Top Must-have automations for a marketing agency
Published
December 12, 2024
21
min read
Want to save time, boost efficiency, and grow your marketing agency? Automation is the key.
Here’s a quick rundown of the best tools to streamline your workflows, reduce manual tasks, and focus on what matters most - delivering results for your clients.
| Tool | Best For | Key Features | Pricing Starts At |
|---|---|---|---|
| 2V Automation AI | Custom workflows | API integrations, dynamic scaling | $3,890/month - unlimited services included |
| HubSpot Marketing Hub | All-in-one CRM & marketing | Conditional workflows, branching | $15/month |
| Zapier | No-code integrations | 7,000+ app connections | $19.99/month |
| ActiveCampaign | Email & CRM automation | Pre-built templates, segmentation | $15/month |
| Hootsuite | Social media management | Bulk scheduling, unified inbox | $149/month |
| Google Analytics 4 + Looker Studio | Reporting & analytics | Real-time insights, BigQuery link | Free |
| Buffer | Social media scheduling | Team collaboration, integrations | $90/month |
Automation is no longer optional - it’s essential for staying competitive. Whether you’re managing campaigns, reporting, or social media, these tools can help you save time, reduce errors, and focus on growth.
2V Automation AI provides customized AI-powered solutions designed to simplify and enhance the operations of marketing agencies. Instead of relying on one-size-fits-all tools, it creates tailored workflows that integrate seamlessly with existing tech stacks using platforms like n8n, Make, Airtable, ChatGPT, and Claude.
What sets 2V Automation AI apart is its ability to connect the tools marketing agencies already use. By leveraging APIs, it integrates AI services directly into current applications without requiring a complete overhaul of the tech stack. This means agencies can keep their familiar tools while layering on intelligent automation.
The system evolves beyond basic rule-based automation, introducing workflows that adapt based on campaign performance, client needs, and market trends. For marketing teams, this translates to smarter processes that adjust dynamically to real-world conditions.
"The real competitive advantage isn't in which AI you use - it's in how you organize and leverage your company's unique intellectual capital." - Tim Hickle, Fractional CMO
This integration paves the way for streamlined and scalable operations.
One of the biggest hurdles for growing marketing agencies is scaling without adding more staff. 2V Automation AI tackles this challenge by transforming manual, repetitive workflows into intelligent systems capable of handling more tasks and data as the agency grows.
With current AI technology, agencies can automate up to 45% of their workflows. This not only enables them to take on more clients but also improves resource allocation and boosts ROI by eliminating time-consuming tasks.
As agencies expand from managing a handful of clients to juggling dozens of campaigns, this scalability becomes critical. By automating processes, agencies can focus on strategic growth without being bogged down by operational bottlenecks.
The time and efficiency gains from implementing 2V Automation AI are game-changing. By automating administrative tasks, agencies can reduce workloads by up to 70%, allowing teams to focus on creative and strategic work.
For example, one mid-sized agency automated their client reporting process with AI-powered dashboards that pulled data from multiple platforms. This single improvement saved them 60 hours each month, which they redirected toward strategy and creative initiatives.
Automation also reduces errors and improves the quality of deliverables. Agencies using AI-driven workflows report impressive results, including an 80% increase in leads, a 75% boost in conversions, and a staggering 451% growth in qualified prospects. Additionally, 89% of employees report feeling more fulfilled in their roles, and 91% highlight better work-life balance as a key benefit of automation.
2V Automation AI simplifies the adoption process with a four-step implementation plan designed to minimize disruption. It starts with a discovery phase, where inefficiencies, time-wasting tasks, and communication gaps are identified. From there, the team creates a roadmap, implements the system, and offers optional post-launch support for $890/month.
The platform focuses on low-code and no-code solutions, ensuring that marketing teams without technical expertise can manage and maintain the system. With over a decade of software development experience, the team builds solutions that are easy to use and scalable.
Agencies are encouraged to begin with their most pressing challenges and expand automation gradually. This step-by-step approach ensures compatibility with existing tools and helps team members adapt to the new systems with minimal friction.
HubSpot Marketing Hub brings marketing, sales, and customer service under one roof, simplifying campaign management for agencies. Instead of juggling multiple platforms, this all-in-one system streamlines operations while supporting advanced automation and AI-powered workflows.
HubSpot Marketing Hub makes managing workflows easier by automating repetitive tasks across marketing, sales, and customer service functions. It supports a variety of CRM objects, allowing users to create workflows tailored to leads, opportunities, and customers. These workflows can be triggered by specific events - like form submissions or property updates - and can perform actions such as sending emails, updating properties, or assigning tasks.
The platform integrates effortlessly with essential marketing tools, ensuring smooth task automation. A standout feature is its conditional branching, which prevents contacts from receiving content they've already interacted with. Another handy tool is the "Format data" action, which keeps CRM data well-organized and consistently formatted.
HubSpot is designed to scale with agency needs, offering flexible pricing tiers: Free, Starter ($15), Professional ($800), and Enterprise ($3,600). This range caters to agencies of all sizes and budgets.
For agencies managing multiple clients, HubSpot provides tailored solutions:
"Brands in HubSpot mean we can keep marketing teams and assets distinct and make our everyday work much more straightforward. We have branding and integrations enabled with Brands which gives us great clarity, as each brand utilizes different logos and colors. We mark contacts and companies by brand as well as forms which lets us know easily which of our brands a contact interacts with." – Elise Gabriele, Director, Digital Marketing Operations
HubSpot’s adaptability lets agencies add features and integrate with enterprise systems like Salesforce and Microsoft Dynamics as their requirements grow.
HubSpot delivers measurable results, with companies achieving a 505% ROI within three years and recovering their investment in just four months. The platform significantly reduces campaign launch times by 68% and boosts marketing team productivity by 73%.
Success stories include Springly, which doubled its leads and increased pre-sales by 106% in just three months. DoorDash also benefited by automating form data processing through Operations Hub, eliminating manual data cleaning and ensuring reliable information flow. These improvements address a critical challenge: the fact that 79% of marketing leads fail to convert to sales.
HubSpot prioritizes user-friendliness with intuitive tools for creating workflows. Whether agencies need simple automations or more advanced workflows available in Pro and Enterprise plans, the platform offers a tiered approach to automation that grows with their needs.
"The workflows are so easy to use. They're intuitive and flexible, and you can do anything your team dreams up. For things your business needs that just aren't possible in Pardot, you can make them happen with HubSpot." – Julie Strachan, Senior Technical Marketing Manager, Boyd Corporation
With its unified CRM integration, HubSpot provides a single, comprehensive view of customers, enabling data-driven decisions without the hassle of switching between systems. Features like internal notifications ensure timely follow-ups, while conditional branching and A/B testing allow agencies to refine user journeys and optimize workflows over time.
Zapier connects over 7,000 apps to help agencies automate their workflows. It eliminates the hassle of manual data transfers by allowing users to create automated workflows, known as Zaps, that handle repetitive tasks without requiring any coding.
Zapier acts as a bridge between different marketing tools, seamlessly linking CRMs, email marketing platforms, social media schedulers, and analytics tools. Its features include Paths for conditional logic, Filters for targeting specific data, Formatter (with AI) for data manipulation, and Webhooks for real-time integrations. These tools make it easy for agencies to automate processes like linking form submissions to email sequences, syncing campaign data, and triggering personalized follow-ups based on customer actions. By streamlining these tasks, Zapier helps agencies create workflows that are both efficient and scalable.
"Zapier gives us unlimited flexibility and creativity. With Zapier, you're like an artist with a blank canvas. I don't know what we'd do without it." - Rishi Shah, CEO and Co-founder
Zapier’s versatility grows alongside your agency. Trusted by 87% of Forbes Cloud 100 companies and used by over 2.2 million businesses worldwide, it’s proven to handle even the most complex operations. Its Agents feature introduces AI-powered teammates that can take on specific tasks like lead qualification or support ticket routing. For larger teams, Pods organize these agents into logical groups, making it easier to scale operations. With these tools, agencies can bypass the need for custom development, building advanced automations in hours instead of waiting through lengthy development cycles.
The time and cost savings Zapier delivers are game-changing. For example, Veo cut its cost per lead by 20% through automated lead generation, while agencies report saving hours every week by eliminating manual data entry. Advanced users have reclaimed millions in pipeline value and automated thousands of work hours annually. Setting up a Zap is quick, with most users taking less than six minutes. It’s no wonder that 93% of customers say Zapier has improved their job performance.
Zapier is designed to be user-friendly, even for those without technical expertise. Agencies can start with 100 free automated tasks (Zaps) to test the platform before committing to paid plans, which start at $19.99 per month. The visual workflow builder makes setting up automations straightforward, allowing teams to begin with simple tasks and gradually tackle more complex workflows as they gain experience.
"Zapier lets us spin up and test automations in hours, not full engineering sprints." - Korey Marciniak, Senior Manager of Customer Support Strategy and Operations
Maintenance is just as simple. Zapier’s Activity dashboard provides a clear view of what each automation is doing, helping users quickly identify and resolve any issues. This ensures workflows continue to deliver value over time without requiring constant oversight.
ActiveCampaign blends email marketing, automation, and CRM tools into a single platform designed for agencies managing multiple client campaigns. With more than 900 integrations and a library of ready-made automation templates, it helps cut down on the manual tasks that often bog down marketing teams.
ActiveCampaign connects with over 900 apps through its open API and App Studio, offering customizable workflows powered by pre-built automation templates. These templates cover a range of tasks, from nurturing leads to onboarding clients, and can be tailored for specific industries or client needs. Whether you're managing email campaigns, SMS outreach, social media posts, or ads, ActiveCampaign brings everything together in one streamlined workflow.
"If you can't automate it, it doesn't exist. So that's really the philosophy behind how we approach ecosystem." - Xiaofei Zhang, Head of Partnerships at ActiveCampaign
This strong integration system is built to grow alongside your agency's needs.
ActiveCampaign’s multi-client management feature allows agencies to oversee all client accounts from a single dashboard. Templates can be synced and campaigns personalized to maintain consistent branding while addressing individual client requirements.
The platform also delivers consolidated revenue reporting, giving agencies a clear snapshot of their overall performance across accounts. As agencies grow, they can rely on its automation tools to maintain quality service without adding extra manual work. Pricing adjusts based on contact volume, starting at $15/month for up to 500 contacts, with higher tiers priced at $49, $79, and $145 per month.
By combining powerful integrations with scalability, ActiveCampaign significantly boosts efficiency. On average, agencies save about 20 hours per month by using its automation tools. For example, Vaultra reported an 84% increase in email engagement, while McCrindle achieved a 34% open and click rate using features like instant lead assignment.
ActiveCampaign simplifies setup with its automation templates and integrated CRM, which centralizes customer data for easier campaign management. This approach eliminates the hassle of juggling multiple systems and syncing data manually.
"You can streamline your customer experience and grow better and like take the repetitive processes out of your day-to-day with automation." - Xiaofei Zhang, Head of Partnerships at ActiveCampaign
The platform is designed with ease of maintenance in mind. Regular updates, informed by user feedback, ensure agencies have access to reliable tools that address everyday challenges effectively.
Hootsuite stands out as a tool that simplifies managing multiple social media accounts, making it a go-to for agencies juggling campaigns across various clients. Instead of logging into each platform individually, users can oversee all accounts from one centralized dashboard, thanks to its API connections.
Hootsuite excels at bringing all your social media management needs under one roof while seamlessly integrating with other key marketing tools. It connects with platforms like Google My Business, MailChimp, Canva, and HubSpot to streamline workflows.
Its unified social inbox is a game-changer, consolidating messages and comments from all platforms. This feature ensures teams can quickly respond to interactions without missing a beat. Collaboration is also smoother with built-in approval workflows, which help maintain oversight before content goes live.
"Fine-tuning the balance between creative autonomy and systematic approval is an art - the backbone of any successful social media campaign." - Stephen McClelland, Digital Strategist, ProfileTree
These integrations make it easier for agencies to scale operations efficiently.
As agencies expand, Hootsuite grows with them. Features like bulk scheduling enable quick creation of content calendars across multiple accounts, while approval workflows ensure clients sign off before posts are published. Each account is managed in a secure environment, making it easy to onboard new clients as the agency grows.
With over 25 million users leveraging Hootsuite for social media management, the platform has proven it can handle large-scale operations. Starting at $149/month, its pricing reflects its professional-grade capabilities tailored for agencies managing complex client portfolios.
Hootsuite delivers significant time-saving benefits. Automated scheduling, centralized account management, and streamlined workflows can save teams up to 3,000 hours annually. These efficiencies translate to noticeable operational improvements.
Take Meliá Hotels International, for example. The hotel group uses Hootsuite to maintain a consistent social care protocol across its brands. By standardizing response procedures, the company has enhanced efficiency while delivering better service to its customers.
"I work with various clients and Hootsuite really helps me plan my work for each of the clients and share content on different platforms. I am literally superhuman because of Hootsuite!" - Tariro M., Hootsuite user
Hootsuite's intuitive dashboard and robust integration options make setup straightforward. Agencies can establish clear workflows by creating Standard Operating Procedures (SOPs), utilizing social media calendars for planning, and using the unified inbox for consistent communication. Users frequently praise its ease of use and ability to manage multiple accounts seamlessly.
Pairing Google Analytics 4 with Looker Studio takes reporting to the next level by automating the process of turning raw data into visually impactful reports. This combination not only eliminates the need for manual report creation but also provides insights far beyond the basic dashboards GA4 offers. For agencies looking to scale and streamline their reporting, this duo sets a solid foundation.
The integration between GA4 and Looker Studio simplifies data management by ensuring a smooth flow of information, removing the need for manual data transfers and cleanup tasks. With Looker Studio’s ability to connect to over 800 data sources through 600+ connectors, all marketing data can be centralized in one place.
What makes this setup stand out is its real-time data analysis. Marketing teams can monitor campaign performance as it unfolds, enabling quick adjustments to improve outcomes. This is a major upgrade compared to traditional reporting methods, which often involve delays.
For agencies handling large-scale data, connecting GA4 to BigQuery can overcome GA4's native limitations. This connection allows for real-time data streaming, ensuring faster and more efficient analysis.
This integration is not just seamless; it’s also built to grow with agency demands. Collaboration tools in Looker Studio allow multiple team members to work on reports simultaneously, which enhances teamwork and speeds up the reporting process. Automated systems further simplify sharing insights across teams and with clients.
One of the standout features is the ability to bypass GA4’s 14-month data retention limit. By linking GA4 to BigQuery, agencies can store historical data indefinitely in the cloud, ensuring no critical client information is lost.
Looker Studio itself is free for creators and viewers of reports, while Looker Studio Pro is available for $9 per user, per project, per month. This pricing makes it an accessible option for agencies of all sizes.
By combining seamless integration with scalability, this setup significantly reduces the time spent on reporting. Pre-built templates, which can be easily customized, help maintain consistency across client reports while saving hours of work .
A great example of this efficiency comes from Solid Digital, which uses Looker Studio for its Digital Growth reports. They pull four key metrics - integrating keyword data from SEMRush, organic traffic from GA4, and conversion stats from Google Docs - into a single, streamlined template. This approach simplifies reporting and provides clear insights for their clients.
Additionally, the real-time nature of these reports enables marketers to make faster decisions, optimize campaigns on the go, and ultimately improve client satisfaction.
Setting up GA4 with Looker Studio is quick and straightforward. Using the Windsor.ai connector, agencies can extract and load GA4 data into Looker Studio in under five minutes. The platform’s intuitive interface makes connecting data sources, creating dashboards, and sharing reports with clients a breeze. Plus, it breaks down data silos, making analytics accessible even to non-technical team members, fostering a data-driven mindset.
To keep things running smoothly, agencies should define clear, measurable goals for their dashboards to ensure they remain relevant and actionable. Regular updates and tweaks to the reports will help them stay aligned with evolving client needs.
Buffer is a social media management tool designed to simplify handling multiple client accounts. With over 100,000 businesses and 180,000 creators using it monthly, Buffer has become a trusted platform for growing online audiences [77,80].
Buffer connects seamlessly with various content creation and storage tools, making workflows smoother. It integrates with platforms like Canva, Dropbox, Google Drive, Zapier, IFTTT, and WordPress. These integrations allow users to create content, access files, and even automate blog post scheduling for cross-platform promotion. Buffer supports publishing across major social networks, including Bluesky, Facebook, Instagram, LinkedIn, Mastodon, Pinterest, Threads, TikTok, X, and YouTube [77,78].
For more than a decade, Buffer has been a go-to tool for freelancers, consultants, and agencies. Its features are tailored for team collaboration, offering intuitive review and approval workflows, customizable access levels, and unlimited user invites. These capabilities make it easier to manage growing teams and scale operations. The platform's flexible pricing adjusts as businesses expand, ensuring smooth growth for agencies leveraging AI-driven automation.
Buffer’s automation features allow users to schedule content weeks or even months in advance, all from a single dashboard. This significantly cuts down on time spent managing social media. Jessica Dringman from Marketeering Group highlights the benefits:
"Buffer keeps you organized, keeps you sane. Otherwise we would have a million things active. This way, we can go leave for the weekend and know things are still gonna be posted...Buffer allows us to put out better content and not be so hasty, and that drives traffic eventually."
She also notes:
"I don't even think what we do would be possible without Buffer."
Reportedly, the platform helps agencies save up to half a day’s work each day, enabling a steady and consistent social media presence.
Buffer’s user-friendly interface makes it accessible to agencies regardless of their technical expertise. Users can manage all social media profiles, schedule posts, and monitor content performance from one centralized dashboard. Its straightforward setup and minimal learning curve mean that new users can get started quickly. Features like content calendar syncing, RSS feed promotion, content repurposing tracking, and evergreen content scheduling can be implemented immediately. For agencies juggling scheduled posts with real-time engagement, Buffer strikes a perfect balance between automation and manual control. Alongside other automation tools, Buffer plays a key role in boosting efficiency and supporting AI-driven strategies for business growth.
When considering automation platforms, it's essential to evaluate how they impact daily operations. Below is a comparison of seven key automation tools, focusing on their workflow integration, scalability, efficiency benefits, and ease of implementation.
| Tool | Workflow Integration | Scalability | Efficiency Impact | Implementation Difficulty |
|---|---|---|---|---|
| 2V Automation AI | Custom integrations with n8n, Make, Airtable, and LLMs; adapts to your tech stack | Fully customizable for agency growth; retainer support at $890/month | Reduces manual tasks with tailored AI workflows; boosts operational efficiency | Guided 4-step process: discovery, roadmap, implementation, and ongoing support |
| HubSpot Marketing Hub | Native connections with 1,000+ apps; strong CRM integration | Professional at $800/month (3 seats, 2,000 contacts); Enterprise at $3,600/month (5 seats, 10,000 contacts) | 14.5% increase in sales productivity; minimizes tool switching | Moderate complexity; advanced features require training |
| Zapier | Links 5,000+ apps without coding; bridges non-integrated platforms | Flexible pricing supports team growth; unlimited automation potential | $5.44 ROI per dollar spent over three years; automates repetitive tasks | Easy drag-and-drop setup; minimal technical knowledge needed |
| ActiveCampaign | Pre-built integrations with CRM and analytics tools | Starter at $15/month; Enterprise at $145/month; scales with contact database | 12.2% reduction in marketing overhead; advanced segmentation and personalization | Moderate learning curve; robust onboarding resources available |
| Hootsuite | Connects to major social networks and content tools | Team plans scale with users; enterprise options for large agencies | Centralized social media management; bulk scheduling | User-friendly; quick team onboarding |
| Google Analytics 4 with Looker Studio | Integrates seamlessly with Google tools and third-party platforms via APIs | Free core features; scales with data volume | Real-time insights and automated reporting; reduces manual data work | Advanced features require expertise; steep learning curve |
| Buffer | Links with Canva, Dropbox, Google Drive, WordPress, and 10+ social platforms | Team plans at $90/month; custom enterprise pricing | Simplifies social media scheduling and planning | Intuitive interface; quick to implement |
These tools offer diverse solutions tailored to different needs. Some prioritize all-in-one functionality, like HubSpot Marketing Hub and ActiveCampaign, while others, such as 2V Automation AI, focus on delivering highly customizable and scalable options.
Eric Melillo highlights the importance of integration, saying:
"Hands down the 'most' powerful tool in our arsenal. This powerful automation platform acts as the central hub for our tech stack, seamlessly connecting all our diverse tools and applications through robust 'no code' integrations."
Similarly, Moody Mattan underscores the value of easy integration:
"Easy integration is so important. It would enable a comprehensive view of the customer journey, enhancing strategy development and decision-making processes".
Despite the potential, challenges remain: 60% of companies report difficulties with ease of use, and 70% of marketers express dissatisfaction with their current automation software. However, 91% of marketers agree that automation helps them achieve their goals.
Choosing the right platform depends on your agency's workflow needs and technical expertise. While all-in-one platforms simplify operations, custom solutions like 2V Automation AI offer unmatched adaptability and scalability, making this comparison a valuable guide for streamlining and growing your agency's workflow.
AI-driven automation is reshaping the way marketing agencies operate. The numbers speak for themselves: businesses that successfully integrate AI into their marketing strategies report up to a 30% boost in customer engagement and a 25% increase in conversion rates on average. And with global spending on AI in marketing expected to hit $107 billion by 2028, agencies that hesitate to adopt these tools risk being left behind.
McKinsey reports that generative AI could contribute an astounding $4.4 trillion annually to the global economy. Moreover, 70% of top executives believe that advanced AI is crucial for staying competitive. Christina Inge, Author and Instructor at Harvard Division of Continuing Education, captures this reality perfectly:
"Your job will not be taken by AI. It will be taken by a person who knows how to use AI."
Even Bill Gates emphasizes the rapid pace of AI advancements:
"We should keep in mind that we're only at the beginning of what AI can accomplish. Whatever limitations it has today will be gone before we know it." - Bill Gates, GatesNotes
The real game-changer lies in customization. While generic AI tools offer basic capabilities, tailored solutions deliver far greater value. Custom automations enable hyper-personalization on a large scale, smarter audience targeting based on real-time behaviors, and predictive insights that help agencies allocate resources more effectively. These advanced workflows turn repetitive tasks into intelligent processes that continuously improve with minimal human input.
This demand for tailored AI solutions highlights platforms like 2V Automation AI, which specializes in creating bespoke workflows that seamlessly integrate with existing systems. Their structured approach - spanning discovery, roadmap development, implementation, and ongoing support - comes at $890/month and ensures agencies don’t just adopt AI but use it strategically to drive efficiency and growth. This tailored methodology reflects the broader industry shift toward scalable, customized AI solutions discussed earlier.
How 2V Automation AI Can Help Your Marketing Agency Grow
2V Automation AI takes the hassle out of managing repetitive tasks like campaign management, lead generation, client reporting, and social media scheduling. By automating these time-consuming processes, your team can spend more energy on what truly matters - delivering outstanding results for your clients. Plus, you’ll be able to take on more clients without needing to grow your team.
With AI-powered tools, 2V Automation AI boosts your agency’s efficiency and scalability. You can execute campaigns faster, manage them more effectively, and still maintain high-quality standards. The best part? This all happens without the added expense of hiring more staff, letting your agency grow sustainably while staying productive.
Using HubSpot Marketing Hub comes with a range of benefits that can transform how marketing agencies operate. It simplifies time-consuming tasks like managing email campaigns, nurturing leads, and generating reports. This not only saves time but also boosts team efficiency by automating repetitive processes.
Another major perk is the platform's ability to centralize all marketing activities. This makes it much easier to oversee campaigns, monitor performance metrics, and collaborate seamlessly across teams. Plus, with its tools for delivering personalized content, agencies can connect more effectively with their target audiences, driving stronger engagement and results.
By optimizing workflows and offering actionable insights, HubSpot helps agencies achieve higher ROI while scaling their operations with ease.
No-code automation tools make life easier for marketing agencies by handling repetitive tasks, connecting different apps, and cutting down on manual work. The best part? You don’t need to know how to code to use them. With simple, user-friendly interfaces, teams can quickly set up workflows, saving both time and money.
These tools can take over tasks like lead generation, client reporting, and social media scheduling. That means agencies can spend less time on routine work and more time crafting creative strategies and growing their business. The result? Improved efficiency and better outcomes for their clients.