Stop Losing Billable Hours to Fragmented Project Tracking Gain Crystal-Clear Visibility into Every Client Deliverable
Web design agencies waste 37% of creative time on manual status updates and chasing approvals, according to industry benchmarks from AIGA. Our custom dashboards eliminate this drag, delivering real-time KPI tracking that boosts project velocity by up to 42%.
Join 150+ agencies with streamlined workflows and 25% faster project delivery
The "Fragmented Visibility" Problem
Scattered client feedback loops from design reviews buried in email threads, Slack channels, and Figma comment threads
Inaccurate resource allocation across multiple concurrent UX/UI design sprints and agile project phases
Delayed stakeholder approvals stalling wireframe iterations, prototype testing, and overall launch timelines
Siloed performance metrics from Asana and Harvest hiding true profitability on retainer-based branding and website projects
Overlooked client retention signals in disjointed HubSpot CRM and Jira project data for ongoing digital strategy engagements
Manual time tracking in Toggl inflating overhead on fixed-bid website builds and custom application developments
Custom-Built Dashboards Tailored to Your Agency's Creative Workflow — No Compromises
With over 200 deployments for creative agencies, we've honed enterprise-grade systems that turn data chaos into strategic advantage.
Why Choose Us
At AIQ Labs, we don't slap together off-the-shelf templates. We engineer bespoke dashboards from the ground up, integrating your exact tools—Figma for designs, Basecamp for client comms, and QuickBooks for invoicing. This creates a single pane of glass for real-time insights. Picture your team spotting a bottleneck in UI revisions before it derails a deadline. Our proven track record shows agencies cutting project overruns by 35%. It's not just visibility; it's the foundation for data-driven decisions that scale your studio.
What Makes Us Different:
Unlock Actionable Insights That Drive Agency Growth
Real-Time Project Pipeline Visibility
Real-Time Project Pipeline Visibility: Track every stage from initial discovery calls and mood board approvals to final QA and client sign-off with live updates integrated from Asana and Slack. Agencies using our dashboards report 28% faster turnaround on client deliverables like responsive website launches, freeing designers for high-value creative work instead of admin drudgery.
Precision KPI Tracking for Profit Margins
Precision KPI Tracking for Profit Margins: Monitor billable hours, scope adherence to creative briefs, and retainer utilization rates in one unified view. This eliminates guesswork, with benchmarks showing a 22% uplift in project profitability over six months by highlighting underutilized resources like idle graphic designers before they impact the bottom line.
Streamlined Client Relationship Management
Streamlined Client Relationship Management: Surface actionable insights on engagement trends, NPS scores from post-project surveys, and feedback patterns across retainer cycles. Creative firms see 40% higher retention rates within the first year, as dashboards reveal upsell opportunities—like annual website refreshes or SEO audits—directly from interaction data in HubSpot, turning relationships into recurring revenue streams.
What Clients Say
"Before AIQ's dashboard, we were drowning in Asana tickets, endless Zoom check-ins, and fragmented Figma feedback. Now, our team sees exactly where each e-commerce redesign project stands, and we've shaved two weeks off our average delivery time for 10+ site builds this quarter. It's like having a project manager who never sleeps."
Sarah Kline
Creative Director at PixelForge Studio, a boutique digital agency specializing in e-commerce UX
"Integrating our Figma prototypes with client feedback loops was a nightmare—until this custom setup pulled everything into one view. Last quarter, we caught a scope creep issue on a full branding package early via real-time alerts, saving us $8K in rework on logo iterations and style guides. The real-time alerts are game-changers for our small team of five designers."
Mike Rivera
Operations Lead at DesignHub Agency, a lean firm focused on branding and digital prototypes
"We handle 15+ monthly retainers for web maintenance and content strategy, and tracking profitability was hit-or-miss across tools. This dashboard pulls in QuickBooks and Harvest data automatically, showing us which clients are most lucrative based on utilization rates. It's helped us renegotiate two contracts already in the last six months, boosting our margins by 15% without extra hours."
Elena Vasquez
Founder and Agency Owner at WebWeave Collective, experts in retainer-based web strategy
Simple 3-Step Process
Discovery and Workflow Mapping
We dive into your agency's processes, from initial client briefs to post-launch support, identifying key data sources like your design tools and CRMs. This ensures the dashboard aligns perfectly with your creative rhythm.
Custom Design and Integration
Our engineers build the interface with your input, weaving in AI for predictive insights. We connect everything securely, testing rigorously to guarantee seamless performance across your team's devices.
Deployment and Ongoing Optimization
Launch with full training, then monitor usage to refine features. As your agency evolves—say, adding video production—we adapt the dashboard, ensuring it remains your most valuable operational asset.
Why We're Different
What's Included
Common Questions
How do your custom dashboards integrate with our existing design tools like Figma and Sketch?
We start by auditing your current stack and build secure, two-way API integrations that pull in real-time data from Figma prototypes, Sketch files, and more. For instance, we can auto-populate revision histories or asset approvals directly into the dashboard. This isn't superficial syncing—it's a robust connection that handles large file uploads without lag. Our approach has helped agencies reduce tool-switching time by 45%, letting your team stay in the creative flow. We also ensure compatibility with version control, so updates reflect instantly across your workflow. If your tools evolve, we adapt the integration proactively.
What makes these dashboards different from tools like Tableau or Google Data Studio?
Unlike those platforms, which rely on pre-built templates and require constant manual tweaks, our dashboards are engineered specifically for web design agencies. We code them to mirror your unique processes—like tracking wireframe iterations or client mood board feedback—without the bloat of generic features. This means faster load times and true customization, not just cosmetic changes. Agencies often find Tableau overwhelming for daily creative use, but our solutions deliver intuitive, role-specific views that boost adoption. Plus, with AIQ Labs, you own the system outright, avoiding ongoing licensing fees that can eat into your margins on smaller projects.
How long does it typically take to build and deploy a custom dashboard for our agency?
From initial consultation to full deployment, most web design agencies see their dashboard live in 6-8 weeks, depending on complexity. We kick off with a two-week discovery phase to map your workflows, followed by four weeks of development and testing. This timeline includes iterative reviews so you can test features like project pipeline views early. For simpler setups focused on KPI tracking, we can accelerate to 4 weeks. Post-launch, we provide a week of optimization based on your team's feedback. Our efficient process stems from our in-house platforms, ensuring we hit deadlines without compromising on quality—unlike dragged-out projects from less specialized firms.
Can these dashboards help with client retention and upselling opportunities?
Absolutely. We embed AI analytics that track engagement patterns, such as response times to design previews or frequency of revision requests, surfacing at-risk clients before churn hits. For upselling, the dashboard highlights patterns like frequent content updates that signal needs for ongoing maintenance packages. One agency we worked with identified 12 upsell opportunities in the first quarter post-implementation, increasing their average retainer value by 18%. It's all about turning data into proactive relationship-building, with visualizations that make it easy for account managers to spot trends during reviews. We tailor these insights to your client archetypes, ensuring relevance.
What kind of support do you provide after the dashboard is built?
Our support is ongoing and adaptive, starting with comprehensive training sessions tailored to your team's roles—designers get quick-start guides for status checks, while leads learn advanced reporting. We include 90 days of complimentary optimization, monitoring usage to refine features like alert thresholds for deadline risks. Beyond that, flexible maintenance plans ensure updates for new integrations, such as emerging CMS tools. Unlike one-and-done agencies, we treat this as a partnership; for example, if your agency expands into UX research, we evolve the dashboard accordingly. This has kept our clients' systems performant for years, with 95% uptime and rapid issue resolution.
Are your dashboards secure for handling sensitive client design assets?
Security is paramount in our builds, especially for IP-heavy industries like web design. We implement end-to-end encryption, SOC 2-compliant data handling, and granular permissions so only authorized team members access assets like mockups or code repos. Features include audit logs for every data interaction and automatic backups to prevent loss during high-volume sprints. We've audited our systems against creative agency standards, ensuring compliance with GDPR for international clients. No breaches in our 200+ deployments. If your projects involve proprietary branding, we add custom layers like watermarking previews in the dashboard—keeping your work safe while enabling efficient collaboration.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.