completely transformed how we work. Having everything in one system - from project management to client communication - has made us so much more efficient. Our clients love the transparency, and our team loves how easy it is to collaborate. It's been a game-changer for our agency.
Technologies &
Integration
FileMaker Platform
- FileMaker Server
- WebDirect Access
- Custom Functions
- Script Automation
Web Technologies
- React Client Portal
- REST API
- Responsive Design
- Real-time Updates
Business Integration
- Email Integration
- Calendar Sync
- Document Management
- Time Tracking
Ready to Transform Your Agency?
Discover how a custom FileMaker solution can streamline your agency operations and give you the competitive edge you need to grow.
Related Services: FileMaker Development • Web Portals • FileMaker Support
© Copyright 2025 Smart Wolf Ltd
Smart Wolf Ltd registered in England & Wales.
09598480.
Basepoint Business Centre, Bromsgrove,
Worcestershire, B60 3ET
