Streamline Your Operations in ClickUp

ZenPilot helps agencies build more productive, profitable, and healthy teams. Follow our proven playbook to fix your systems, processes, and project management and turn chaos into clarity.

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ZenPilot - Streamline Operations in ClickUp

Trusted by 3,000 Agencies

Let's Eliminate Your Agency Issues

Lack of Visibility

You're onboarding new clients and team members, but it's harder than ever to pull up data on team performance, workload, profitability, and project progress.

Chaotic Projects

Without a single source of truth, work continues to slip through the cracks, deadlines aren't being met, and your team is operating in silos.

A Frustrated Team

Your work management system is complex and your team is frustrated because they don't know how to use it, when to use it, or what work is on their plate.

Our Proven Process

Follow our proven playbook to cancel agency chaos and replace that chaos with clarity.

Step 1: Blueprint

Together, we'll audit your systems, processes, and project management to uncover the hidden operational bottlenecks hamstringing your agency.

Then, we'll build you a custom project management blueprint with the ClickUp hierarchy, integrations, and processes you need to make your agency an incredibly efficient, well-oiled machine.

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Step 2: Implementation

Secondly, we'll turn your Blueprint into a ClickUp workspace tailored to your needs, setting you up with an easy-to-use system that skyrockets daily productivity and performance.

After the main system is in place, we'll work with you to turn your entire business into plug-and-play, reusable ClickUp templates that make creating and managing work simple and stress-free.

And finally, we'll train and certify your team to get them thriving and bought in to the new system.

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ZenPilot Operator Certification - Team Performance 2

Step 3: Optimize

Lastly, we'll continue to help you leverage the full power of your newly implemented system for reporting, ongoing optimization, and strategic decision-making.

We'll provide advanced reporting, continuous workflow enhancements, automation builds, and custom solutions to further improve team productivity and performance.

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Our clients have seen...

+27%

Team Capacity Improvement

+11%

Avg Gross Margin Growth

+34%

Avg Client LTV Increase

The real game changer of working with ZenPilot was the visibility it gave us into our whole business.

ZenPilot is hands down one of the best investments we’ve made as a business. They help us live up to our value of excellence. If you have any doubts, leave them at the door and jump in!

Rebecca Nash

Director of Operations, Beam Content

ZenPilot has been the most impactful agency operations investment we’ve ever made. They understood our situation, know ClickUp inside out, and led our team to a successful implementation.

If you’re serious about scaling your agency, you need to talk to ZenPilot - they transformed how we work and led a 300% improvement in efficiency.

Michael Lisovetsky

Co-Founder, JUICE

Thanks to ZenPilot, the company has increased their overall productivity by 400% and revenue acquisition by 25%.

The team strictly adheres to timelines and the budget, but internal stakeholders are particularly impressed with their knowledge and workforce methodology.

Shayla Pearson

Director of Rev Ops, Seaworthy Strategy

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ZenPilot Success Stories

Dealing With Agency Chaos? Stop.

We work with you one-on-one to help you cancel chaos and replace that chaos with clarity.

You’ll boost profit margins with smarter decision making

We'll help your leadership team have the correct data and insights they need to make crucial decisions around staffing, pricing, service lines, and client strategy—leading to a much more profitable agency.

You’ll slash client churn with better expectations

We'll help your project managers have clarity into your team's workload and a completely accurate, live view of every campaign, deliverable, and task for their clients to help them build better, more realistic timelines.

Your team will do better work, faster. Guaranteed.

We'll help your individual contributors have clarity into exactly what is on their plate every day and all the details of your agreed-upon process to complete that work flawlessly without an endless cycle of revisions.

You’ll give clients the clarity they’ve been asking for

We'll help your clients love you even more because they'll have clarity into your exact roadmap and strategy for how you've helped and will continue to help them surpass their goals.

Delegating and creating work will be the easiest part of your day

We'll help you build a plug-and-play process template for everything you do—making work creation, setting timelines, and assigning tasks take seconds instead of hours.

You’ll have a scalable system that your team actually uses and loves

We'll help you create a project management system that is easy for your team to use and adopt—ensuring you won't have to continue tool hopping and spending months on end trying to make it work.

Since becoming our first partner in 2018, ZenPilot has stood out as the go-to solution for agencies who want to get the most out of ClickUp.

Their commitment to truly solving for the customer and providing the best customer experience is perfectly aligned with our mission at ClickUp - and it shows up in their results and the feedback we consistently hear about ZenPilot.

Zeb Evans
ClickUp Founder & CEO

Agency Success Spotlight

ZenPilot has got us all rowing in the same direction and it’s very clear that our operations are much smoother now and we’re able to get through things much quicker.

They have alleviated a lot of confusion and stress for the team, improved our communication and collaboration, and ensured people have fewer questions and do the job faster.

Now, we have the right systems in place to scale our agency and become more profitable. And that’s thanks to ZenPilot.

Allison Gibbs
Gravity Global

ZenPilot Testimonials

Our team is more efficient, productive, and healthier. I was always wary of how much of our work could be put into processes, but this has completely changed my mind. If you want to take your agency to the next level, ZenPilot is a must!

Kyle Harms

Digital Hot Sauce

They provided the tools, processes, and in-depth knowledge to allow us to successfully migrate our entire business to ClickUp in just a few weeks. We would recommend ZenPilot to anyone considering a move to ClickUp.

Andrew Cole

Fat Earth Media

Since following ZenPilot's strategy and best practices, our team is saving hours per team member every week. Communication has improved across the team and we're able to give our clients better visibility in their campaigns. Margins have increased because of the efficiency as well.

Chris Dubois

Lean Labs

ZenPilot came in with a framework, implementation, and training resources to move our agency through a lot of change in the way our 30 member team does things....change management that is super hard like task and time tracking! They really know ClickUp, and we do some crazy complicated things in there. If you need help scaling and measuring operational performance in your agency, ZenPilot is a great partner to get it done.

Ben Labay

CEO, Speero

Our agency has tried many project management tools over the years, but when we migrated to ClickUp we finally felt like we got it right. But hiring ZenPilot to help us implement it was an even better decision -- easily the best investment we made in our agency's growth. In the year since implementing ClickUp, our business has doubled, and our project management systems and structure have been able to adapt and scale with us

Whitney Parker Mitchell

CEO & Founder, Beacon Digital Marketing

Frequently asked questions

Thanks to ZenPilot, the company has increased their overall productivity by 400% and revenue acquisition by 25%.

The team strictly adheres to timelines and the budget, but internal stakeholders are particularly impressed with their knowledge and workforce methodology.

Shayla Pearson

Director of Rev Ops
Seaworthy Strategy

How much does it cost to work with ZenPilot?

We look at the issue of money a little differently.

To briefly answer the question, a full transformation can be $25,000 to $75,000, but most of our clients can get started for as little as $4,000.

However, even if you do have an appropriate budget, we won't move forward if we can't all see a clear path to achieving a 4-10x year one ROI for you.

When you have a conversation with ZenPilot, we'll walk through your situation, your goals, and the best path to achieving the outcomes you want.

Based on that, we will determine if you can get the ROI that would justify using our services.

Booking a call with us is completely FREE, so let's start there and see what we can improve in your business!

How long does the process take?

That depends entirely on your stated goals, but most teams will undergo a complete transformation using our 1-3-5 Formula in 10-12 weeks and will have recouped their investment in profit margin by 12 months.

Our goal is to provide you with continuous support, ensuring that your operations remain lean, efficient, and ahead of the curve. So while a complete operational transformation can be achieved within 10-12 weeks, many of our most successful clients choose to extend our partnership beyond two years.

Operational excellence is an ongoing endeavor, and ZenPilot is committed to guiding your agency's growth and evolution every step of the way.

Here's a more detailed view of what a timeline looks like when working with ZenPilot.

Do you only work with agencies?

Not exactly! We also work with in-house marketing teams (who often see themselves as an "internal agency")—one example is the marketing crew at LegalZoom.

And we work with businesses who do client work that may not necessarily see themselves as agencies, such as accounting firms.

While it's true that our expertise runs deepest in the agency space (and we have a library of 200+ plug-and-play process templates for that specific context), we have lots of advice and specific frameworks to share for any business that wants to put an end to chaotic project management and stop hopping from one PM tool to the next.

Book a free consultation with us and let's find out if we're a fit for you!

Who is ZenPilot's ideal client?

We partner with agencies, internal marketing teams, and professional service firms that desire to improve visibility, reduce internal chaos, and get more clarity.

However, truly achieving gold-standard operations and clarity for all requires time, effort, and the willingness to buy-in, embrace, and love the process. The teams that are successful are the ones that:

Desire to reduce internal chaos and give team members more clarity.
Desire to be excellent at managing projects to deliver great client results on time and within budget.
Desire to improve visibility into team performance, capacity planning, and results.
Desire to be more systematic, process-driven, and organized.
And have a willingness to pay for expertise and listen to experience. They "want what works."

If you have the desire and motivation to spend the necessary time to eliminate chaos, you're a perfect fit for ZenPilot.

Do we have to use ClickUp?

Technically, no. You can implement the ZenPilot System with whatever tool you currently use. In fact, we wrote a guide on how to choose the best project management tool for your organization. However, in our experience working with hundreds of agencies, ClickUp stands out as the most versatile and easy-to-use tools for agencies and professional service firms.

Book a Clarity Call

Get Our Playbook

Thanks to ZenPilot, the company has increased their overall productivity by 400% and revenue acquisition by 25%.

The team strictly adheres to timelines and the budget, but internal stakeholders are particularly impressed with their knowledge and workforce methodology.

Shayla Pearson

Director of Rev Ops
Seaworthy Strategy

Knowledge Base

Read our latest insights on ClickUp, project management, and agency operations.

Operations

7 Agency Project Management Lessons from 8 & 9-Figure Agencies

Running a successful marketing agency is no small feat. It requires flawless execution across sales, services, operations and more. But one of the most challenging yet crucial ...

ClickUp

ClickUp for Agencies: The Definitive Guide

I speak with a wide range of agency owners and operators on a daily basis. Some are managing large or rapidly growing teams; others are small, early-stage, or strictly consulting ...

Operations

How to Choose the Best Project Management Tool For Your Agency

Agencies are infamous for tool hopping from one shiny project management platform to the next. Back when we first set up a project management tool in 2008, Basecamp was the go-to ...

Streamline Your Operations in ClickUp

Trusted by 3,000 Agencies

Let's Eliminate Your Agency Issues

Lack of Visibility

Chaotic Projects

A Frustrated Team

Our Proven Process

Step 1: Blueprint

Step 2: Implementation

Step 3: Optimize

Our clients have seen...

+27%

+11%

+34%

Rebecca Nash

Director of Operations, Beam Content

Michael Lisovetsky

Co-Founder, JUICE

Shayla Pearson

Director of Rev Ops, Seaworthy Strategy

Dealing With Agency Chaos? Stop.

You’ll boost profit margins with smarter decision making

You’ll slash client churn with better expectations

Your team will do better work, faster. Guaranteed.

You’ll give clients the clarity they’ve been asking for

Delegating and creating work will be the easiest part of your day

You’ll have a scalable system that your team actually uses and loves

Agency Success Spotlight

ZenPilot Testimonials

Kyle Harms

Andrew Cole

Chris Dubois

Ben Labay

Whitney Parker Mitchell

Frequently asked questions

Shayla Pearson

How much does it cost to work with ZenPilot?

How long does the process take?

Do you only work with agencies?

Who is ZenPilot's ideal client?

Do we have to use ClickUp?

Shayla Pearson

Knowledge Base

7 Agency Project Management Lessons from 8 & 9-Figure Agencies

ClickUp for Agencies: The Definitive Guide

How to Choose the Best Project Management Tool For Your Agency

About ZenPilot

Resources

Featured Content