Creative Agencies · Retainer Management · Project Billing · From $97/mo

The AI Business OS for Australian Creative Agencies. Brilliant Work. Paid on Time.

150+ AI agents handle project billing, retainer management, client CRM, Award payroll, and BAS — so your creatives create, and your business actually runs.

Built for the studio director and agency principal who's tired of running a $2M creative business on beautiful brand identity and absolute chaos behind the scenes.

What XIntelliSync covers for Creative Agencies operators

Australian creative agencies (advertising, design, content, branding) operate under the Advertising Services Award and Graphic Arts Award depending on workforce mix, with project-based revenue triggering AASB 15 revenue recognition over time, retainer billing patterns, intellectual property licensing under the Copyright Act 1968, and MEAA performance agreements where engaging talent. They face standard BAS, GST, super, STP Phase 2, and contractor TPAR obligations on freelance creative supply chains.

What Creative Agencies operators get on day one

Every item below is included in your flat monthly subscription. No add-ons.

Retainer and milestone billing automated — invoice fires on the right date, for every client, every month
Media pass-through cost tracking — third-party costs separated from agency margin automatically
Built-in CRM with brief management, pipeline, and client health scoring — no separate HubSpot
Graphic Arts Award payroll — creative staff classifications, overtime, and allowances applied correctly
ATO Industry Benchmark risk scoring for creative services — see your margins vs industry peers
Live in under 10 minutes — creative agency configuration from day one

Your price

From $97/month

From $48.50 first month — no setup fee

Creative Agencies compliance. Built in — not bolted on.

AI agents track every deadline. You get an alert before it becomes a fine.

Regulatory bodies tracked

ATO — GST and BAS

GST on creative services, media pass-through costs, retainer fees, quarterly BAS

Fair Work Commission — Graphic Arts, Printing and Publishing Award 2020

Classification levels for creatives, overtime, allowances for design and production staff

ATO — FBT

Client entertainment, team events, and creative industry benefits

Deadlines tracked automatically
BAS quarterly: 28 Oct / 28 Jan / 28 Apr / 28 Jul
Superannuation 12%: 28th after each quarter end
STP Phase 2 finalisation: 14 July
FBT return: 21 May annually
PAYG withholding: quarterly

The agents built for Creative Agencies

Run 24/7. No prompting. No babysitting.

Starter $97

Automated Invoice Generation

Project delivered. Invoice sent. Not two weeks later.

Generates project invoices on milestone delivery or monthly retainer date — including production cost pass-throughs, markup, GST, and payment terms. Sent automatically.

Creative agencies average 19 days between delivery and invoicing. Automated billing closes that gap to zero.

Starter $97

Automated Invoice Follow-up

Professional reminders. Automatic cadence. No awkward conversations.

Sends payment reminders at day 7, 14, and 21 in a professional tone appropriate for B2B client relationships. Stops on payment.

Creative agencies with automated follow-up collect retainer fees 24 days faster on average.

Starter $97

Automated Lead Capture

Brief request in CRM before you open the email.

Captures new business enquiries from web forms, email, and referrals into the CRM pipeline automatically. Triggers initial response sequence immediately.

First response under 5 minutes increases creative agency brief conversion by 3x vs same-day responses.

Growth $297

Automated Cash Forecast Updates

Retainer income + project lumps + payroll — forecasted together.

Forecasts 30/60/90-day cash position from confirmed retainer schedules, project milestones, upcoming payroll, and BAS payments. Updated daily from live bank data.

Creative agencies with lumpy project revenue need daily visibility. Monthly bank statements are too late.

The shift Creative Agencies operators make when they switch.

Before XIntelliSync
✕Retainer invoices go out when billing admin gets to it — sometimes days after the month ends.
✕Production cost pass-throughs are reconciled at project close. Often incorrectly.
✕New business briefs come in via email, Instagram DM, phone, and LinkedIn. Nothing is captured.
✕Cash position is whatever's in the bank plus a feeling about which retainers have been paid.
✕Payroll for creatives is whatever was set up originally. May or may not match the Award.
After XIntelliSync
Retainer invoices fired on the 1st of every month. Automatically. Every client.
Production costs tracked from supplier invoices. Pass-through vs margin separated automatically.
New business brief hits CRM automatically. Follow-up triggered. Nothing lost.
30-day cash forecast updated daily. Retainer income predictable. Project lumps visible.
Graphic Arts Award applied correctly. Creative staff classifications right every pay run.

Retainer clients are your most predictable income. Invoicing them late is irrational.

A $15K/month retainer client invoiced on the 5th instead of the 1st is a $2,500 interest-free loan every month. 10 retainer clients invoiced 5 days late = $25K interest-free. Automated retainer billing fires on the contracted date. Every month. Zero admin.

Production cost pass-throughs are where creative agency margin goes to disappear.

Photography, printing, media buying, studio hire — every cost passed through to a client needs to be captured, marked up correctly, and invoiced. XIntelliSync tracks every third-party cost and applies the correct markup automatically.

Creative agencies attract the best briefs. They lose them to slow follow-up.

A brief that comes in on Friday afternoon and gets a response on Monday is already behind a competitor who responded in 10 minutes. XIntelliSync captures every inbound brief automatically and triggers a qualification sequence immediately.

You invoice creatively. Your clients pay literally whenever they feel like it.

Creative agencies have the longest average debtor days of any professional service sector — 58 days. Automated payment reminders at day 7, 14, and 21 cut this to under 32 days. That's 26 days of cash flow improvement without a single awkward conversation.

One price. Everything included.

No setup fees. No per-agent charges. No per-employee add-ons.

Starter

$97/mo

First month $48.50

50 AI agents included

Most Popular

Growth

$297/mo

First month $148.50

100 AI agents included

Enterprise

$497/mo

First month $248.50

150 AI agents included

Common questions from Creative Agencies operators

Does XIntelliSync handle retainer billing for creative agencies?
Yes. XIntelliSync generates retainer invoices automatically on the contracted billing date for every client. Monthly, quarterly, or custom schedules are all supported. Invoices include production pass-throughs and markup where applicable.
Does XIntelliSync include a CRM for creative agencies?
Yes. Every XIntelliSync plan includes a built-in CRM with lead capture, brief management, pipeline tracking, and client health scoring. No separate HubSpot or CRM required.
Does XIntelliSync handle production cost pass-throughs for agencies?
Yes. XIntelliSync tracks third-party production costs from supplier invoices, applies the correct markup, and includes them in client invoices automatically — separating agency margin from pass-through costs in your P&L.
Does XIntelliSync handle Graphic Arts Award payroll?
Yes. XIntelliSync processes payroll under the Graphic Arts, Printing and Publishing Award 2020 — including classification levels for designers, art directors, and production staff, overtime, and allowances.
How does XIntelliSync handle GST for creative agencies?
XIntelliSync applies GST to all creative service invoices and retainer fees. Media pass-through costs with GST from suppliers are tracked for input tax credits. BAS is prepared from live data quarterly.
Is XIntelliSync suitable for small studios and large agency groups?
Yes. Starter ($97/month, 50 agents) suits solo designers and small studios. Growth ($297/month) suits multi-staff agencies. Enterprise ($497/month) suits multi-studio groups with consolidated reporting needs.
Can XIntelliSync replace Xero for creative agencies?
Yes. XIntelliSync replaces Xero and HubSpot Starter for most creative agencies — automated retainer billing, built-in CRM, Award payroll, and BAS at $297/month vs $467+/month for the Xero stack.
What does XIntelliSync cost for creative agencies?
Starter: $97/month (50 agents, first month $48.50). Growth: $297/month (100 agents, first month $148.50, includes payroll automation). Enterprise: $497/month (150+ agents, first month $248.50). No per-client fees.

Related pages

Compliance regimes for Creative Agencies

The Learn Centre pillars covering the regulatory regimes most relevant to Creative Agencies businesses. Each pillar tells you upfront what XIntelliSync prepares vs what stays your obligation.

BAS / GST / TPAR CompliancePrivacy Act / APP / NDBAll 8 clusters in the Learn Centre

Your Creative Agencies OS. Live in under 10 minutes.

No setup fee. First month 50% off. Retainer billing, production cost tracking, and CRM configured for your agency in under 10 minutes.

The Trust Stack

34 compliance frameworks. Your data passes through every framework your industry is audited by.

Every AI action runs through 356 XGVS gates — BAS, STP Phase 2, GST, Payday Super, Privacy Act, Fair Work with 121 awards, Essential 8, and more. One gate fails, the action halts and tells you why.

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