AI cannot only automate all of the busywork and prevent time, but additionally turn out to be a strategic partner to level up client strategies.
And it’s not only theory—the numbers speak for themselves:
- At Catalyst Marketing, CEO Robin Emiliani cut 80–90% of the time spent on responding to Request for Proposals (RFPs) using AI, allowing her agency to tackle more opportunities and win more business.
- Ryan Anderson, founding father of Markiserv, automated meeting transcription and note-taking, increasing meeting attentiveness by 70%—his team is now more present, engaged, and producing higher-quality work.
- At Linkedist, Project Manager Goda Aukštikalnytė reduced research time by 90% and content creation time by 70%, freeing up her time for more strategic tasks.
All this proves that agencies aren’t just saving time, but they’re also scaling without burnout.
In this text, we’ll break down the highest ways agencies are automating their day-to-day—and the AI tools making it occur.
1. Crafting Better Client Strategies in Less Time
Most agencies think AI is just for automating processes. But actually, AI can turn out to be a trusted pondering partner (a second voice should you will) to test out your theories and level up client strategy.
For instance, at Catalyst Marketing, founder Robin Emiliani uses Claude to brainstorm campaign strategies, test hypotheses, and uncover blind spots.
“I take advantage of Claude 20 times a day for absolutely anything I’m doing,” she says. “It’s great for discerning what’s the BS and what are some good nuggets of data—whether it’s for web optimization, content strategy, or competitive intelligence.”
When Robin has a theory a couple of client’s strategy, and even her agency’s own positioning, she’ll run it through Claude to see what she is likely to be missing. It helps her take a look at a challenge from multiple angles and strengthen decisions, faster.
But a robust strategy starts with solid research, and that’s where Perplexity is available in. It’s fast, factual, and designed to avoid hallucinations.
Agencies use it for research: pulling in competitor data, surfacing web optimization insights, and turning all that into content briefs or strategy decks with citations baked in.
Want to go even one step deeper?
You can pit Perplexity and Claude against one another to come up with the very best, most-sound ideas and techniques. For instance, when Perplexity gives you a solution, challenge it with Claude with a prompt like:
“This doesn’t feel right. Here are the explanation why I believe this approach just isn’t quite accurate. What do you think that?”
This is the approach Robin uses at her agency. She says, “It’s wild. It looks like I even have an entire forum of individuals sitting in front of me—almost like a panel. We have this healthy debate backwards and forwards until we feel like we’ve arrived at the correct conclusion.”
This combination of AI tools can aid you come up with higher client strategies, faster.
(*5*)2. Speeding Up RFPs and Proposals
Responding to RFPs is one in all those “high effort, high reward” parts of agency life, however the time cost could be brutal.
Drafting a proposal from scratch can take you days, and by then, the chance might already be lost.
AI can aid you speed up the method.
At Catalyst Marketing, CEO Robin Emiliani cut 80–90% of the time spent on responding to RFPs with Perplexity.
She trained Perplexity on past proposals, the agency’s brand voice, and positioning. Then, when a brand new RFP is available in, Perplexity pulls from that knowledge to draft relevant responses, already tailored to the chance.
“We’ve responded to quite a number of RFPs up to now 9 years of business,” Robin explains. “So we built a system where we loaded this information into Perplexity. It then draws on this information and creates a brand new response in literally a tenth of the time. This helps us respond to more RFPs in a shorter time period.”
3. Organizing (essential) Internal Knowledge
If you’re an agency, you most likely have an limitless flood of meeting notes, proposals, and strategy docs.
Keeping every thing organized, and extracting probably the most useful information from them, is a full-time job in itself.
For this, Robin Emiliani at Catalyst Marketing swears by Airtable.
“Airtable has been fascinating for our agency,” she says. “Our Head of Operations has implemented it to aggregate data from our project management tool and gather the essential information that we want to see, like utilization rates, and the way that’s allocated to specific clients and profitability.”
Another great tool is Google’s NotebookLM. It mechanically summarizes long documents, pulls key insights, and makes it easy to reference past conversations—all while integrating seamlessly with Google Drive.
All you wish to do is upload your sources like:
- Meeting transcripts and notes
- Project plans
- Past proposals
- Past project documents
And then you definately can ask Notebook LM to:
- Get motion items and next steps
- Generate recaps for emails and proposals
- Track commitments across multiple meetings
- Generate FAQs for team members
- Extract learnings from previous campaigns
With tools like Airtable and NotebookLM, no knowledge gets lost and is all the time accessible by anyone in your team.
4. Automating Client Follow-ups and Internal Updates
When we are saying “automate client followups”, we don’t mean let AI talk to clients. In fact, we advise against it since it’s a sure-fire way to break trust between you and your client.
We mean automating the tedious a part of what happens after client calls.
Writing follow-up emails, summarizing long meetings, and keeping CRMs up to date is repetitive work that doesn’t all the time need a human.
At Hop Skip Media, a PPC agency, CEO and Founder Ameet Khabra swears by Fathom. It mechanically records and summarizes calls, highlights key motion items, and pushes them to Slack or your CRM.
Ameet says, “We love Fathom for client meetings. It captures the conversations and mechanically generates actionable to-do lists, ensuring nothing falls through the cracks.”
If your inbox gives you a headache, Fyxer AI might help. You can use it to:
- Automatically sort emails into different categories
- Draft emails in your tone for faster communication
- Summarize meetings and send follow-up emails immediately after calls
- Optimize scheduling by analyzing calendars and suggesting the very best meeting times
And for quick, polished email responses, Gemini (free for Google Workspace users) writes drafts directly in Gmail—perfect for short updates that also sound human.
All this not only saves you time but additionally keeps your inbox, documents, and client calls organized.
5. Creating Content Faster
From blog posts to email campaigns to ad copy, content continues to be one in all the largest outputs for most agencies. And it’s often the slowest.
That’s why teams are turning to AI—not to replace copywriters, but to help them move faster without burning out or compromising on quality.
At The CRO Guys, founder Mauricio Acuna says they use ChatGPT and ContentShake AI by Semrush to draft blog content and structure ideas. It helps the team overcome writers’ block and are available up with more comprehensive ideas.
When the tone needs to shift or the message needs polishing, Claude is the go-to. It’s especially strong at long-form content—handling every thing from email nurture copy to whitepapers—and keeping the voice consistent throughout. Because it understands context higher, it requires fewer edits to get it client-ready.
For PPC campaigns, ChatGPT is great at creating different versions of headlines. It can generate 10 options in seconds, giving your team more to work with and test.
“We’re doing content experimentation with AI that no human could ever have the time to execute. Suppose we wish to test 20 versions of a LinkedIn Ad headline; in seconds, AI can write those, and we run them unexpectedly,” says Peter Lewis, Founder and CEO at Strategic Pete, a marketing consultancy agency.
But the standard of your prompts matter here. As Braveen Kumar writes within the article within the article, How to Use ChatGPT for Facebook Ads, the important thing to getting high-quality output is to:
- Give specific copy parameters
- Ask for multiple generations to selectRunning a marketing agency isn’t nearly delivering great campaigns.
- It’s also about juggling projects, managing teams, jumping on client calls, writing emails, and handling 1,000,000 other ad-hoc tasks that pop up every single day.
- It’s easy to get buried in administrative work while high-value tasks—like strategy, client relationships, and growth—get pushed to the backburner.
- This is where AI makes an actual impact.
- from
- Provide context via custom instructions or within the prompt itself
It’s also essential to note that AI writes to the algorithm, not to your specific audience. This is where your copywriters should take over and refine the best-performing versions to sound like an individual—not a bot.
James Targett, Creative Project Manager at StackAdapt also shares the identical sentiment within the article, “How Generative AI Is Reshaping Ad Creative Workflows”. in this text. “We can produce 50 headlines as quickly as we could historically produce one,” he says. “That’s really helpful, but we all the time desire a human involved to curate and refine the very best ones.”
Final Tip: Don’t Let AI Run Wild
AI is here to help however it’s not meant to be a catch-all or a alternative for human judgement.
As Whatagraph CTO Artūras Lazejevas puts it, “You can’t overuse it since you’re going to push clients away. But you furthermore may can’t ignore it and turn out to be a dinosaur.”
The secret’s using automation to scale the parts of your agency that already work—without losing the human relationships that make all of it matter.
—
Want more actionable strategies and AI tool recommendations? Grab our AI Playbook for Agencies in 2025.
Read the total article here
