Agencies and web development businesses
How digital agencies and web development businesses use KookaCRM to capture enquiries through their website, quote project work, invoice it, and offer retainer packages to ongoing clients.
Available · Last updated 18 July 2026
The business problem
Agencies and web development businesses need to turn website enquiries into properly scoped, quoted projects rather than open-ended email threads, and want a straightforward way to offer ongoing clients a monthly retainer instead of invoicing ad hoc work every time.
How KookaCRM solves it
KookaCRM captures enquiries submitted through the business's website as leads ready for follow-up, so nothing sits unread in an inbox. Project work is quoted with clear line items and sent for the client to accept online, then converted to an invoice. Clients on an ongoing arrangement can be set up on a retainer package with a subscription behind it, currently a beta capability.
Common business problems
- Website enquiries arrive by email and get lost among other messages
- Project scope and pricing is agreed informally over email rather than in a proper quote
- Retainer clients are invoiced manually each month instead of being on a standing arrangement
Recommended customer entry points
- Website enquiry form
Recommended pricing models
- Quote to invoice
- Packages for retainers (beta)
Useful KookaCRM capabilities
- Website enquiries are captured as leads ready for follow-up
- Quotes can be built with clear line items for project scope and pricing
- Clients accept quotes online, which can then be converted to an invoice
- Retainer packages with a recurring subscription behind them are available as a beta capability, producing a draft invoice each billing period for staff to review before sending
Example starter services
- Website build or redesign (quoted)
- Marketing campaign (quoted)
- Ongoing retainer (package/subscription)
How it works
Enquiry submitted through the website form, then
Enquiry followed up and scoped as a quote, then
Quote sent and accepted online by the client, then
Project work is delivered and invoiced, then
Ongoing clients are set up on a retainer package with a subscription
Example end-to-end workflows
Website enquiry to quote
Prospective client submits an enquiry through the website form, then
Agency follows up and scopes the work, then
A quote is prepared and sent for the client to accept online, then
Once accepted, the project is delivered and invoiced
Ongoing retainer client
Client agrees to an ongoing monthly arrangement, then
A retainer package with a subscription is set up (beta), then
Each period, a draft invoice is generated for staff to review and send, then
Client pays online once Stripe Connect is set up
Payment options
- Invoice with online payment (once Stripe Connect is set up)
- Bank transfer against an invoice
Setup requirements
- Website enquiry form connected to your site
- Quote templates set up for your typical project types
- Packages and subscriptions enabled if you want to offer retainer arrangements
Availability
Website enquiries, quoting, online quote acceptance and invoicing are fully available. Retainer packages billed through a recurring subscription are a beta capability: recurring invoices are generated as drafts each period for staff to check before sending.
Related guides
- Customer Entry Points
Website Enquiry Forms
A tenant-specific enquiry form that captures new work from your website and turns every submission into a lead and intake record your team can action.
- Pricing and Sales Workflows
Website enquiry to quote workflow
How a public website enquiry becomes a lead, then a priced quote the customer can accept online before it turns into a job and an invoice.
- Pricing and Sales Workflows
Quotes and Customer Acceptance
Build itemised quotes, send them for the customer to review and accept online, collect a deposit if required, and continue straight into a job or invoice.
- Packages, Subscriptions and CommerceBeta
Packages and Subscriptions
Set up packages and agreements that generate recurring draft invoices automatically — a beta capability for recurring revenue that stops short of automatic card charging.