Project Management Software for Marketing Agencies in Warsaw
For Warsaw agencies whose retainers look profitable on paper until someone counts the hours. How ShipSprint tracks briefs, revisions and time per client, and what to check before buying from an Indian vendor.
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The retainer that quietly costs more than it pays
Agency margins disappear in small pieces. A client asks for "one quick change" in a chat message, a designer does it, and nobody records it. The third round of revisions on a campaign takes as long as the first draft. By the end of the quarter the retainer has been delivered twice over, and the only evidence is the team's tiredness.
The usual cause isn't a lack of effort but a lack of records. Briefs arrive by email, by phone and in chat, so there's no single list of what each client has asked for. Time is estimated at month end, if at all. Account managers find out an account is over budget after the work is done.
ShipSprint gives each client a project and a board with per-column WIP limits, so a client's queue shows its real size before another request is accepted. Every brief, from any channel, goes into a triage inbox first. An account lead decides whether it's in the retainer, needs a quote, or waits for next month.
How an agency week runs in ShipSprint
Requests from email, calls and chat are entered once in the triage inbox and assigned to a client board, so nothing lives only in someone's messages.
On Team and up, designers and writers log time in about five seconds next to the task. Hours land on the client's project automatically.
Tone of voice, logo rules and past client decisions in the built-in wiki with page history. A line of client feedback can become a task directly.
Marketing templates for content calendars and launch checklists, so a campaign has dates and owners rather than a shared document.
ShipSprint doesn't handle contacts, deals or pipeline. It covers the delivery side once a client has signed.
Christmas campaigns and Christmas leave fall in the same weeks
For many agencies the busiest delivery period runs straight into the time people most want off. In Poland the weeks from Christmas to New Year are one of the main points where capacity drops, alongside Easter and All Saints' Day on 1 November. Seasonal campaigns tend to be due just before those dates.
Capacity planning on Team and up counts approved leave, out-of-office and public holidays, so the account lead can see in October who will be around in late December and plan production around it. The manager dashboard shows the load across all clients together, which is where an overloaded designer becomes visible.
Everyone starts the day on a "my day" screen: today's tasks, a one-tap time log, and an "I'm blocked" button for when work stalls waiting on client approval or assets. That pulls in the account manager with the context, instead of the task sitting silent for three days.
On Business, scorecards draw on delivered work and logged hours, are adjusted for approved leave, and are visible to the person they describe. There is no screen recording or activity tracking.
Using ShipSprint from Warsaw: four things to know
Who you're buying from. Quantuva Technologies Pvt. Ltd., based in Hyderabad, India, makes ShipSprint. There's no office or local entity in Poland, and we support customers through email and in-app chat.
Time zones. IST is 4 hours 30 minutes ahead of Warsaw in winter and 3 hours 30 minutes ahead in summer, so your morning overlaps our afternoon. Replies usually arrive the same working day, Indian time.
Billing. We bill per seat in Indian rupees through Razorpay, and your bank handles the conversion to złoty. Whether and how Polish VAT applies to a service from a non-EU supplier is for your accountant to confirm.
Data protection. Agencies hold client and campaign data that falls under the GDPR. Look through the sub-processor list and the security overview, then compare them with your obligations and with each client's contract before you upload anything personal.
Questions from Warsaw agencies
On Team and up, yes. Time logged on each client's project collects in timesheets, so you can compare it with what the retainer covers while the month is still running.
No. Keep your CRM for pipeline and contacts. ShipSprint tracks the work and the hours once a client is signed.
No. You contract with Quantuva Technologies Pvt. Ltd. in India, and charges are in rupees.
On Team, ₹299 per user per month, or ₹2,899 per user per year. Business is ₹599 per month or ₹6,499 per year and adds scorecards, forecasts and the owner command center. Any paid charge is refunded in full within 7 days. See the pricing page.
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