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A CRM for agencies, built inside an agency.

CactusCRM wasn’t built to be sold first. It was built inside our own team, and we still run on it every day, on the same platform you see here.

Our own installation

Seven years of internal use before we opened it up to others.

The system has been running since 2018 as an internal tool of our own agency, before it became a product for anyone else. The full story is on the home page.

78,000+
tasks run through the platform
June 2019 – July 2026
1,400+
projects, from assignment to invoicing
July 2026
15+
businesses run it since we opened it up in 2026
Available since 2026

One platform across the whole client lifecycle.

Everything an agency needs to take a client from proposal to invoice, without switching tools halfway through.

Proposal

A PDF proposal created in the system, a link for e-signature, and automatic conversion into a project.

Project

Gantt charts, team assignments and time logged per project, so you know which project actually pays.

Support

Tickets linked to the project and the client, created directly from Gmail.

Invoicing

Invoices, payments and balances synced with your ERP, with no double entry.

The same proposal, not a blank page every time.

An agency sends similar proposals over and over. A proposal can be saved as a template with its own content, or copied together with its fee lines into a new proposal for the next client, without rewriting anything from scratch. Each template also keeps its own stats: how many proposals came from it, and how many of those the client actually viewed or signed, so you can see which template really wins work and which one goes unread.

If your agency also does marketing, the numbers live here.

Google Analytics, Search Console, Google Ads and Meta Ads sync into the same system as the client, down to ad set and creative level, not just total spend. You don’t need to open four different dashboards to answer “how is this client doing?”. One unified view per client combines traffic, organic results and ad campaigns, and an AI suggests up to eight priority actions based on real numbers, not generic advice. A one-time Google connection at the agency level is needed before data starts flowing for the first client; after that, each new client is connected quickly.

Clients see their own numbers; you see the relationship.

Client portal

The client sees their own marketing summary in the portal, powered by the same read services that feed your dashboard, and can ask an AI assistant, using a prepaid credit balance.

Relationship health per client

Calls, emails and meetings counted automatically per account manager, with a manual rating, from “Excellent” to “At risk”, so a relationship isn’t judged on gut feeling alone.

Clients gone quiet

A client with no contact at all for 20 to 30 days is flagged automatically in a weekly report, before it becomes a problem, not after they leave.

An agency juggles many clients at once; search knows that.

One search box, not eight different screens. Client, contact, ticket, lead, opportunity, proposal, project or note: everything is searched together, and a name typed in Latin characters (Greeklish) still finds a client stored in Greek. That matters most once the team grows and nobody remembers every client by heart anymore. And when an email lands in Gmail, there’s no need to open another tab: the ticket is created or updated right there, with the email’s attachments carried over automatically.

Agency FAQ.

Do I have to connect every client to Google and Meta separately?

You connect once, at the agency level. After that, each new client is connected quickly, without going through the initial OAuth setup again.

Does the AI make up numbers when it suggests actions?

No. The suggestions are explicitly based on the client’s real data (spend, conversions, GA4, Search Console), and the prompt explicitly forbids inventing a metric.

Can the client see their ad spend in the portal?

Yes. Marketing clients see their own spend for the last 30 days on their dashboard, not just the results.

Next step

Let’s design your CRM.

30 minutes. We show you the platform, listen to how your team works, and send a tailored proposal within a few days.