This guide covers the complete agency workflow in Orka — from winning a client to getting paid. Follow these steps to run your agency efficiently.
Why it matters
Agencies juggle multiple clients, projects, and team members. A consistent workflow ensures nothing falls through the cracks and every project runs smoothly.
Before you begin
Make sure you have:
- A fully set up workspace with branding
- Team members invited with appropriate roles
- At least one client added
- Payment methods configured
Step-by-step walkthrough
Step 1: Win the client
Start with a proposal:
- Add the client to Orka
- Create a project for them
- Generate a proposal with AI
- Send and get it accepted
Step 2: Set up the project
Once the proposal is accepted:
- Define milestones with clear deliverables
- Set deadlines and pricing for each milestone
- Client funds escrow for the project
Step 3: Deliver the work
For each milestone:
- Complete the deliverables
- Upload files and share progress
- Mark the milestone as complete
Step 4: Get approval and payment
- Client reviews and approves the milestone
- Funds release from escrow to your wallet
- Invoice is automatically generated
Step 5: Manage the relationship
- Track all activity in the project feed
- Use the client portal for transparency
- Communicate through Orka's messaging
Step 6: Repeat and scale
- Use project templates for similar work
- Leverage AI for proposals and contracts
- Track analytics across all projects
Best practices
- Use templates to standardize your workflow
- Set up approval workflows for quality control
- Track time and expenses for accurate billing
- Review analytics monthly to identify improvements
Common mistakes
- Skipping the proposal — always formalize scope before starting
- Not using escrow — it protects both you and the client
- Ignoring analytics — data helps you improve your agency
What's next
Explore [project templates](/docs/projects/templates) and [analytics](/docs/workspace/notifications) to optimize your workflow.