Management software for agencies
Accounts up to date. Retainers, paid.
Each account’s and campaign’s deliverables, clients approving in their portal, and retainers that invoice and charge themselves every month. Your agency, in one place.
14-day trial, no card required.
Accounts, campaigns and deliverablesRetainers with automatic chargesClient portalOne price per company
The account moves Naviera Atlántica’s autumn newsletter moves from “In progress” to “Client review”.
The 1st arrives On November 1, the “Social and content retainer” recurring charge generates invoice 2026-00034.
Charged on its own It is charged to the card the client authorized: “Automatic charge completed” and the invoice is “Paid”.
At a glance
UTILIA OS for agencies, on one page.
UTILIA OS is management software for agencies, marketing and creative, in Spain: accounts with their campaigns and deliverables, client sign-off in their portal and retainers invoiced and charged automatically. It is priced per company, not per person.
Before, five tools
What you run in five places today, in one.
An account split across the board, email, the shared folder and the invoicing program is an account nobody sees whole.
- Today, Invoicing program: The retainer, invoiced by hand at the start of the month now, Finance: It is generated, issued and sent on the day you choose
- Today, Email: Reminders to collect each client’s fee now, Card payments (Stripe): Automatic charge to the card your client authorized
- Today, Separate board: Deliverables on a board separate from the CRM now, Project management: Accounts, campaigns and deliverables connected to your CRM
- Today, Email: Client sign-off lost in an email thread now, Client portal: The client approves or comments on the quote in their portal
- Today, Shared folder: The right version of the poster, in some email now, File manager: Files with their versions, which you can restore
- Today, Bulk email tool: Another tool for the agency newsletter now, Marketing: Email campaigns with A/B tests and your own DKIM
Recurring billing
The retainer starts from the quote.
When the client approves the retainer quote, you create the recurring charge from the quote itself. You choose the day of the month and whether the invoice goes out on its own or as a draft.
- A fixed day each month, or every so many days
- Automatic: the invoice is generated, issued and sent
- Automatic card charge, with the client’s authorization
If a charge fails, you retry it from the history; after several failed attempts, the recurring charge pauses itself.
Connect your AI
Connect your ChatGPT or your Claude to your company.
Your AI doesn't know your company. Connect it to UTILIA OS and it works with your real data: clients, quotes, invoices, projects. Ask it for a quote and it leaves a draft in your CRM.
- Each person, with their own account
- Whoever uses it connects it with their own Claude or ChatGPT account, and disconnects it whenever they want.
- The plan you need
- A paid Claude plan (Pro, Max, Team or Enterprise) or a paid ChatGPT plan (Plus, Pro, Business, Enterprise or Edu).
- Only the areas you want
- CRM, Finance, Project management, Marketing, HR or Chat, each one if your plan includes it.
Don't use either yet? UTILIA OS comes with its own AI, with an allowance included in every plan.
Client portal
Sign-off, in their portal.
Each client signs in to their portal: they approve or comment on quotes, see their fees, pay their invoices by card and message your team. You decide what each contact can do.
- Approve or comment on quotes
- Their fees and invoices, in one place
- Messages and support with your team
On your side, the “Quote approved by client” notification arrives.
Work profile
It talks like your agency.
With the “Agency / Marketing” profile, project management stops talking about projects, sprints and issues: it talks about accounts, campaigns and deliverables. And every deliverable goes through client review before it is marked completed.
- Accounts, campaigns and deliverables
- Built-in labels: Design, Copy, Media and Client review
- AI templates: campaign brief, editorial calendar, ad copy and results report
The templates live in your organization’s AI Library, so you can adapt them your way.
- What you manage
- Accounts
- Each stage
- Campaigns
- The work
- Deliverables
- Before it is done
- Client review
Every 1st
What happens without anyone touching it.
Each client’s fee, invoiced and charged. And the rest of the agency, in the same place.
1day
fixed each month for every retainer, or every so many days
0invoices
to put together by hand with recurring billing on automatic
A/B
tests in your email campaigns, with an automatic winner
10,000emails
of campaign sends per cycle on Professional
SHA-256
the fingerprint of the signed quote, with its PDF certificate
14days
of trial, no card
And more
The rest of your agency, in the same place.
Email marketing
Campaigns with test sends and scheduling, double opt-in lists, A/B tests with an automatic winner and your own DKIM.
Files with versions
Every creative keeps its versions and you restore the one you want. Virtual folders per client, without moving anything.
Chat and meetings
Channels, threads and voice and video calls. Client meetings, recorded and transcribed.
Professional
Retainers that charge themselves, on Professional.
Professional 99 € a month per company, paid yearly. Excl. taxes.
Quotes with e-signature, project management, files and chat already come with Essential. Professional adds recurring billing with automatic card charges, the client portal and email marketing.
Message us on WhatsApp9:00 a.m. to 7:00 p.m., Canary Islands time- Trial14 days, no card
- Users included5 · +15 € per extra user
- Paid yearlysave 360 € a year
- Month to month129 € a month
What agencies usually ask
One that brings together what you run separately today: clients, quotes, each account’s deliverables, retainers and payments. UTILIA OS puts it all on one platform built for Spanish companies, with invoices carrying Spanish VAT or IGIC, and it is priced per company, not per person.
Yes, with recurring billing. You choose a fixed day of the month or an interval in days and, in automatic mode, the invoice is generated, issued and sent on its own. If your client authorizes their card, it is charged automatically and marked as paid; if a charge fails, you retry it from the history. It comes with Professional.
Yes. They approve it or comment on it from their portal, depending on the permissions you give each contact. They can also sign it from a link, with no account, and several people can sign the same quote.
Yes. With the “Agency / Marketing” work profile, project management talks about accounts, campaigns and deliverables, the board gets a “Client review” column, and you get the Design, Copy, Media and Client review labels plus four AI templates: campaign brief, editorial calendar, ad copy and client results report.
Yes, with Marketing: campaigns with test sends and scheduling, double opt-in lists, A/B tests with an automatic winner, your own DKIM and a tracking subdomain on your domain. Professional includes 10,000 campaign emails per cycle.
Billable hours that become a draft invoice come with the “Consulting and services” profile, which you can set on a specific project. With the agency profile, the usual way is to bill the retainer with recurring billing or each campaign’s quote.
Yes, and you do it yourself from Ajustes › Importar datos (Settings › Import data), guided step by step: bring over your clients, contacts, suppliers and tasks from Excel, a CSV file or the export from the program you use today and, on Professional and Advanced, your leads and opportunities too. You see what goes in first and, if you are not happy with it, you can undo the import for 7 days. Invoices, quotes and attachments are not imported.
Recurring billing, automatic card charges, the client portal and email marketing come with Professional: 99 € a month per company paid yearly or 129 € month to month, with 5 users included. Essential, from 49 €, already includes quotes with e-signature, project management, files and chat. Excluding taxes. You can try it for 14 days with no card.