12 AI Tools I’d Use to Scale My Agency Again in 2025

I scaled my digital marketing agency to $600,000/monthly revenue and sold it in 2023, so I have a good understanding on what AI tools agencies need to help them automate and scale.

👇 Here's a pic of me and my agency co-founder Mike + our colleague Jose.

OK no more messing around, below are all the AI tools I think agencies should consider using to help improve their workflow, operations and creatives.

1) AI Research & Proposal Tools

Agencies need really good intelligence & proposals to actually win clients in the first place.

Here are the only AI tools you really need to achieve that.

PPC.io

PPC.io is aimed at digital marketing agencies to help them with a whole host of common problems. 

One of the core features is an AI-driven proposal agent. 

It turns prospect research from a 3-hour slog into a 10-minute sprint. Instead of manually crawling through competitors' ads, landing pages, and reviews, PPC.io's AI agents go out and research / audit everything automatically and serve up tailored insights that make your proposals feel incredible. You'll walk into client calls knowing exactly where their current strategy is bleeding money and how to fix it.

P.S. You'll of course still need the human skills needed to pick and choose which angles or insights to show your prospects, but this takes out the heavy lifting research side of things!

Perplexity Pro

Perplexity Pro is widely regarded as the best 'deep research' assistant out of all the major AI platforms (ChatGPT, Claude, Gemini etc.) - It's just better for searching the web and reasoning through tasks. 

They also have 'Comet' which is an agentic browser. 

I still prefer using ChatGPT or Claude for everyday work, but for really in-depth internet research, I still don't think anything beats Perplexity.

Use case for agencies here is to get massively up to speed on a new client's industry insanely fast. E.G. You can prompt Perplexity to deep dive on a prospective client's industry and give you an insane report on all the possible marketing angles you could take along with potential weaknesses that company currently has with their existing marketing strategy. 

Docusign Iris

Docusign is the OG when it comes to getting e-signatures for agency contracts.

👉 But I really do LOVE their new AI feature called Docusign Iris.

It's their new AI  feature that automatically reviews client agreements, flags risky clauses, and suggests safer alternatives whilst also suggesting clauses that fit the specific client in question. No more waiting days for legal review or discovering problematic terms after work has started. 

Plus, your clients will just trust you 10X more if you use DocuSign for signatures - It's smooth. 

2) Meetings & Client Communication

I used to hate client meetings because I felt they were so unproductive. But there are some cool AI tools on the market that actually make them feel at least somewhat useful.

Also, I have an absolutely incredible Loom alternative to show you that make client video updates a thing of beauty.

Tella (Loom alternative)

Tella is the one SaaS product I'd genuinely recommend to absolutely anyone and everyone who works online.

I was a Loom user for 6+ years and loved it, but they just stopped seriously updating the product and once I tried Tella, I was absolutely blown away by how good it was.

👉 Why it's awesome for agencies

• Uses AI to automatically fully edit videos (so if you're sending a 10 min client video update it'll cut it down to like 6-7 minutes and still make it sound absolutely perfect) 
• Uses AI to remove mistakes (I still don't even understand how it knows how to do this) 
• Includes auto zoom at important moments

This is my most used AI tool on a daily basis - It makes it a joy to create videos even though I know absolutely nothing about video editing.

Fathom AI

I love Fathom AI ❤️

It's the meeting tool that'll make you wonder how you ever survived client calls without it. I used to spend 15-20 minutes after every client call frantically typing up notes and sharing next steps.

Fathom handles all of that automatically. To be truthful I haven't tesetd the other note taker apps, but this one feels perfect to me for agency usage.

👉 Why it's a great AI tool for agencies -

• Automatically extracts action items and decisions from calls (so you never have that awkward "wait, what did we agree on?" moment two weeks later)
• Generates follow-up emails based on the conversation (literally just click a button and it drafts the perfect recap email)
• Integrates directly with your CRM (so client history actually gets updated instead of living in your head)
• Gives you team performance stats across your entire agency (see which account managers are crushing client calls vs. which sales reps need coaching on discovery questions)

This tool single-handedly eliminated my most hated part of client work - the post-meeting admin scramble. Really good AI use case!

3) Client Reporting

Client reporting is the one area of agency life that's incredibly difficult and nuanced.

I don't actually believe that AI can fully solve this problem because you still need a human touch to do reporting (you can't have AI talk to clients or shoot a personalized video for you) BUT there are some tools you can use to plug in multiple data sources and have it makes sense of all the data for a human-centric report. 

There's a million PPC reporting tools out there that build analytics dashboards, but I prefer to focus on the tools that can take data and turn them into language that clients actually understand. 

Claude

Claude is honestly the best AI for agency reporting and strategic thinking - nothing else comes close. 

Most AI tools just spit out generic content without thinking, but Claude actually understands context and can reason through complex campaign data. The Projects feature is a game-changer because you can upload one perfect client report and Claude will generate the next one in exactly the same format and tone.

👉 Why it's awesome for agencies

• Projects retain memory (upload a perfect client report template and Claude delivers the next one in identical format and style)
• MCP connections to live ad accounts, analytics accounts or 3rd party reporting tools (Claude can access real campaign data instead of you copy-pasting numbers manually e.g. Google ads MCP)
• Actually thinks through problems (asks follow-up questions and connects dots between metrics instead of just summarizing data)
• Natural writing style (generates client-friendly explanations that sound human, not robotic)
• Builds visual artifacts (creates charts, graphs, and interactive elements directly in the conversation)

it's like having a senior agency strategist who never gets tired, never forgets client context, and can write better than most humans. For complex client work that requires actual thinking, Claude is unmatched.

Get everyone in your agency onto Claude ASAP! 

Whatagraph

Whatagraph IQ is solid for agencies that are drowning in monthly reporting but not necessarily a game-changer. I'll be honest - it's more about making reporting faster than making you smarter about your data. You can build reports from simple natural language prompts which is very cool though!

👉 Why it's useful for agencies

• Auto-updating AI summaries when date ranges shift for live dashboards (so your monthly reports stay current without rewriting everything)
• Upload a screenshot of your brandbook and Whatagraph detects fonts and colors and applies them in 3 seconds (white-labeling without the tedious formatting)
• Ask questions about any of your data sources and get instant answers without digging through dozens of reports ("which campaigns drove the most leads?" gets you a real answer)
• Connect data from Google Ads, Meta, LinkedIn, TikTok and other sources into unified reports (one dashboard instead of platform-hopping)

It's not going to give you profound strategic insights, but if you're spending hours every month building client reports, Whatagraph will definitely get that time back. Agencies like Peak Seven are saving up to 63 hours per month on data analysis and reporting which is hard to argue with.

4) Creative & CRO

Creative and CRO is where most marketing agencies really struggle. 

You still obviously need humans who understand great design, positioning, psychology etc, BUT there are some really useful tools to help you in these areas now, without having to hire humans for absolutely every single part of the process.

P.S. I wrote another article all about AI tools for ads and creative ✏️

HeyGen

Fibr.AI

5) Ops & Agency Productivity

I don't believe AI can fix bad processes (you still need humans to manage people) but there are AI tools that can eliminate the admin work that bogs down good agencies, and make you feel organized.

I'm not a fan of productivity platforms like Trello or Monday.com (I always felt they just created more work) but I think the suggestions below are actually really useful for most marketing agencies. 

Notion

Notion AI is honestly the single most important tool we use at our agency - it's our entire operating system. We use it to get a full pulse on all clients and as our knowledge base where we store absolutely everything. We even use it as a context library that we can upload to other AI tools like Claude.

👉 Why it's essential for us

• Complete client database (one page shows campaigns, contacts, history - everything in one place)
• AI writing and summarization (turn messy meeting notes into clean briefs, auto-generate SOPs from scattered info) 
• Institutional memory (when someone leaves or clients ask about old stuff, it's all searchable)
• Context export (grab client background and feed it to other AI tools that need the full picture)

This is our agency's workhorse that performs so much behind the scenes. It's not flashy, but it's the foundation that makes everything else work and their in-built AI will only get better.

Superhuman

Superhuman is basically Gmail on steroids - way faster and more organized. It automatically categorizes your emails into "split inboxes" so client emails, team updates, and random newsletters aren't all mixed together. Plus it uses AI to just make sense of emails. 

👉 Why it's great for agency productivity 

• Auto-categorized emails (client requests separate from team updates and vendor spam)
• Lightning fast processing ('E' to archive, 'C' to compose, 'H' to snooze - no mouse needed)
• AI email writing (type a quick gist, get a proper client-ready email)
• Smart snoozing ("next Tuesday 3pm" and it handles the scheduling)

What I would say however is that if you're already paying for Google workspace, then you can probably just use Gemini to help your team out, but the experience still isn't as good as this.

Gumloop

Gumloop is like if Zapier and ChatGPT had a baby - and I personally think it's better than N8N and much more user friendly.

Most automation tools are "if this happens, do that" but Gumloop uses AI to understand context and make decisions. So instead of building 20 different workflows for different scenarios, you can build one smart workflow that adapts based on the situation.

👉 Why it's perfect for agencies

• Smart client onboarding (automatically creates project folders, assigns team members, and sends personalized welcome sequences based on client type and package)
• Intelligent lead routing (reads incoming inquiries and routes to the right account manager based on budget, industry, and service needs)
• Dynamic report generation (pulls campaign data, writes summaries, and sends customized reports to each client in their preferred format)
• Content workflow automation (takes client briefs, generates initial concepts, and creates approval workflows that adapt based on client feedback patterns)

The difference is Gumloop actually understands what you're trying to accomplish instead of just blindly following steps and breaking. 

ChatGPT

I have to throw ChatGPT in here because it's the OG AI tool most people know.

Where ChatGPT beats out some other tools is just purely on speed and scale - you shouldn't hit limits across your entire agency and it's just a really solid assistant for everyday issues to help your team. 

For agencies it's actually useful for all the quick thinking tasks that eat up time. Need to brainstorm campaign ideas, rewrite client emails to sound more professional, or turn messy notes into structured briefs? ChatGPT handles it.

👉 Why it's useful for agencies

• Quick brainstorming ("give me 10 headline ideas for a fitness brand" gets you started instantly)
• Email polishing (paste your rough draft, ask it to make it more professional)
• Content repurposing (turn a long strategy doc into bullet points for a client presentation)
• Research starting points (get initial ideas before diving deeper with specialized tools)

It's not going to replace strategic thinking, but it's perfect for those "I need this written better" or "help me think through this" moments. Plus it's either free or $20/month, so there's really no reason not to have it in your agency toolkit.