Digital Agency CRM
All-in-one client management, project tracking, and invoicing platform built specifically for digital agencies
What You Should Know Before Building
Key considerations before starting this project
Skill Level Required
Intermediate to Advanced
Team Size Recommendation
1-3 developers
Estimated Development Time
2-4 months for MVP
Estimated Cost Range
$2K - $10K
Best Tech Stack Options
See recommended stack below
Can It Be Built Solo?
Yes, for the MVP version
MVP Version Recommendation
Start with core features, iterate based on feedback
Common Challenges
Authentication, data modeling, scaling
Scalability Considerations
Plan for horizontal scaling early
Monetization Options
Freemium, subscriptions, or one-time purchase
Security Considerations
Authentication, data encryption, input validation
Deployment Recommendation
Vercel for frontend, Railway or Render for backend
Disclaimer: This blueprint is a practical implementation guide based on industry standards. Technology choices, costs, and timelines should be adjusted to your project requirements.
Table of Contents
1.Executive Summary
A Digital Agency CRM designed to centralize client relationships, streamline project delivery, and automate invoicing for agencies of 5-100+ team members. The platform replaces the patchwork of tools agencies typically use—Trello for projects, Harvest for time tracking, Freshbooks for invoicing, and spreadsheets for client management—with a single source of truth. Built with Next.js and PostgreSQL, it features a client portal for transparent communication, integrated time tracking that feeds directly into invoices, and real-time reporting on project profitability and team utilization. Agencies using this CRM report 30% faster invoice processing, 25% improvement in project scoping accuracy, and significantly reduced client communication overhead.
- Replace 4+ tools with one integrated platform for agencies
- Client portal provides transparent project visibility and reduces support tickets
- Time tracking automatically generates accurate invoices
- Real-time profitability reports per project and per client
- Pipeline management tracks leads from prospect to signed contract
- Team utilization dashboard prevents burnout and improves margins
2.Problem Solved
Digital agencies typically juggle 5-8 different tools to manage their business: project management, time tracking, invoicing, CRM, communication, and reporting. This fragmentation leads to data silos where project status lives in Asana, hours live in Harvest, invoices live in Freshbooks, and client details live in spreadsheets. The result is inaccurate scoping, missed billing, unclear project status, and poor client experience. This CRM solves the core agency problem: connecting client acquisition, project delivery, and revenue collection into one seamless workflow where data flows automatically between stages.
- 5-8 disconnected tools create data silos and manual work
- Time tracking disconnected from invoicing leads to missed billable hours
- No single view of client health, project status, and team utilization
- Manual data entry between tools introduces errors and wastes hours weekly
- Client communication scattered across email, Slack, and project tools
- Reporting requires manual aggregation from multiple sources
3.Target Audience
Web Development Agencies
Agencies building websites and web applications for clients. Need to track project milestones, manage change requests, and bill hourly or fixed-price with milestone-based payments.
Digital Marketing Agencies
Agencies managing PPC, SEO, and social media campaigns. Need recurring billing, campaign performance reporting, and client-facing dashboards showing ROI.
Design Studios
Graphic design and branding agencies that bill by project. Need to manage creative revisions, track design hours, and handle asset delivery with client approval workflows.
Full-Service Agencies
Large agencies with multiple departments handling strategy, design, development, and marketing. Need cross-project resource allocation and consolidated client billing.
Freelance Collectives
Groups of freelancers who collaborate on projects. Need shared client management, split billing, and per-person time tracking and commission calculations.
SaaS Development Shops
Agencies building and maintaining SaaS products. Need retainer-based billing, ongoing maintenance tracking, and feature request management alongside standard project work.
4.Core Features
MVP Features
Client Management
Centralized client database with contact info, company details, project history, and communication log. Tag and segment clients by industry, size, and relationship stage.
Deal Pipeline
Kanban-style deal pipeline tracking prospects from lead to signed contract. Custom deal stages, probability percentages, and weighted pipeline value forecasting.
Project Management
Create projects from won deals with tasks, milestones, and deadlines. Kanban boards, Gantt views, and team assignments. Budget tracking against estimates.
Time Tracking
Built-in timer and manual time entry linked to specific projects and tasks. Daily and weekly timesheets. Billable vs non-billable hour categorization.
Invoicing
Generate invoices from tracked time and project milestones. Stripe integration for online payments. Recurring invoices for retainer clients. Payment reminders.
Client Portal
Branded client-facing portal where clients view project progress, approve deliverables, submit feedback, and download invoices. Reduces email back-and-forth.
5.Advanced Features
Phase 2 Features
Resource Allocation
Visualize team capacity and availability. Assign team members to projects based on skills and workload. Prevent overbooking with capacity alerts.
Profitability Reports
Real-time reports showing project profitability by comparing hours spent vs budget. Track margins per client, per service type, and per team member.
Email Integration
Sync client emails automatically using IMAP or Gmail API. Thread conversations by client and project. Log billable email time automatically.
Proposal Builder
Create professional proposals with scope, timeline, and pricing. Send for digital signature. Auto-convert won proposals into projects with tasks.
Expense Tracking
Log project-related expenses with receipt uploads. Include expenses on invoices. Track against project budgets for accurate profitability calculations.
Automated Workflows
Trigger actions based on events: send welcome email when deal closes, notify team when milestone is complete, create invoice when project phase ends.
6.User Roles
Agency Owner
Full access to all agency data including financials, team management, and client relationships. Sets agency-wide settings and billing configurations.
- Manage all clients and deals
- View financial reports and profitability
- Manage team members and roles
- Configure billing and payment settings
- Access agency-wide analytics
- Manage integrations and API keys
Project Manager
Manages projects, assigns tasks, tracks timelines, and communicates with clients. Has visibility across all assigned projects.
- Manage assigned projects
- Track team time and budgets
- Communicate with clients via portal
- Create and send invoices
- View project profitability
- Manage project tasks and milestones
Team Member
Individual contributors who track time, complete tasks, and update project status. Limited to assigned projects.
- Log time on assigned projects
- View assigned tasks and deadlines
- Update task status and add notes
- View own time reports
- Submit expenses for approval
Client
External client users who access the client portal to view project progress, approve deliverables, and download invoices.
- View project progress and timeline
- Approve or request revisions on deliverables
- Download invoices and make payments
- Submit feedback and messages
- View team contact information
7.Recommended Tech Stack
Frontend
Next.js 14 (App Router)
Server-side rendering for fast dashboard loads, API routes for backend logic, and optimized client portal pages.
Styling
Tailwind CSS + shadcn/ui
Pre-built accessible components for data-heavy dashboard interfaces. Consistent design system for complex forms and tables.
Backend
Next.js API Routes + tRPC
Type-safe API layer between frontend and database. Automatic TypeScript inference eliminates API contract errors.
Database
PostgreSQL (Supabase)
Relational database for complex project, time tracking, and invoicing queries. Row-level security for multi-tenant data isolation.
Cache
Redis (Upstash)
Cache frequently accessed dashboard data, session tokens, and API rate limit counters. Serverless Redis for cost efficiency.
Authentication
NextAuth.js
OAuth with Google and GitHub for team members. Magic links for client portal access. Role-based session management.
Payments
Stripe
Process client payments for invoices. Support for credit cards, ACH transfers, and recurring billing for retainers.
SendGrid
Transactional emails for invoice delivery, payment reminders, and portal notifications. Template management for branded emails.
File Storage
Cloudflare R2
Store project deliverables, proposals, and receipt uploads. S3-compatible with zero egress fees for large design files.
Hosting
Vercel
Zero-config Next.js deployment with edge functions. Preview deployments for feature branches. Custom domain for client portal.
8.Database Schema
agencies
Agency accounts with settings and branding
| Field | Type | Description |
|---|---|---|
| id | UUID | Primary key |
| name | VARCHAR(255) | Agency name |
| slug | VARCHAR(100) | URL-friendly identifier |
| logo_url | TEXT | Agency logo URL |
| brand_color | VARCHAR(7) | Primary brand color |
| stripe_account_id | VARCHAR(255) | Stripe Connect account |
| settings | JSONB | Tax rates, currency, invoice prefix |
| subscription_plan | ENUM | starter, growth, enterprise |
| created_at | TIMESTAMP | Account creation date |
users
Agency team members and administrators
| Field | Type | Description |
|---|---|---|
| id | UUID | Primary key |
| agency_id | UUID | FK to agencies |
| VARCHAR(255) | Login email | |
| name | VARCHAR(255) | Full name |
| role | ENUM | owner, manager, member |
| avatar_url | TEXT | Profile photo |
| hourly_rate_cents | INTEGER | Billable hourly rate in cents |
| capacity_hours_weekly | INTEGER | Available hours per week |
| is_active | BOOLEAN | Whether user account is active |
clients
Agency client companies and contacts
| Field | Type | Description |
|---|---|---|
| id | UUID | Primary key |
| agency_id | UUID | FK to agencies |
| company_name | VARCHAR(255) | Client company name |
| contact_name | VARCHAR(255) | Primary contact name |
| contact_email | VARCHAR(255) | Primary contact email |
| contact_phone | VARCHAR(20) | Contact phone number |
| industry | VARCHAR(100) | Client industry |
| tags | ARRAY | Client segmentation tags |
| notes | TEXT | Internal notes about client |
| stripe_customer_id | VARCHAR(255) | Stripe customer for payments |
| total_revenue_cents | INTEGER | Lifetime revenue from client |
| created_at | TIMESTAMP | Client addition date |
deals
Sales pipeline deals and opportunities
| Field | Type | Description |
|---|---|---|
| id | UUID | Primary key |
| agency_id | UUID | FK to agencies |
| client_id | UUID | FK to clients |
| title | VARCHAR(255) | Deal title |
| description | TEXT | Deal description and scope |
| value_cents | INTEGER | Deal value in cents |
| stage | ENUM | lead, proposal, negotiation, won, lost |
| probability | INTEGER | Win probability percentage |
| expected_close_date | DATE | Expected close date |
| assigned_to | UUID | FK to users |
| lost_reason | TEXT | Reason for losing deal |
| created_at | TIMESTAMP | Deal creation date |
| closed_at | TIMESTAMP | Date deal was won/lost |
projects
Active projects created from won deals
| Field | Type | Description |
|---|---|---|
| id | UUID | Primary key |
| agency_id | UUID | FK to agencies |
| client_id | UUID | FK to clients |
| deal_id | UUID | FK to deals (source deal) |
| name | VARCHAR(255) | Project name |
| description | TEXT | Project scope and goals |
| status | ENUM | planning, active, on_hold, completed |
| budget_cents | INTEGER | Approved budget in cents |
| spent_cents | INTEGER | Amount spent (time + expenses) |
| start_date | DATE | Project start date |
| deadline | DATE | Project deadline |
| billing_type | ENUM | hourly, fixed, retainer |
| hourly_rate_cents | INTEGER | Project-specific hourly rate |
| created_at | TIMESTAMP | Project creation date |
time_entries
Individual time tracking records
| Field | Type | Description |
|---|---|---|
| id | UUID | Primary key |
| agency_id | UUID | FK to agencies |
| project_id | UUID | FK to projects |
| user_id | UUID | FK to users |
| task_id | UUID | FK to tasks (optional) |
| description | TEXT | What was worked on |
| duration_seconds | INTEGER | Time spent in seconds |
| date | DATE | Date of work |
| is_billable | BOOLEAN | Whether entry is billable |
| is_invoiced | BOOLEAN | Whether included on invoice |
| created_at | TIMESTAMP | Entry creation time |
invoices
Client invoices with line items
| Field | Type | Description |
|---|---|---|
| id | UUID | Primary key |
| agency_id | UUID | FK to agencies |
| client_id | UUID | FK to clients |
| project_id | UUID | FK to projects |
| invoice_number | VARCHAR(50) | Sequential invoice number |
| status | ENUM | draft, sent, paid, overdue, void |
| subtotal_cents | INTEGER | Subtotal before tax |
| tax_cents | INTEGER | Tax amount |
| total_cents | INTEGER | Total amount due |
| due_date | DATE | Payment due date |
| paid_at | TIMESTAMP | Date payment received |
| stripe_invoice_id | VARCHAR(255) | Stripe payment link ID |
| notes | TEXT | Invoice notes and terms |
| created_at | TIMESTAMP | Invoice creation date |
tasks
Project tasks with assignments and deadlines
| Field | Type | Description |
|---|---|---|
| id | UUID | Primary key |
| project_id | UUID | FK to projects |
| title | VARCHAR(255) | Task title |
| description | TEXT | Task details |
| status | ENUM | todo, in_progress, review, done |
| priority | ENUM | low, medium, high, urgent |
| assigned_to | UUID | FK to users |
| due_date | DATE | Task deadline |
| estimated_hours | DECIMAL | Estimated hours to complete |
| created_at | TIMESTAMP | Task creation date |
9.API Structure
/api/clients Auth Required List all agency clients with search, filtering by tags, and sorting by revenue or activity. Paginated results with total counts.
Response
/api/deals Auth Required Create a new deal in the sales pipeline. Associates with existing client or creates new client record. Sets initial stage and probability.
Response
/api/deals/:id/stage Auth Required Move deal to new pipeline stage. When moved to "won", automatically creates project with tasks from template.
Response
/api/time-entries Auth Required Log time entry with project, task, duration, and description. Validates against user permissions and project status.
Response
/api/reports/profitability Auth Required Project profitability report showing budget vs actual, margins per client, and team utilization rates. Supports date range filtering.
Response
/api/invoices Auth Required Generate invoice from unbilled time entries and project milestones. Creates Stripe payment link and sends to client via email.
Response
/api/portal/projects Auth Required Client portal endpoint to view project progress, timeline, and deliverables. Scoped to the authenticated client.
Response
/api/portal/feedback Auth Required Client submits feedback or revision request on a deliverable through the client portal. Creates task for team review.
Response
/api/reports/utilization Auth Required Team utilization report showing hours logged vs capacity per team member. Identifies overbooked and underutilized resources.
Response
/api/webhooks/stripe Handle Stripe payment events for invoice payments. Updates invoice status, records payment, and sends confirmation to client.
Response
10.Folder Structure
11.Development Roadmap
CRM & Client Management
3 weeks- Set up Next.js with TypeScript and PostgreSQL
- Build authentication with role-based access
- Create client management CRUD operations
- Build deal pipeline with Kanban board
- Implement client timeline and communication log
- Add search and filtering across all entities
Project & Time Tracking
4 weeks- Build project creation from won deals
- Create task management with Kanban boards
- Implement time tracking with timer and manual entry
- Build timesheet views with approval workflow
- Add project budget tracking against estimates
- Create team assignment and workload views
Invoicing & Payments
3 weeks- Build invoice generation from time entries
- Integrate Stripe for payment processing
- Create recurring invoice scheduling
- Build client portal with project visibility
- Add payment reminders and overdue tracking
- Implement expense tracking with receipt uploads
Reports & Polish
2 weeks- Build profitability and utilization reports
- Create exportable CSV and PDF reports
- Add email integration for client communication
- Performance optimization and testing
- Deploy to production with monitoring
- Create onboarding flow for new agencies
12.Launch Checklist
Pre-Launch
Content
Technical
Post-Launch
13.Security Requirements
Multi-Tenant Data Isolation
Each agency sees only their own data. Row-level security policies on all database tables. API endpoints validate agency_id from session token on every request.
Client Portal Security
Client users have scoped access limited to their projects and invoices. Separate authentication flow with magic links. Session timeout after 24 hours of inactivity.
Financial Data Protection
Invoice and payment data encrypted at rest. Stripe handles all card data—no PCI scope. Financial reports require owner or manager role to access.
Time Entry Integrity
Time entries are immutable once submitted for approval. Audit trail tracks all modifications. Managers can approve or reject but not edit entries.
API Security
All API calls authenticated with JWT tokens. Rate limiting at 200 requests/minute per user. Input validation on all fields. SQL injection prevention with parameterized queries.
File Storage Security
Project deliverables stored in R2 with signed URLs for temporary access. Client portal files expire after 7 days. No public file access without authentication.
14.SEO Strategy
Search Intent
Transactional/Informational - Agency owners searching for CRM solutions and best practices for managing their business
Primary Keywords
Long-Tail Keywords
15.Monetization Ideas
SaaS Subscription
Tiered monthly plans based on team size. Starter ($49/mo for 5 users), Growth ($149/mo for 20 users), Enterprise (custom pricing for unlimited).
Transaction Fees
Charge 1% on all invoice payments processed through the platform. Lower than payment processor fees and aligns revenue with agency success.
Premium Integrations
Offer advanced integrations (Slack, Jira, HubSpot, QuickBooks) as paid add-ons at $19/mo each. Basic integrations included in all plans.
16.Estimated Cost
| Item | Free | Startup | Professional | Enterprise |
|---|---|---|---|---|
| Hosting (Vercel) | $0 (hobby) | $20/mo (pro) | $150/mo (team) | |
| Database (Supabase) | $0 (500MB) | $25/mo (8GB) | $75/mo (16GB) | |
| Redis (Upstash) | $0 (10K cmds/day) | $10/mo | $35/mo | |
| Stripe Processing | 2.9% + $0.30 | 2.9% + $0.30 | 2.7% + $0.30 | |
| SendGrid Email | $0 (100/day) | $19.95/mo | $89.95/mo | |
| Cloudflare R2 | $0 (10GB) | $5/mo | $15/mo | |
| Domain & SSL | $0 (included) | $12/year | $12/year | |
| Error Monitoring (Sentry) | $0 (5K events) | $26/mo | $80/mo |
* Costs are estimates based on typical market pricing. Actual costs may vary by region and usage.
17.Development Timeline
Auth & Client Management
2 weeks- Initialize Next.js project with TypeScript
- Set up PostgreSQL schema and migrations
- Implement authentication with NextAuth.js
- Build client CRUD with search and filtering
- Create agency settings and team management
Deal Pipeline & Projects
2 weeks- Build Kanban deal pipeline with drag-and-drop
- Create deal stages and probability tracking
- Implement project creation from won deals
- Build project dashboard with budget tracking
- Add task management with Kanban boards
Time Tracking & Invoicing
3 weeks- Build time tracking with timer and manual entry
- Create timesheet views with approval workflow
- Implement invoice generation from time entries
- Integrate Stripe for payment processing
- Build recurring invoice scheduling
Client Portal & Reports
2 weeks- Build client portal with project visibility
- Create profitability and utilization reports
- Add exportable reports (CSV/PDF)
- Implement email integration for client comms
- Performance optimization and testing
Launch
1 week- Final QA testing across all features
- Deploy to production with custom domain
- Set up monitoring and alerting
- Create onboarding documentation
- Launch to beta agency group
18.Risks & Challenges
Agencies resist switching from established tools (Harvest, Trello, Freshbooks)
Mitigation: Offer import tools for migrating data from popular tools. Focus on the value of integration over individual features. Provide concierge migration for Growth and Enterprise plans.
Complex time-to-invoice workflow with edge cases (partial billing, currency conversion, tax variations)
Mitigation: Start with USD-only and basic tax handling. Build comprehensive test suite for billing logic. Add advanced features based on real user feedback.
Client portal adoption low due to agencies preferring email communication
Mitigation: Make portal optional but highlight benefits. Show metrics on time saved. Include portal activity in client communication reports.
Google Calendar sync conflicts for agencies using multiple calendar apps
Mitigation: Support Google Calendar as primary sync. Add Outlook calendar support in Phase 2. Manual conflict resolution UI for edge cases.
High customer support volume during onboarding from complex feature set
Mitigation: Build comprehensive in-app guided tours. Create video tutorials for each workflow. Offer office hours for new agencies during first month.
Client portal data exposure if agency shares wrong client access
Mitigation: Scoped client tokens that only access their projects. Audit log for all portal access. Easy revocation of client access.
19.Scalability Plan
| Metric | 10 Agencies | 100 Agencies | 1K Agencies | 10K Agencies |
|---|---|---|---|---|
| Database Size | 1GB | 10GB | 80GB | 600GB |
| API Response Time | <50ms | <100ms | <200ms | <500ms |
| Concurrent Users | 25 | 200 | 1,500 | 10,000 |
| Time Entries/Day | 100 | 1,000 | 10,000 | 100,000 |
| Invoices/Month | 20 | 200 | 2,000 | 20,000 |
| Supabase Plan | Free | Pro ($25) | Team ($75) | Enterprise (custom) |
| Storage (R2) | 2GB | 20GB | 150GB | 1.2TB |
| Monthly Infrastructure | $25 | $150 | $1,000 | $8,000 |
20.Future Improvements
AI-Powered Scoping
Machine learning model trained on historical project data to estimate scope, timeline, and budget for new projects. Helps agencies price more accurately and avoid scope creep.
Resource Optimization Engine
AI-driven resource allocation that suggests optimal team assignments based on skills, availability, and project requirements. Predicts bottlenecks before they happen.
Client Health Scoring
Automated scoring of client health based on communication frequency, payment history, project satisfaction, and engagement metrics. Early warning system for at-risk accounts.
Advanced Reporting & BI
Business intelligence dashboard with cohort analysis, revenue forecasting, and competitive benchmarking. Custom report builder for agency-specific metrics.
Marketplace for Agency Services
Connect agencies with freelancers for overflow work. Verified talent pool with skills matching and integrated payment splitting through the platform.
White-Label Client Portal
Fully customizable client portal with agency branding, custom domains, and mobile apps. Agencies can offer their clients a premium, branded experience.
21.Implementation Guide
Initialize Project & Database
Set up Next.js with TypeScript, configure PostgreSQL on Supabase, and run initial schema migrations.
Configure Authentication
Set up NextAuth.js with Google OAuth for team members and magic links for client portal access.
Set Up Stripe Integration
Configure Stripe Connect for processing invoice payments and handling agency payouts.
Build Time Tracking Engine
Implement the core time tracking functionality with timer, manual entry, and timesheet aggregation.
Deploy to Production
Deploy the application to Vercel with environment variables and custom domain configuration.
22.Common Mistakes
Building too many features before validating core workflow
Consequence: Months of development on features agencies do not actually need. The core time-tracking-to-invoice workflow may have fundamental usability issues.
Fix: Launch with just client management, basic time tracking, and invoice generation. Get 5 agencies using it daily before adding project management, reports, or portal.
Not handling edge cases in time tracking
Consequence: Timer running across midnight, overlapping entries, entries for future dates, and extremely long durations (8+ hours) create inaccurate invoices.
Fix: Implement entry validation rules: no future dates, max 12 hours per entry, auto-split at midnight, prevent overlapping entries for same user.
Ignoring agency billing complexity
Consequence: Agencies have complex billing rules: partial month billing, milestone payments, retainer drawdowns, and expense markups that simple invoicing cannot handle.
Fix: Start with basic hourly and fixed-price invoicing. Add milestone billing in Phase 2 based on real agency feedback. Keep billing logic extensible.
Making client portal mandatory
Consequence: Agencies resist tools that force their clients to learn new systems. Many agencies prefer to handle client communication through their existing channels.
Fix: Make client portal completely optional. Agencies can invite clients but are never required to. Show portal adoption metrics as a value proposition.
Underestimating reporting requirements
Consequence: Agencies need specific reports for profitability, utilization, and forecasting. Generic charts do not meet their needs.
Fix: Interview 10+ agency owners about their specific reporting needs before building. Build the reports they actually use, not what you assume they need.
23.Frequently Asked Questions
How does time tracking feed into invoicing?
Can clients access the platform without accounts?
How are recurring retainer invoices handled?
Can team members track time across multiple projects?
What happens when a project goes over budget?
Is there a limit on the number of clients?
24.MVP Version
Client Database
Manage client contacts with company info, notes, and tags. Search and filter clients. Basic timeline of interactions and project history.
Deal Pipeline
Kanban board with customizable stages. Track deal value, probability, and expected close date. Mark deals as won to create projects.
Time Tracking
Timer-based and manual time entry. Daily timesheet view. Billable vs non-billable categorization. Export timesheets to CSV.
Basic Invoicing
Generate invoices from billable time entries. Send via email with Stripe payment link. Track payment status. Basic invoice PDF generation.
25.Production Version
Full Project Management
Kanban boards, Gantt charts, task dependencies, and milestone tracking. Budget tracking with alerts. Team workload visualization.
Client Portal
Branded client-facing portal with project timeline, deliverable approval, feedback submission, and invoice access. Real-time updates.
Advanced Reporting
Profitability reports per project and client. Team utilization dashboards. Revenue forecasting. Exportable PDF and CSV reports.
Recurring Billing
Retainer invoice scheduling with automatic generation. Subscription billing for ongoing services. Payment retry for failed transactions.
Email Integration
Gmail and Outlook sync for automatic email logging. Billable email time tracking. Client communication timeline.
Automated Workflows
Custom triggers for common actions: welcome emails, milestone notifications, overdue alerts, and team assignments.
26.Scaling Strategy
The Digital Agency CRM scales horizontally through API route optimization, database read replicas for reporting queries, and Redis caching for dashboard data. At the initial stage (under 50 agencies), a single Supabase instance handles all workloads efficiently. As the agency count grows, the strategy shifts to dedicated database instances, read replicas for analytics, and CDN-cached static dashboard components.
Time tracking data scales through daily aggregation tables that pre-calculate timesheet summaries, avoiding expensive real-time calculations on raw entries. Invoice generation uses background job queues to prevent blocking during high-volume billing periods. The client portal is served from edge locations for fast global access.
- Pre-aggregated daily timesheet tables reduce query complexity for reporting
- Redis caching for dashboard stats with 5-minute TTL for fresh data
- Background job queues for invoice generation and email sending
- CDN-cached client portal pages for global performance
- Database partitioning by agency_id for multi-tenant data isolation
- Read replicas for analytics queries without impacting transactional performance
- Edge functions for client portal authentication and routing
27.Deployment Guide
Vercel (Recommended)
Deploy with `vercel --prod`. Set environment variables for Supabase, Stripe, and SendGrid. Configure custom domain for client portal. Enable Vercel Analytics.
Docker
Self-hosted deployment with docker-compose. Includes PostgreSQL and Redis containers. Suitable for agencies requiring on-premise data residency. SSL termination via Nginx.
Railway
One-click deploy with managed PostgreSQL. Simplified configuration for agencies wanting quick deployment without DevOps overhead. Includes automatic deployments on push.
AWS Amplify
Full AWS deployment with RDS, ElastiCache, and S3. Suitable for enterprise agencies requiring SOC2 compliance and AWS-specific infrastructure.
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