MarketingPilot Ad Agency Management Software

Products

MarketingPilot Agency Management System - Solutions

MarketingPilot AMS provides a broad range of functions to address the common requirements that advertising agency's have. What problem(s) are you trying to solve?

Managing Ad Bookings and Ad inventory
Managing Production
Managing Business Development
Managing Digital Assets
Managing Events

Need a better way to do Accounting
Managing Internet Advertising
Print Production & Inventory
Staff Scheduling
Time Keeping

Ad Bookings

Problems

The Agency needs to manage an inventory of advertisement opportunities (slots, banners, etc.) and needs tools to manage the available inventory, track bookings/reservations and bill clients.

Solution

The MarketingPilot Ad Sales and Inventory Management Option provides powerful and easy to use ad space booking functions. Say good-bye to hours spent keying the same information again and again into spreadsheets and chasing down availability. With MarketingPilot the up-to-date information users need to make decisions is available all the time:

Quickly create ad space bookings for clients with minimal data entry.
Create ad space bookings for multiple ads at the same time.
View inventory availability graphically.
Forecast revenue and usage.
Convert bookings into Invoices with a few clicks.
bookings and invoices are automatically linked.
Link bookings to specific products; track bookings for each product.
Track advertisements used.
Kick off ad design and production from a bookings.
Group bookings into campaigns.
Create bookings in multiple currencies.
Flexible reporting options.

Production

Problems

The Agency needs a system to manage production. It's hard to manage scheduling and paper job folders are cumbersome to use and track. Things fall through the cracks and crises keep occurring. Staff is working too hard. It is time consuming to prepare billing based upon time spent. We can't tell if a project was profitable or not.

Solution

MarketingPilot AMS is a complete solution that helps creative, advertising, event, experiential and full-service agencies. MarketingPilot AMS has all the tools an agency needs to market, collaborate, control and measure activities:

Production: MarketingPilot provides job and workflow management to automate the production process.
Time Tracking: MarketingPilot's integrated time slips enable users to track time in the same system used to manage production.
Digital Asset Management: MarketingPilot's integrated digital asset management functions enable users to store files in the same digital folders as the rest of the information about each job.
Scheduling: MarketingPilot enables managers and traffic coordinators to assess the availability of members of the team to do work.

Business Development

Problems

The Agency needs a system to manage business development. There is no record of all the efforts done by each new business development rep. Prospects are kept in each person's individual Email and Contact list. When staff turns over, all their prospects are lost and we have to start all over again. The business development team doesn't have tools to track what they do. We don't know what opportunities are being worked on. There is no systematic way of forecasting future projects. You have to ask each rep for their pitches and proposals to know what was agreed to. There are no central records of Work Orders or Contracts. The same information is constantly being re keyed.

Solution

Your clients and prospects and the relationships you have with them are valuable and represent critical assets to your agency. Shouldn't you treat them as such? MarketingPilot provides powerful integrated features to help your team manage relationships and develop new ones. Save time and eliminate re keying the same data again and again. All client information is available on each client's dashboard in MarketingPilot AMS. Users get a 'holistic' view of your relationship with the client including business development, billing, spending, jobs, campaigns, etc.

MarketingPilot stores all contact information in a central database; rather than each member of the staff having a personal list.
With a few clicks users can access all information related to the contacts and companies you work instead of having to login to separate applications and re key data.
MarketingPilot provides complete access to all contacts - and visibility into all their activity - all the time.
Add contacts once and use them again and again without re keying their information for account management, business development and production.
Integration with Goggle, LinkedIn and Facebook.
Track detailed company and contact information.
Handle large numbers of contacts.
Quickly find contacts using text search or filter.
Group contacts by companies.
Add custom fields to track different information for the contacts for different companies.
Keep detailed notes about each contact.
Send email to contacts; log and track every email sent.
Import and export contacts from Outlook, Groupwise and other systems.
View activities, meetings and calls on your MarketingPilot calendar.
Track every interaction with a contact/company.
Track each contact's role.
Track Jobs.
Create to-do and call lists.
Create estimates in MarketingPilot and store them for future use; convert estimates to invoices with no re keying
Track payments and balance due.
Track new business opportunities and create activity, spending and billing forecasts.
Store and manage contracts.
Store all files; correspondence and other documents that relate to a client in the system.
Annotate contact records with notes.
Full access to production information including active jobs; job status, who's doing what, etc.

Digital Asset Management

Problems

It's hard to find files; they often get lost. We often have to recreate files because we can't find them. It's difficult to know which version is the right one; everyone uses different naming conventions. Files take a long time to get approved because we have to route print outs to everyone regardless of their location; when we route via email its very confusing and hard to keep track of who reviewed things and who didn't. The design team is constantly responding to file requests for files they have already sent to clients and account execs. Its very time consuming to FTP files.

Solution

MarketingPilot digital asset management software tools save time, reduce costs and improve brand consistency. MarketingPilot's state-of-the-art digital asset management tools enable users to store, route, approve, review, mark-up and manage documents and creative files of all types. MarketingPilot digital asset management software is tightly integrated with Adobe Acrobat and Microsoft Office. Tight integration of digital asset management and MarketingPilot's project management functions streamlines workflow, saves time and shortens production cycles:

Stand-out Digital Asset Management and Document Collaboration Features

Windows users can open files in MarketingPilot, edit them and save them without having to upload or download them, even over the Internet.
Drag-and-drop files and folders from Windows and Macintosh to/from MarketingPilot.
Open your PC or Mac's File Explorer and work with MarketingPilot files as if they were on your desktop.
Route Acrobat files for comment and track all the changes in MarketingPilot.
Route Word, Excel and Powerpoint files for review and track all the changes in MarketingPilot.

Editing in-place: Windows users can open files in MarketingPilot, edit them and save them; no upload, no download, no plug-ins... anywhere, anytime!
Drag-and-drop: Drag-and-drop files and folders from Windows and Macintosh to/from MarketingPilot.
Use Windows Explorer/File Explorer (Mac): Work with MarketingPilot files as if they were on your hard drive.
Fast upload and download.
Adobe Acrobat Integration: Route Acrobat files for comment and track all the changes in MarketingPilot.
Microsoft Office Integration: track all the changes in Word, Excel and Powerpoint files in MarketingPilot.
Any File Type: MarketingPilot can handle any file type, including audio and video files. MarketingPilot's built-in player can playback most file types. MarketingPilot can store any file, including MS Office, Adobe Acrobat, Photoshop, InDesign, Quark, etc.
Profiles: Every file has a profile that contains information - author, document title, description, size, type, caption, keywords, Adobe xmp properties, etc. - that describes it.
Email: send files via e-mail as attachments. Automatically notify subscribers when a file is changed or commented upon.
Folders: Store a single file in multiple folders; MarketingPilot automatically creates shared folders for every campaign, job, event, project, contact, etc. Create folders within folders, etc. as needed. View files in folders in list or thumbnail formats.
Libraries: Publish files to a MarketingPilot library for access by non-MarketingPilot users. Libraries have a completely flexible folder structure with a customizable look and feel.
Collections/Favorites: MarketingPilot makes it easy to create collections of files and to tag favorite files. Drag and drop files to create collections.
Integration with existing tools: MarketingPilot is easy to integrate with the tools you already use. No plug-ins, macro's or other modifications to your existing applications are needed. MarketingPilot lets users continue to work with digital assets exactly as they do today. MarketingPilot's integration approach is designed to minimize impact on your current operations and software setups.

Search: MarketingPilot indexes files automatically, as they are stored, including any Adobe xmp information. Use text search to find needed files, regardless of the folder they are in.
Routing/Approvals: MarketingPilot makes it easy to route files for approval and review. Reviewer's comments are permanently stored in MarketingPilot's database so there is never a question about whether a document was received and reviewed. Reviewers can mark up files, attach notes to files and append revisions and versions. Route files in parallel or serially. Route multiple items at one time. Route files to non-MarketingPilot users via email and capture comments in MarketingPilot. Setup routing and approval templates/distribution lists.
Security: MarketingPilot provides tight security for files by enabling the owner of the file to restrict or grant access to others.
Version Control: MarketingPilot provides an audit trail for every file as it moves through its life cycle. MarketingPilot reduces rework and mistakes by ensuring that everyone is using the right version of a file. MarketingPilot tracks the history of changes to files, for regulatory, legal and operational purposes.
Check-in/check-out: Files can be locked to prevent users from making changes.
Archiving: Easy to use features make archiving fast and simple. Quickly move gigabytes of unused files to offline storage.
Linking: Link related files together.
Thumbnails: MarketingPilot automatically thumbnail single and multi-page files so you can see each page looks like.
Preview: MarketingPilot thumbnails every page in multi-page Word documents, every tab in Excel spreadsheets and every slide in Powerpoint presentations.
Track Usage: MarketingPilot tracks usage and provides useful metrics to help users manage and track asset usage.
For Placement Only (FPO): MarketingPilot automatically creates FPO (Full size, low resolution) versions of all files to enable designers to work faster with smaller files until they are ready to use high resolution images.

Event Management

Problems

Solution

Events are complicated. Lots of things to juggle, tons of things to remember and oodles of people to coordinate. Then there is registration and sponsorship. Running an event is like running a small business; except that it starts all over again and again. What do you do when you have lots of events to manage? You need an event management system. MarketingPilot is a complete and fully integrated event management system designed to help you manage all of the elements of producing an event:

Registration and Attendance: Enable users to take reservations over the phone or setup customized internet registration pages to process online registration. Charge credit cards.
Create a master to-do list for the event: Task management and workflow features enables users to make a single task list for each event and assign specific tasks to different people - staff, speakers and vendors. MarketingPilot makes it easy to track the status of all the tasks for each event or assigned to each person.
Schedule staff: Scheduling functions make it easy to see who's available to staff the event.
Reserve exhibit gear and equipment: Built-in equipment management functions enable users to track all exhibits and equipment and to reserve it in advance for future events.
Collect collateral materials: Collateral inventory functions enable users to request collateral for upcoming events and track stock levels.
Estimate costs; set a budget; track budget versus actual: Estimating spreadsheet enables users to create detailed estimates for each event. MarketingPilot automatically compares the estimated costs with the actual ones so you can stay on budget.
Rent booths and equipment: Use MarketingPilot to place equipment orders. Invoice exhibitors.
Track deadlines: Add critical activities to MarketingPilot's calendar and set automatic alerts. MarketingPilot sends event alerts to users via email or text message. Never miss a deadline again!
Make travel and lodging arrangements: Book travel and lodging and create detailed itineraries for each staff member.
Market your event: Create and manage any marketing activities using MarketingPilot's integrated advertising and campaign management functions.
Pay bills: MarketingPilot includes a complete financial accounting system. Create bank accounts and print checks. Or, track payments users make through the corporate finance system or using credit cards.
Track all the contracts and paperwork: Built-in document management features make it easy to store important files for quick access.
Manage facilities: Integrated facilities management features enable users to track which venues are used for each event and session and to keep track of important information.
Manage sessions: Setup sessions in MarketingPilot to track all of the details - A/V, F&B, Installation/Dismantle, Speakers, Schedule, etc. - for each one.
Manage Accommodations: Track rooms, room-mates, availability, reservations and room blocks.
Manage Speakers: Track schedule, travel, hand-outs, A/V requirements, etc.
Sell booth space and sponsorship: Track space availability, create reservations and manage sponsorship opportunities. Integrated billing.
Meals and functions: Track food and beverage and seating plans.

Accounting

Problems

The Agency needs an accounting system.

Solution

MarketingPilot is the agency accounting system of choice to improve performance, save time and reduce costs. The advantages of using an agency management system that includes integrated accounting and financial management functions are numerous and overwhelming:

Save time: Eliminating duplicate data entry by production, media buying, account management and accounting staff.
Reduce errors due to inconsistencies between systems.
Increase productivity: eliminate the need for staff to service other parts of the organization because information isn't accessible.

MarketingPilot provides a complete integrated system for agency operations:

Complete general ledger
Full financial reporting including Income statements and balance sheets
Purchasing
Accounts Payable
Invoicing
Accounts Receivables
Payroll
Check writing
Online Credit card processing
Reconciliation
Work in Process
Job Costing
Sales tax, VAT, GST
Advanced Media Order reconciliation

Internet Advertising

Problems

The Agency needs a system to track and manage an increasing amount of internet marketing campaigns for clients..

Solution

MarketingPilot provides a comprehensive system for Internet marketers to manage all their online marketing activities including web sites, banner ad campaigns, search engine marketing, keyword marketing.

MarketingPilot provides:

Powerful internet marketing campaign management.
Workflow management tools to manage the creation and maintenance of web sites, email messages, banner advertisements and landing pages.
Media buying and budgeting tools to track the financial aspects of internet marketing campaigns.
Integrated results tracking and analysis tools.

Campaign Management

Provides a central dashboard for all internet marketing campaigns.
Plan and manage campaigns and programs for clients, products, locations, channels, brands, etc.
Create templates to ensure a consistent approach using best-practices.
Roll-up campaigns into programs.
Provides a consistent and flexible approach.

Track all client information.
Set budgets; track planned and actual costs.
Track vendors, web sites, lists, keywords and ads used.
Provides integrated document management that enables users to attach all related documentation including emails, faxes, mockups, PDF's, etc.
Track time spend by staff.
Track results.

Banner Advertising

Track all banner advertising in a central database.
Create banner advertising campaigns and plans.
Track which ads was used.
Track result such as impressions, click-through's, cost per click and actions.
Track web sites where banner ads run.

Track orders.
Track invoices.
Manage budgets versus actual spending.
Create jobs to manage banner ad creation.
Archive creative for reuse and analysis.
Track time spend by staff.

Search Engine Marketing

Track all search engine marketing activities in a central database.
Create plans and campaigns.
Track results such as impressions, click-through's etc.
Track web sites where ads run.

Track orders.
Track invoices.
Manage budgets versus actual spending.
Create workflow to manage the process.
Track time spend by staff.

Email Marketing

Track all email marketing activities in a central database.
Create email marketing campaigns.
Track results such as opens, registrations, click-through's etc..
Track lists used.
Track time spend by staff.

Track orders.
Track invoices.
Manage budgets versus actual spending.
Create workflow to manage the email creation process and campaign execution.

Web Site Creation and Management

Track all activities related to web site creation and maintenance in a central database.
Track results such as opens, registrations, click-through's etc.
Track time spend by staff.

Track orders.
Track invoices.
Manage budgets versus actual spending.
Create workflow to manage the creation and maintenance process.

Internet Landing Page Creation and Management

Track all landing pages in a central database.
Track results such as visits, page-views, registrations, click-through's etc.
Track time spend by staff.

Track orders.
Track invoices.
Manage budgets versus actual spending.
Create workflow to manage the landing page creation and maintenance process.

Financial Management

Complete integration of financial management with the internet marketing process.
Enables users to easily share financial information.
Track costs.
track invoices.
Track payments.
Create budgets and track budget versus actual spending.

Create estimates.
Create purchase orders.
Reconcile orders.
Route transactions for approval.
Allocate costs across products, clients, divisions, locations, channels, etc.
Track production charges.
Track make-goods and credits.

Print Production

Problems

The Agency needs a system to manage the production and inventory of printed materials.

Solution

MarketingPilot enables users to establish best-practices processes for the production of printed materials from concept to final printing. MarketingPilot provides a broad range of features that optimize effectiveness and efficiency of preproduction, production, pre press, and printing and distribution by end-to-end integration of marketing operations, processes, execution and metrics.

What Makes MarketingPilot Different?

Power/depth of features
Ease of use
Extreme flexibility

Quick implementation
Highly customizable
Integration with Adobe and Microsoft tools

Project Management
Powerful yet flexible project management enables users to have a completely digital print production software environment. MarketingPilot defines what a print production system system should be. Features for preproduction, production, pre press, and printing include online project requests, approvals/routing, templates, task management, calendars, gantt charts, milestones, dependencies, dashboards, reminders, alerts.

Job Management
MarketingPilot provides a robust, comprehensive and flexible system for job management, job workflow and job information management- no matter how simple or complex. Now the entire preproduction, production, pre press, and printing team can have instant access to all the information about every job.

Manage an unlimited number of jobs.
Find items using text search or filter.
Track all Approvals for each job
Link all the Components to the job that originated them.
Store all the Files, Documents and Digital Assets related to the job.
Track the job due date; send an alert to the team if the date is missed.
Log all job-related email messages.
Track the actual job completion date. Notify users when the job is completed.
Prepare cost and time Estimates for the job.
Track all vendors for a job.

Track estimated vs. actual time.
Track all job-related expenses.
Track all job-related invoices.
Track which locations the job is for.
Track key milestone dates.
Track all job notes.
Link the original request to the job.
Track all job-related purchase orders.
Track all job-related requests for quotes.
Set a job start date.
Track all job-related tasks.
Designate the team for the job. Only team members can access job information.
Link all time slips to the job they are for.
Save detailed job specifications.

The Emphasis is on Flexibility
If there is one thing that characterizes marketing projects, it's variety. MarketingPilot's print production features were designed to handle even the most complex and varied workload. In MarketingPilot workflow doesn't need to be predefined and go through rigid steps (it can, if you want it to); every project can be unique.

Quickly Setup Repetitive Jobs - Best Practices Templates
MarketingPilot makes it easy to create best practices templates - preset jobs with all the necessary information. With a single click you can copy a job template and use it again and again. Tasks are linked together within each job. You can quickly change all the dates associated with a job by changing its start date or due date. See what the impact of a date change has on the job's tasks.

Advanced Traffic Management Features Easily Handle Schedule and Priority Changes
Tasks are linked together within each job. You can quickly change all the dates associated with a job by changing its start date or due date. See what the impact of a date change has on the job' timeline.

Metrics to Help You Measure Performance
MarketingPilot print production software includes useful job performance metrics to help you monitor and improve job cycle time and performance.

Digital Asset Management
Integrated digital asset management eliminates the need for a separate system to manage and protect your digital assets. MarketingPilot makes digital assets easier to find and use - ensuring better brand consistency, reducing costs, and increasing productivity. Features include online annotation/review, routing, approvals, keyword search, folders, version control, thumbnailing, check-in/check out, security, profiling.

Accounting
MarketingPilot includes complete and comprehensive accounting with job costing, job profitability, inventory management, work in process, general ledger, accounts receivable, accounts payable, invoicing, time billing, banking, budget management, income statements, balance sheets, credit card processing, payroll, reporting, vendor management, multiple currency support and more. MarketingPilot makes it easy to determine if clients and jobs are profitable.

Reports
MarketingPilot enables users to transform valuable marketing data into shared information for insightful, timely decisions. MarketingPilot provides a comprehensive reporting solution that enables the creation, management, and delivery of both traditional, paper-oriented reports and interactive, web-based reports. Marketers can create custom reports and explore MarketingPilot data. MarketingPilot enables users to interactively drill and explore data related to the content of their report. Export report data to formats such as Microsoft Excel, Adobe PDF, HTML, etc.

Scalability
MarketingPilot was designed to support hundreds of users, thousands of projects, files, products and locations, millions of contacts.

Staff Scheduling and Capacity Planning

Problems

The Agency needs a better way to manage and schedule staff. There is constant pressure to deliver more - more campaigns, more creative, more activity - in less time. There's hardly enough time to do the work, let alone do capacity planning and manage schedules.

Solution

One of the most challenging aspects of running a marketing organization is managing staff schedules and doing capacity planning. MarketingPilot provides capacity planning and staff scheduling functions that give you the capacity planning and scheduling information you need with virtually no effort.

Time Tracking: Capacity planning requires a detailed knowledge of how long tasks and projects take to complete; and where the 'rest' of the time goes. MarketingPilot provides integrated time slip functions that enable you to track every hour spent by staff so that you can develop an accurate understanding of how much capacity you have. Find Out More about time slips.
Time Estimating: Integrated time estimating enables you to forecast how much time future and present projects and tasks will take so that you can match the work with the staff.
Task management: MarketingPilot's task management enables you to estimate time by role and then assign work to specific members of your staff based upon their availability and skills. Find Out More about project management.
Calendars and Activities: MarketingPilot's integrated calendar enables you to track staff availability and activities such as meetings and time off. Find Out More about calendars.
Scheduling dashboards and analytics: Workload dashboards make it easy to see the big picture and drill into the details.

Time Keeping and Billing

Problems

Our time keeping takes too much time. We track time on paper then have to key it in. Its time consuming and error prone. No one likes doing it. We need to re-enter all the information again to do billing. It's very hard to know whether a project is on track or not. We have to key the data in a third time to track time versus estimate for each job.

Solution

How long does it take? Where does all the time go? Which projects use the most resources? Unless you’re tracking time you'll never know. MarketingPilot time slips are simple, fast and easy to use. With MarketingPilot, it’s easy to see how much time it takes to get the job done. Tracking time with MarketingPilot won’t seem like a burden to your staff.

Benefits